Data category

With whom we share the data

Personal/background information

Other landlords/employers; debt collectors/tracing agents; next of kin etc.; insurers; banks etc.

Bank details

Our bank, credit reference agency; debt collects/tracing agents

Tenancy details

The landlord, other landlords/employers, benefit authority, taxation authority

Deposits (if any)

Tenancy deposit body; debt collectors/tracing agents; taxation authority

Immigration/right to rent checks (England only) and verification of tenant’s identity

Home Office; credit reference agency (for verification of identity)

Rent and other payments

The landlord, Bank, benefits authority, taxation authority, joint tenants/resident’s guarantor, insurers, other landlords

Recovery of arrears, claims and possession

Debt collectors/tracing agents, other landlords, taxation authority, joint tenants/residents, guarantors; insurers

Repairs/housing conditions/health and safety

Contractors, tradespeople, etc., deposit protection body, joint tenants/residents, freeholder flat management etc., guarantors

Breach of tenancy agreement/nuisance etc.

The landlord, Contractors, tradespeople etc., deposit protection body, joint tenants/residents, guarantors, educational institution, neighbours, other residents etc., freeholder, flat management agents etc., insurers

Council Tax liability

Taxation authority (local authority)

Water charges

Welsh Water/Dee Valley Water Company (where property is located within the Welsh Water area) and other water companies

Utilities and services

Utility suppliers and service providers, e.g. Broadband

Universal Credit, housing benefit etc.

Benefit authority (Department for Work and Pensions or local authority), regulatory authority, joint tenants/residents/guarantors

Termination of tenancy

The landlord, Other landlords, educational institutions, debt collectors/tracing agent, taxation authority, deposit protection body, bank joint tenant/resident/guarantors, freeholder managing agents etc.

CCTV/audio/ recording table

Deposit body, joint tenants/residents, guarantor, next of kin etc.

Correspondence etc.

Depending upon the applicable category of information relevant correspondence etc. is shared with any of the persons/organisations/authorities listed in Section A.

Online platforms

Joint tenants/residents; guarantors

Insurance

Insurers, banks etc.

Flat management

Freeholders, landlords, block managing agents etc.

Categories of persons /organisations

Purpose and legal gateway

The landlord/ Other landlords/employers

To obtain references.  This is to ensure suitability for a tenancy in our own legitimate interests.   We also provide information to prospective landlords in their legitimate interest to assist them in evaluating suitability for a tenancy/residency.  These interests are to ensure that properties are let to reliable tenants/residents.  Where the property is subject to selective licensing there is a legal obligation for new landlords to obtain references before they let.

Contractors/tradespeople/service suppliers

Assisting in carrying out our responsibilities under the tenancy agreement and for the management of the tenancy and the property for contractual performance.  In certain cases, this is also to comply with our legal obligations in relation to housing conditions and health and safety, e.g. gas, electrical and fire alarm maintenance and inspection.  We will also provide your contact details to contractors etc., to facilitate access to the property for contract performance.  On occasion we will arrange for inspections in our legitimate interests.  This is so that we can deal with complaints and pursue/defend claims.

Utility companies and service providers, e.g. Broadband

Arranging for utilities/services and establishing liability for payment along with administering their supply in our own legitimate interests and those of the provider.  This is to ensure utilities/services are provided and that liability is correctly established.  Utility companies also have certain statutory obligations to perform, e.g. metering.  In the case of utilities or other service providers if we agree to provide any relevant utility or services as part of the tenancy agreement then these arrangements are made for contractual performance.  Otherwise, they are in the legitimate interests of the utilities/service providers to ensure that they can effectively carry out their various activities.

Credit reference agencies

We request and consider credit and other referencing relating to deciding on the suitability of tenants and residents for a tenancy.  This is in our own legitimate interest to ensure that we let to reliable tenants/residents.   This may include the Residential Landlords Association who undertake on behalf of their members with Call Credit.

Debt collects/tracing agents

To trace you or make a claim in our legitimate interests.  These are to enforce our legal rights.

Joint tenants/residents

Management of the tenancy and the property for contractual performance.  Additionally, in our own legitimate interests and those of joint tenants/residents where there are arrears of rent or other payments due or breaches of the terms of the tenancy agreement as they are either jointly liable for performance or non- performance could adversely impact on their continued residence at the property.  The legitimate interests are to protect our own property interests and to enforce our rights.

Guarantors

Management of the tenancy and the property for contractual performance.  We also inform guarantors of claims and liabilities for contractual performance of the guarantee.  It is in our own legitimate interests and those of the guarantor to give and receive information relating to non- performance of tenancy obligations including non- payment of rent and other payments.  Our interests are to protect our property interests and to enforce our rights and the guarantor’s interests are so that the guarantor is aware of possible liability under the guarantee.

Next of kin etc.

To make contact with them in the event of an emergency to protect your vital interests.

Insurers

To arrange public and other liability insurance and rent insurance and to make claims.  This is in our legitimate interests and the insurers legitimate interests.  These are making sure that appropriate insurance is arranged and the policies are correctly administered.  Under the terms of policies, we are required contractually to provide information to insurers.

