PRIVACY NOTICE for TENANTS

(General Data Protection Regulations 2016)

These notes have been drawn up to advise you of what information we require from you, why we need it, how it will be used, who will have access to it and how they will use it, how long it will be kept and how it will be deleted.

In the main, our clients are the landlord/owner. Most information will be required for legitimate and legal interests in order to be able to do our job professionally. This will enable us to confirm your ability and right to rent a property and draw up legal documentation for both parties. If we take information from you as an applicant or prospective tenant and you do not take the property the data will be destroyed within one to six months, depending on the requirement to keep it.

Topics requiring information from you are:

  1. Initial enquiry either for information or viewing:-
  • Your name, phone or e-mail address;
  • Legitimate interest to contact back;
  • Your Assured Shorthold Tenancy (AST) Agreement;
  • Data held and used only internally within the office;
  • Data removed and then destroyed within six months unless requested earlier.

 

  • Referencing:-
  • As above plus address for last three years;
  • Employer details or self-employed accounts;
  • Bank details;
  • Landlord details if applicable;
  • Legitimate interest in order to check validity and ability to rent a property;
  • Data held in office and passed to a Referencing company to be checked;
  • Results held in office and used internally unless Landlord requests the information in order to make an informed decision;
  • Data held for six years for legal compliance, unless failed reference in which case destroyed within six months

 

  • Right to Rent:-
  • Need sight and copy of original current passport or birth certificate and possibly photo driving licence to confirm visual identity;
  • Legal interest, as law;
  • Data held and used only internally in office, unless queried by immigration office;
  • Data destroyed after legal six year period

 

  • Tenancy Agreement and legal paperwork:-
  • Information as for ii) plus the tenancy start date, length of term, rent and deposit plus any specific conditions;
  • Legal and contractual interest as needed to draw up and supply the legal documentation;
  • Data held and used internally in office, copy given to landlord;
  • Data destroyed after legal six year period

 

  • Visits:-
  • Information as i); held and destroyed as iv);
  • Legitimate interest to contact;
  • Needed to arrange visit to check on the property, as per terms of business with landlord.

 

  • Maintenance:-
  • Information held and destroyed as i) unless told to the contrary or repeat maintenance issue;
  • Data passed to Contractor for access to be gained, subject to tenant consent;
  • Legitimate interest to contact.

 

  • Final Inspection and deposit release:-
  • Information held and destroyed as ii);
  • Data may be passed to a contractor or the Deposit Scheme for release of deposit. In addition will require current bank details for money transfer and a forwarding address to comply with Deposit Scheme;
  • Legitimate and legal interest to arrange for tenancy move out.

 

  • 3rd Parties:-
  • Depending upon requirement (Insurance, Freeholder, Mortgage lender), information held and destroyed as ii);
  • Legitimate and contractual interest as requested by other party.

 

 

I/We have read the above and agree to my/our information being used as described:

 

Tenant:……………………………………………………………

 

Witness:………………………………………………………….

 

Dated:……………………………………