Privacy Notice — [Landlord/Agent Name]

This notice explains how [Landlord/Agent name] ("we", "us", "our") collects and uses your personal information in connection with your tenancy at [property address].

What Personal Data We Collect

• Full name, date of birth, and contact details (address, phone, email)
• National Insurance number and employment details (for referencing)
• Bank account details (for rent payments and deposit return)
• Credit check and reference information
• Identity documents (passport, driving licence) for Right to Rent checks
• Emergency contact details
• Details of any guarantor
• Correspondence and communications during the tenancy
• Inspection reports and maintenance records

Why We Collect Your Data (Legal Basis)

• Performance of a contract: To manage your tenancy, collect rent, arrange repairs, and fulfil our obligations as your landlord
• Legal obligation: To comply with Right to Rent checks, deposit protection requirements, HMRC reporting, and other legal duties
• Legitimate interests: To protect our property, manage arrears, and communicate with you about your tenancy

Who We Share Your Data With

• Letting agents and property managers acting on our behalf
• Tenancy deposit protection schemes
• Referencing and credit check agencies
• Tradespeople and contractors carrying out repairs
• HMRC and other government bodies where required by law
• Courts and legal advisers if proceedings are necessary
• Utility companies (to transfer accounts at the start/end of tenancy)

How Long We Keep Your Data

• During the tenancy: all relevant records are retained
• After the tenancy ends: records are kept for 6 years for legal and tax purposes
• Right to Rent documents: retained for the duration of the tenancy plus 1 year

Your Rights

Under UK GDPR, you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — ask us to correct inaccurate data
• Erasure — ask us to delete data where there is no lawful reason to retain it
• Restriction — ask us to restrict processing in certain circumstances
• Portability — receive your data in a structured, machine-readable format
• Object — object to processing based on legitimate interests

To exercise any of these rights, please contact us at [email address / postal address]. We will respond within one month.

Complaints

If you are unhappy with how we handle your personal data, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

Contact

For any data protection queries, please contact:
[Landlord/Agent name]
[Address]
[Email]
[Phone]

Tenant acknowledgement: I confirm I have received and read this Privacy Notice.

Signature: _________________________ Date: ___________
Full name: _________________________