Tenants in Germany: Document WG in Dorms
Tenants in Germany living in a shared flat (WG) in a dorm must take special care when documenting personal data. This guide explains in clear language which information you should record securely and in a privacy-compliant manner, how to store photos, messages and repair reports correctly, and which deadlines and courts are relevant in disputes. We give practical examples of official templates, how to write a formal defect notice and whom to contact if privacy or entry issues escalate. The goal is for you to know your rights as a tenant, protect sensitive data and document events transparently in case of conflict.
What does privacy-compliant documentation mean?
Privacy-compliant documentation means collecting only necessary personal data, storing it securely and sharing it only when legally permitted or required to enforce your tenant rights. Make sure to note names, phone numbers or photos only with a clear purpose and restrict access. In disputes, a complete file with date, time and supporting photos can help enforce claims. Legal bases are found in the German Civil Code (BGB) regarding tenancy obligations and in the Code of Civil Procedure (ZPO) for court actions.[1][2]
Which data should tenants document?
- Payment records: date, amount and bank proof for each rent payment or deposit.
- Repairs and defects: date of report, landlord response and photos of the damage.
- Correspondence: copies of emails, letters or notices and handover protocols.
- Evidence: photos, videos and witness statements with dates and short descriptions.
- Entry and privacy incidents: who entered when and whether personal items were affected.
How long to keep records?
Keep tenancy-related documents for at least one year after the tenancy ends; longer periods apply for outstanding claims or legal disputes. Set deadlines in writing and document sending by registered mail or email with read receipt.
Forms and templates
Official sources and sample forms help you act correctly. A common sample is a formal notice of termination or a written defect notice that should include the date, exact defect description and a deadline for remedy. For legal references on tenancy contracts and obligations, see the relevant sections of the BGB.[1] Concrete sample forms and guidance are available from official ministries or judicial portals.[4]
Who to contact in case of violations?
If the landlord does not respond or there are privacy breaches, you can bring the matter before the competent local court (Amtsgericht) if it leads to litigation. Appeals go to the regional court (Landgericht) or the Federal Court of Justice for fundamental legal questions.[3]
FAQ
- Which information may I collect when documenting an incident?
- Collect only necessary facts: date, time, involved persons, description and evidence such as photos. Avoid unnecessary health-related or especially protected data.
- Can I take and use photos in the dorm?
- Photos for evidentiary purposes are allowed if they document the incident and do not show uninvolved persons in intimate situations. State the purpose and preserve metadata.
- What if the landlord demands my documents?
- Provide copies only and protect personal data by redacting irrelevant details; check whether disclosure is legally required.
How-To
- Collect evidence: take photos, record date and time and keep a brief description of each observation in chronological order.
- Write a defect notice: describe the defect, set a deadline (e.g. 14 days) and secure proof of sending.
- Document deadlines: note responses and dates; if deadlines pass, initiate next steps.
- Legal action: if necessary, prepare a claim at the local court and present your file with all evidence.
