Letter to Contract-holder, Resident or Guarantor enclosing Privacy Notice (Wales)

This Privacy Notice Cover Letter is designed for use by private residential landlords and letting agents in Wales.

It is used to formally provide a contract-holder, resident, or guarantor with a copy of the Privacy Notice, explaining how their personal data will be collected, used, and protected in accordance with data protection law.

How This Letter Can Be Used

This document supports compliance with the UK GDPR and the Data Protection Act 2018 by ensuring that individuals are properly informed about the handling of their personal data at the start of a residential letting process.

It confirms that the recipient has been provided with the required Privacy Notice.The Privacy Notice Cover Letter may be issued in one of the following ways:

• enclosed with a printed Privacy Notice; or
• attached to an email containing the Privacy Notice; or
• used to direct the recipient to a webpage where the Privacy Notice is available online

Recipients are asked to sign and return a copy of the letter to confirm receipt of the Privacy Notice.

Where used in hard copy format:

• two copies of the letter should be sent to the contract-holder, resident, or guarantor
• a stamped addressed envelope should be included for return of the signed copy

A separate letter or email should be issued to each individual contract-holder, resident, or guarantor.

Compliance with Data Protection Law

This letter forms part of a landlord’s or letting agent’s compliance obligations under UK data protection legislation.

For further guidance on legal requirements and best practice, users should refer to Data Protection Compliance for Landlords. 

Optional phrases / clauses are enclosed in square brackets. These should be read carefully and selected so as to be compatible with one another. Unused options should be removed from the document.

This letter to contract-holder, resident or guarantor enclosing a privacy notice is in open format. Either enter the requisite details in the highlighted fields or adjust the wording to suit your purposes.

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Letter to Contract-holder, Resident or Guarantor enclosing Privacy Notice (Wales) is part of Property. Just £38.50 + VAT provides unlimited downloads from Property for 1 year.