Banks and lenders

Where we have loans, information regarding tenancies must be provided to arrange and administer loans.  This is in our own legitimate interests to finance our business.  Contractually they are entitled to your information.  In the case of banks information about you can be shared for the purposes of administering rental and other payments for contractual performance.  Your information can also be shared for the purposes of preventing and detecting money laundering and fraud.  This is in our own legitimate interests and those of the bank in order to detect crime. Contractually we may be required to provide information regarding insurance cover to banks etc. providing us with loans.  This is in our legitimate interests to ensure compliance with the loan conditions and in the interests of the bank etc. to see that appropriate insurance cover is in place.

Neighbours, other tenants and residents

 The management of the tenancy and the property.  This includes information relating to complaints including alleged breaches of the tenancy agreement and anti social behaviour, as well as the abandonment of the property.  It can include car registration information. This is in our own legitimate interests to protect our property rights and to enforce compliance with the terms of the tenancy.  It is also in the legitimate interests of neighbours for their enjoyment of their own properties and to protect their property, interests and rights.

Flat freeholders, managing agents etc., where the property is a flat.

The management of the tenancy and the property.  Under leases/other contractual arrangements they are entitled to certain information, e.g. who occupies the flat and the terms of such occupation.  Further, consents/permissions may be required relating to the tenancy for the carrying out of alterations or works or your information may be relevant to repairs.  This is done in our own legitimate interests.  These are to ensure we comply with our own contractual obligations.  Additionally, there may be complaints involving breach of the terms of these leases/other contractual provisions connected with nuisance, non-compliance with leases/other arrangements or anti social behaviour.  Consequent upon this information may be shared in our own legitimate interests or those of the freeholder managing agent etc., concerned.  This is to ensure compliance with our own contractual legal obligations and/or for the management of the block.

Web sites, portals etc.

Undertaking searches and obtaining publically available information relevant to your suitability for a tenancy/residency and relating to the management of the tenancy and the property.  This is undertaken in accordance with applicable data protection law and guidance and subject to data protection principles.  In connection with your application for a tenancy, we may receive information via any online portal involved for contractual performance.

Home Office

Immigration/right to rent checks for the performance of our legal obligations

Benefit authority

The administration of benefits such as Universal Credit (by the Department for Work and Pensions) and the housing benefit/local housing allowance by the local authority.  This includes applications to them for direct payment of benefit to ourselves.  It extends to claims by them for overpayment where we receive direct payments.  This is for contractual performance and/or in our legitimate interests to ensure that we collect rent and that amounts properly due to us are received.

Deposit body

 Under housing legislation we are required to protect any deposit which you pay in connection with the tenancy.  We may pay this into a custodial scheme which holds the money or alternatively hold it ourselves in which case it is insured.  We have to register the deposit with the deposit body concerned.  This is to comply with our legal obligations.  During the course of the tenancy it may be necessary to give details of any changes to the deposit body to comply with our legal obligations.  On the termination of the tenancy for contractual performance we must arrange for the return of the deposit in whole or in part depending on whether there are any claims on it or not by us.  In the event of disputes these can be submitted to adjudication in which case it is necessary for information to be provided to the deposit body concerned (and its adjudicator) in our legitimate interests to pursue or defend claims.   This is also contractually required under the rules of the scheme.

Educational institutions

Information relating to non- payment of rent, breach of tenancy terms, nuisance or anti social behaviour may be shared with educational institutions where you are studying.  Educational institutions can operate complaints schemes in conjunction with landlords of student properties.  This can include information about tenancy terminations.  This is in our own legitimate interests to protect our property interests and our rights and in the interests of the educational institution concerned to oversee the conduct of their students.

Taxation authorities

These are HM Revenue and Customs and (in the case of Council Tax and Council Tax reduction schemes) local authorities, as well as any other public authority having power to levy taxes or charges.  We are required by law to make appropriate returns to comply with legislation imposing taxes etc.  In the case of Council Tax this is required where statutory notice to that effect is served on us.  Otherwise, we share information with the local authority relating to Council Tax in our own legitimate interests to ensure that Council Tax is correctly administered and in the legitimate interests of the local authority to collect information for the same reason.

Category of person/organisation/public authority

Purposes and legal gateway

Professional advisers

Assistance and advice regarding the management of the tenancy and the property for contractual performance.  Where we handle your information under some other gateway and a professional adviser assists or advises this will for the same purpose and under the same legal gateway.  If it is in the legitimate interests of ourselves or someone else then those interests will be the same.   These are to ensure that we act appropriately and properly as well as according to the law.

Police/law enforcement agencies*

Prevention/detection of crime and anti social behaviour in our and their legitimate interests.  This is to protect our property and enforce our rights and to enforce the law.

Regulatory authorities*

To carry out their functions in their legitimate interests.  These are to enforce legal requirements.   On occasion, we may be under a legal obligation to provide your information, particularly if a notice to that effect is served on us.  This can include an ombudsman or accreditation or similar scheme of which we are a member.  It also includes water companies, utility providers who are exercising their functions as statutory undertakers.

Letting and managing agents

To let or manage the property in our and their legitimate interests.  These are so that the tenancy and the property are effectively let and managed. Contractually we are required to provide your information to any letting/managing agent we instruct.

Courts*

The administration of Justice in our legitimate interests. These are to pursue and defend claims.

Prospective purchaser of the property

In the event of a proposed sale/sale of the property either subject to the tenancy or with vacant possession any prospective purchaser/purchaser will require information about the tenancy and the property.  This is in our own legitimate interests and their legitimate interests.  This is part of the conveyancing and sales process for both parties.  The legitimate interests are to ensure that correct information is provided and received.