This is a copy of a Data Protection Notice that is based on the one I use as a landlord for my own tenants. It may not be suitable for your business and please note my disclaimer.
This is my Data Protection Notice which explains what data I collect about tenants, applicants, guarantors and occupants, when I collect it, and how I use it in the course of my activities as a private landlord who provides rental accommodation.
Contents
Who am I?
I am [insert name] of [insert address] [insert company number if company].
References to “I” or “me” in this policy refer to [insert name of landlord if sole trader or company if an incorporated landlord].
I am registered with the Information Commissioner’s Office in my capacity as a landlord. Here is a link to my current ICO Data Protection Registration Certificate: [link].
How I obtain your data
I first obtained your data when you completed my application form or answered questions as part of my tenancy application process.
I may also hold additional information which has been provided by you or by third parties to me at a later stage in connection with your tenancy or occupation of my property. For instance, each time you pay rent, or if you change your name or bank account while you live at my property.
The data I hold about you
As your landlord, I hold data about you which may include some or all of the following data, without limitation:
- Your name, email address, telephone number, date of birth, current and previous addresses, marital status, National Insurance number, nationality, next of kin, where you were living when you applied to be a tenant, any future forwarding address.
- The property you are (or will be) renting from me (or are occupying), together with the details in the tenancy agreement such as rent, deposit, and utilities.
- Details of rent paid by you to me, including any rent arrears.
- Details of your pets.
- Details of your guarantor including their name, email address, telephone number, date of birth, current and previous addresses, marital status, National Insurance number, and nationality.
- Your employment status and the address, contact details of your employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received, for instance as a sole trader.
- Your bank account details, including the account number and sort code, any bank statements you have provided to me, any hire purchase/loan agreements/credit cards or store cards that you have, and any welfare benefits that you may be eligible for, or currently receive.
- Your credit history and any references provided to me.
- Other relevant information relating to your tenancy or occupation of my property.
Information about children
I do not normally hold information about children living at the property other than their name and date of birth. If your children are not British or Irish, I will usually take a copy of their identity card or passport.
I need this information so I 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 I am required to provide them with information about the occupiers of the property.
CCTV monitoring [delete if not relevant]
The property is monitored by CCTV in the following areas: [specify area, e.g., entrance areas, car parks] and does not include audio recording.
This CCTV footage is processed under our legitimate interests for security, crime prevention, and tenant safety.
The footage is retained for [specify period, e.g., 30 days] and then securely deleted, unless there are reasonable grounds to retain it for longer, for instance, to provide evidence for a prosecution for criminal damage or other anti-social behaviour.
Why I need to hold your data
I need to hold your data so I can:
- Carry out due diligence on prospective tenants and occupiers of my properties, including checking whether there are any money judgments or history of bankruptcy or insolvency.
- Contact you and perform our duties to your under the terms of our contract with you.
- Manage your tenancy and occupation of my property.
- Provide you with any services and information which you have requested.
- Administer and improve the service that I provide and develop my business and the services I offer.
- Provide information to the local housing authority, government departments and/or utility companies about your tenancy, and
- Carry out any other tasks for purposes which are consistent with the proper performance of my business and service to you as a landlord.
My rights to share your data with others
I may share your data with third parties in the following circumstances:
- To allow me to carry out checks, and obtain reports, affordability checks and references in connection with carrying out due diligence on you as a prospective tenant or occupier.
- In the creation, renewal or termination of the tenancy, to allow me to disclose your information to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation.
- To provide such information as is necessary to any contractors I employ to carry out work or inspections at the property. This includes 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 I may employ if you vacate the property owing money to me.
- To provide to the Home Office if I am required to do so under the Right to Rent regulations
- To any official bodies such as local housing 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 I may owe to them.
- To any letting agency I may subsequently employ to manage your property.
- To the Police in the event of a suspected crime.
- I may also need to share information with solicitors, agents, mortgage brokers, financial advisors, court agents, surveyors, valuers and/or new owners should I decide to sell the property or enter into a joint venture or merge with another business.
Where I hold your data
Your data is held in password-protected and encrypted computer system, iCloud and OpenRent or such other tenant find and referencing portal that I use from time to time. I may also hold some data on paper, for instance original copies of documents.
Your data will be mainly held within the UK. If I use a cloud storage service or if one of the services or third party contractors used by me 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 Data Protection legislation in the UK.
How long I will hold your data
I am 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 I am 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 me to delete your data from our systems and from any data processors I have have used to store your data.
I will delete your information from my computer systems if your application to become a tenant is unsuccessful.
Your rights
You have the right to do the following:
- Ask for a copy of the information I hold about you in our records
- Ask me to correct any inaccuracies in the information I hold
- Ask me to stop sending you any marketing information, and
- Delete your personal data from our systems, subject to my right to retain information under the tenancy agreement or where I have a legitimate interest in retaining it or as required under law.
If you would like to exercise any of your rights above please contact me at [insert email address]
Further, if after first making a complaint to me, you consider that I have not dealt with your data correctly, you have the right to complain to the Information Commissioner’s Office.
Updating this notice
I last updated this notice in October 2025. I update the notice from time to time to reflect any changes I may make in how I use your data or any changes in Data Protection law or practice.