Privacy notice for landlords
A landlord who collects information about applicants and tenants is a controller under UK GDPR, even with a single property. A privacy notice for tenants tells them what you collect, why, and who you share it with.
Last checked against legislation.gov.uk on 14 October 2026. General information, not legal advice. Rules differ between England, Wales, Scotland and Northern Ireland.
What landlords typically collect, and why
| Information | Typical reason |
|---|---|
| Name, contact details, ID | Setting up and managing the tenancy |
| Immigration status documents (England) | Right to rent checks, a legal requirement under the Immigration Act 2014 |
| References, employment and income | Deciding whether to offer a tenancy |
| Deposit details | Protecting the deposit in an authorised scheme, where the law requires it |
| Rent payments and arrears | Managing the tenancy and keeping financial records |
| Repair requests and access arrangements | Maintaining the property, including sharing contact details with contractors |
Sources: Immigration Act 2014, section 22; Housing Act 2004, section 213.
What to include in your privacy notice
- Who you are and how to contact you, or your letting agent if they act for you.
- What you collect and the lawful basis for each use: contract for managing the tenancy, legal obligation for right to rent checks and deposit protection, legitimate interests for things like referencing.
- Who you share information with: letting or managing agents, referencing companies, the deposit scheme, contractors, utility companies and the council where required.
- How long you keep records after a tenancy ends, and why.
- Tenants' rights, including the right to see the information you hold about them.
- New in 2026: the right to complain to you, and how. Free complaints procedure template.
- The right to complain to the regulator, now the Information Commission.
Give the notice to applicants before you collect their information, for example with your application form, and keep a copy on your website if you have one. Our free privacy notice template is a good starting point.
Already have a tenant privacy notice?
Paste it into The Privacy Register to check it against current UK law, including the 2026 changes. Free, no sign-up, and the text never leaves your browser.
Questions
Do private landlords need a privacy notice?
Yes. If you collect personal information about applicants or tenants, UK GDPR Article 13 says you must tell them what you collect, why, who you share it with, how long you keep it and their rights. There is no exemption for small landlords.
Does my letting agent's privacy notice cover me?
Not always. If you decide how tenants' information is used, you are a controller too. Check what your agent's notice says, and whether it names you.