Landlord privacy notice template

This is a practical starting point, not legal advice. Replace every square-bracketed item, remove purposes that do not apply, add your other agents/providers, set retention periods that match your duties and obtain professional advice where your processing is complex or sensitive.

You are normally the controller for property-management information you enter into Arxela. Arxela normally acts as your processor for that service data under its Data Processing Agreement.

[LANDLORD LEGAL NAME] is the controller responsible for the personal data described in this notice.

Contact: [POSTAL ADDRESS], [EMAIL], [PHONE]. ICO registration, if applicable: [NUMBER]. Data-protection contact, if different: [DETAILS].

We may use identity and contact details; household and occupancy information; tenancy, rent and deposit records; right-to-rent and referencing evidence where applicable; communications; property access and inspection records; maintenance reports and photographs; complaints, disputes and legal records; and contractor or emergency-contact details. The launch service is not intended for medical, disability, pregnancy or other special-category data, and users must not enter it in maintenance descriptions, uploads, messages or documents.

We obtain data from you, other tenancy parties and guarantors; previous landlords or agents; referencing and right-to-rent services; contractors; deposit schemes; public authorities; property visits and maintenance reports; and our property-management systems. [ADD OR REMOVE SOURCES.]

• taking steps to enter into and administering the tenancy — contract;
• meeting housing, safety, deposit, tax, right-to-rent and other legal duties — legal obligation;
• protecting the property, managing repairs, preventing fraud, keeping records and establishing or defending claims — legitimate interests;
• protecting someone’s life or safety in an emergency — vital interests where applicable;
• not entering health, disability, pregnancy, criminal-offence or other special-category information into Arxela’s launch maintenance descriptions, uploads, messages or documents.

[EXPLAIN YOUR ACTUAL LEGITIMATE INTERESTS AND SPECIAL-CATEGORY CONDITIONS. DO NOT RELY ON CONSENT WHERE THE PERSON HAS NO GENUINE CHOICE.]

We may share necessary data with our managing agent; Arxela Property Management as software processor; contractors and emergency services; deposit, referencing, utility or payment providers; insurers, lenders and professional advisers; joint landlords and authorised tenancy parties; courts, regulators and public authorities; and a purchaser or replacement manager where lawful.

[NAME OR CATEGORISE YOUR ACTUAL RECIPIENTS AND EXPLAIN ANY JOINT-CONTROLLER ARRANGEMENT.]

Some service providers may process data outside the UK. Where a restricted transfer occurs, we use UK adequacy regulations or appropriate safeguards such as the UK IDTA or UK Addendum. [IDENTIFY MATERIAL TRANSFERS OR PROVIDE A CONTACT FOR SAFEGUARD DETAILS.]

We retain data for the tenancy and afterwards only as needed for legal duties, tax, safety records, deposit disputes and legal claims. Standard periods: [INSERT PERIOD BY RECORD TYPE]. A legal hold may extend a period; otherwise data is deleted or anonymised.

Depending on the circumstances, you may have rights to be informed, access your data, correct it, request deletion or restriction, receive portable data, object to processing and withdraw consent. Contact [LANDLORD EMAIL]. We may verify your identity and normally respond within one month.

Please contact us first so we can investigate. You may also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or 0303 123 1113.

Effective date: [DATE]. Last reviewed: [DATE]. We will provide notice of material changes.