Our contact details

Name: Emma Hamilton t/a Tenant Check NI

Address: Unit 4,
First Floor Offices,
Waterside Library,
23 Glendermott Road,
Derry~Londonderry,
BT47 6BG

Types of information we collect

We currently collect and process the following information:

Names
Date of Birth
E-mail addresses & contact details
Current and previous addresses that individuals have occupied as tenants
Landlord details regarding their Landlord Registration and information regarding their tenancies of their properties
Letting Agent details and information regarding tenancies of properties which they manage or have managed
Information provided to us by Landlords and Letting Agents relating to breaches of tenancy agreements by former tenants to include confirmation as to whether rent arrears have accrued and condition reports from final inspections at the end of a tenancy

How we get the personal information and why we have it

We provide a service to Landlords and Letting Agents who are registered with us or who register with us in the future. This service allows Landlords and Letting Agents who have registered with us to provide and access any information that we hold regarding a past, current or prospective tenant. Our lawful basis for processing Landlord and Letting Agent information is to fulfil our contract with them for the provision of the tenant check service to them.

The personal information we process relating to our customers past, present or prospective tenants is provided to us directly by Landlords and Letting Agents in respect of their properties or properties that they manage or have managed which have been let under tenancy agreements. Generally, information is obtained by those Landlords and Lettings Agents under the terms of their contract with those tenants and they will be Data Controllers in respect of this information. They will have established the lawful basis for collecting this information and this will usually be the performance of a contract with the individual concerned.

When this information is shared with us, or we share this information with Landlords and Agents in the provision of our services, our lawful basis for processing this information is that we have a legitimate interest in doing so. This is the provision of a service to assist Landlords and Lettings Agents with good tenancy management. Sharing information regarding prospective tenants’ previous tenancies is necessary to achieve this purpose. It is targeted to verified Landlords and Lettings Agents and is proportionate to achieve the stated aim above. We have balanced the interests of the data subjects with our interests.

If you are an individual wishing to see what information is held about you, subject to verification of your identity, you will be able to search our register to identify whether we hold any information about you. We make every effort to ensure the accuracy of information held and those providing information are required to verify that the information is accurate. An individual accessing information in this way will have the option to enter a note if the information is disputed.

How we store your personal information

Your information is securely stored on our database.

If you have not registered with us and are a third party we will keep your personal information for a period of 6 years. If you have registered with us we keep your information for the duration of your contract with us.

Your data protection rights

Under data protection law, you have rights including:

Your right of access: You have the right to ask us for copies of your personal information.
Your right to rectification: You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing: You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing: You have the the right to object to the processing of your personal information in certain circumstances
Your right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. You are not required to pay any charge for exercising your rights.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at:

Name: Emma Hamilton t/a Tenant Check NI

Address:

Unit 4, First Floor Offices,
Waterside Library,
23 Glendermott Road,
Derry~Londonderry,
BT47 6BG

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:

Information Commissioner’s Office Northern Ireland,
3rd Floor,
14 Cromac Place,
Belfast,
BT7 2JB

Telephone: 0303 123 1114

Email: ni@ico.org.uk