Tenants have a right to be informed about the information you collect about them and how you'll use it. The privacy notice must be given to the tenant before, or at least by the time, their data is processed.
Contents of the notice
The privacy notice must contain the following information:
- Your name and contact details.
- The name and contact details of the landlord who will represent the other landlords (if applicable).
- The contact details of your data protection officer (if applicable).
- The purposes of the processing.
- The lawful basis for processing the tenant's personal information.
- The legitimate interests for the processing (if using legitimate interest as a lawful basis).
- Details of whether tenants are under a legal obligation to provide the personal data (if the personal data is collected from the tenant).
- The categories of personal data you have obtained and where it was obtained from (if it was not obtained from the tenant).
- Who will receive/see the personal data.
- Details of transfers of the personal data to any countries or international organisations outside the EEA (if applicable).
- How long the personal data will be kept before being deleted/destroyed.
- The rights available to tenants regarding the processing.
- The tenant's right to withdraw consent (if applicable).
- The right to lodge a complaint with the ICO.
- Details of the existence of automated decision-making, including profiling (if applicable).
Signing the notice
While there are not any rules about how you need to provide this information to the tenant, we recommend that you have them sign the privacy notice, confirming that they have received it.