Landlord Data Information Form

Data Information Notice

We are a private landlord and this notice is provided to you regarding the data we hold about you as a tenant or alternatively as an occupier in our rented property.

As your landlord, we are a Data Controller as we hold various information about you and information relating to your tenancy or with us or occupation of our property.

How we obtained your data

This has been provided by you when completing our application forms as part of the tenancy application process.  We may also hold additional information which has been provided by you or by third parties to us at a later stage in connection with your tenancy or occupation of our property.

The data we hold

The information we hold about you, whether you be a tenant, or household member, may include (but will not be limited to) all or part of the following:

Your name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable);

The property you are (or will be) renting from us (or are occupying); along with the term, rent, deposit, utility and service responsibilities;

Your employment status and the address, contact details (including email, phone and fax numbers) of your employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received;

Your bank account details, including the account number and sort code, any bank statements you have provided to us, any hire purchase/loan agreements/credit cards or store cards that you have; and any welfare benefits that you may be eligible for, or are currently in receipt of.

Children’s Information

We will not normally hold information about children living at the property other than their name and date of birth.  We require this information so we can show it to the Home Office if required under the Right to Rent regulations in order to prove to them that it was not necessary to carry out a Right to Rent check on the child, and also to show to the Local or any other Authority if we are required to provide them with information about the occupiers of the property.

Why we need to hold your data

We need to hold your data for the following purposes:

• To allow us to carry out due diligence on prospective tenants and occupiers of our property/ies including checking whether there are any money judgments or history of bankruptcy or insolvency
• To allow us to contact you and perform our duties to your under the terms of our contract with you
• To help us manage your tenancy and occupation of our property
• To enable us to provide you with any services and information which you have requested
• To analyse so we can administer and improve the service that we provide and develop our business, and
• For all other purposes which are consistent with the proper performance of our business and service to you.

Sharing your data with others

Your information may be shared in the following circumstances

• To allow us to carry out checks, and obtain reports and references in connection with carrying out due diligence on you as a prospective tenant or occupier,
• To provide such information as is necessary to any contractors who may be employed by us to carry out work or inspections at the Property.  Including (but not limited to) gas safety inspections, electrical safety inspections, contractors carrying out repair work needed at the property and inventory clerks.
• To provide details to any utility or similar company in respect of invoices which relate to your use and occupation of the Property for the period of the tenancy (including any new services which may be developed or provided after this notice is given to you).
• To provide details to any tracing agents or legal firms we may employ if you vacate the property owing money to us
• To provide to the Home Office if we are required to do so under the Right to Rent regulations
• To any official bodies such as Local Authorities, tenancy deposit scheme administrators, service or utility provider, freeholder or other relevant person in connection with the creation or termination of your tenancy or occupation of our property where you are not a tenant
• To HM Revenue and Customs or other government department under any legal duty we may owe to them.
• To any letting agency we may subsequently employ to manage your property
• We may also need to share information with solicitors, agents, mortgage brokers, financial advisors, court agents, surveyors, valuers and/or new owners should we decide to sell the property or enter into a joint venture or merge with another business.

Where your data is held:

Your data is held at the following secure locations

A password-protected computer system.

Your data will be mainly held within the UK.  If we use a cloud storage service or if one of the services or third party contractors used by us stores data in a cloud server, outside of the UK, this will only be in circumstances where safeguards have been put in place for its protection, in compliance with the  Data Protection legislation in the UK.

How long we will hold your data

We are entitled to retain your data for up to 12 years (where your tenancy has been signed as a deed) or otherwise up to seven years after the end of your tenancy.  This is in case of legal issues arising or in case we are required to provide information to HMRC or for some other official reason.

After this period of time has ended you will be entitled to ask us to delete your data from our systems and from any data processors we have have used to store your data.

Your Rights

These include:

• The right to ask for a copy of the information we hold about you in our records
• The right to ask us to correct any inaccuracies in the information we hold
• The right to ask us to stop sending you any marketing information, and
• (Subject to our right to retain information under contract or where we have a legitimate interest in retaining it or as required under law) the right to delete your personal data from our systems.

Further, if after first making a complaint to us, you consider that we have not dealt with your data correctly, note that you have the right to complain to the Information Commissioner’s Office at www.ico.org.

Updating this Information Notice

This information notice may be updated from time to time to reflect any changes we may make in how we use your data or any changes in Data Protection law or practice.  

Confirmation of Receipt:

We, the tenant, confirm receipt of this Information Notice.