Privacy Notice to Contract-Holder, Resident or Guarantor (Wales)

This Privacy Notice for Contract-Holders, Residents and Guarantors (Wales) is designed for use by private residential landlords and letting agents in Wales.

It should be provided to all contract-holders, residents, and guarantors at the point personal data is collected, to clearly explain how their personal information will be used, stored, and shared.

This Notice is for use in Wales only.

Purpose of This Privacy Notice

This document ensures landlords and letting agents comply with UK data protection law, including the UK GDPR and the Data Protection Act 2018.

Under UK data protection requirements, landlords and agents must be transparent about how personal data is processed in residential lettings.

This Privacy Notice helps ensure compliance by clearly setting out:

• what personal data is collected
• why it is collected and how it is used
• the legal basis for processing data
• who the data may be shared with
• how long data will be retained
• individual rights under data protection law

Key Information Required Under UK GDPR

At the point personal data is collected, landlords and letting agents must provide the following information:

• identity and contact details of the landlord or letting agent
• purposes of data processing and legal basis for doing so
• details of any legitimate interests relied upon
• categories of recipients of personal data (e.g. contractors, referencing agencies, legal advisers)
• details of any international data transfers and safeguards
• data retention periods or retention criteria
• rights of individuals, including:
  • access to personal data
  • rectification or correction
  • erasure (where applicable)
  • restriction or objection to processing
• where applicable, the source of personal data if obtained from third parties or public sources

This Privacy Notice provides a clear framework of the types of personal information typically collected during a residential letting process, including:

• tenant and guarantor identification details
• financial and referencing information
• rental history and employment information
• communication and contract records

This template must be reviewed and amended by landlords and letting agents to ensure it accurately reflects their specific data processing activities and internal procedures.

For more detailed guidance on compliance, users should refer to Data Protection Compliance for Landlords. 

These resources provide additional explanation of obligations under UK data protection law and best practice in residential lettings.

This Privacy Notice to Contract-Holder, Resident or Guarantor (Wales) 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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