Tenants in Wales have specific rights under data protection law that affect how landlords collect, store and use personal information. This guide explains in plain language how to request your data, ask for corrections, object to processing, and request deletion where appropriate. It also covers how surveillance, tenant records and landlord access affect privacy, what written notices or forms you might see, and practical steps to protect your information during disputes, repairs or tenancy endings. If you suspect misuse of your data you can raise a complaint with the Information Commissioner's Office[1], or pursue issues through the First-tier Tribunal (Property Chamber)[2].
What rights do tenants have?
Under UK data protection law tenants generally have several core rights that apply to information a landlord holds about you. These rights are set within the Data Protection Act 2018 and UK GDPR principles and give you control over most personal data your landlord processes.[3]
- Subject access request: get a copy of landlord-held personal data and tenancy records by asking for a "subject access request".
- Rectification: ask the landlord to correct inaccurate or incomplete tenant records.
- Erasure (delete): request deletion when data is no longer needed or unlawfully processed.
- Restriction or objection: ask to limit processing or object to certain uses such as marketing.
- Access to shared records and CCTV: request copies of emails, photos or video footage where they include your personal data.
Making a subject access request
There is no mandatory form for a subject access request (SAR). You can send a clear written request to your landlord or their agent stating you want a copy of the personal data they hold about you. Include enough detail to help them locate records (name, tenancy address, date range and the types of records you want) and a copy of ID if reasonably requested.
- State clearly that this is a "subject access request" and give the address of the tenancy.
- Specify the date range and types of records you need, for example "emails, text messages and CCTV video from the front door camera."
- Landlords usually must respond within one month; they can extend to two months for complex requests.
Surveillance, CCTV and landlord entry
Landlords can use CCTV for legitimate purposes such as building security, but cameras must not record tenants in private rooms or be used inappropriately. Where CCTV or monitoring captures tenant personal data the landlord must have a lawful basis to process it and must provide information about its use. If a landlord seeks to place cameras covering communal areas you can ask what footage is kept, how long it is retained and on what legal basis.
Filing complaints and tribunal options
If your landlord does not comply you should first make an informal or formal complaint in writing, asking them to fix the issue and giving a reasonable time to respond. You may then complain to the Information Commissioner’s Office for data protection breaches and, for tenancy disputes that affect possession or other housing rights, you can consider the First-tier Tribunal (Property Chamber) to resolve related housing matters.[4]
Action checklist
- Write a clear subject access request naming the records and date range you want.
- Keep dated copies of all correspondence, receipts and evidence such as photos or videos.
- If the landlord refuses, complain to the ICO and consider legal or tribunal routes.
- For issues that overlap tenancy rights, seek adjudication through the First-tier Tribunal (Property Chamber) or local Welsh housing authority.
Key Takeaways
- Tenants can request, correct or ask for deletion of most personal data held by landlords.
- Always keep dated copies of requests and evidence such as photos or correspondence.
- If informal resolution fails, complain to the ICO and consider tribunal options for tenancy disputes.
FAQ
- Can my landlord share my data with third parties?
- Your landlord can share data if there is a lawful basis (for example, to manage the tenancy or comply with a legal duty). You can request details of who data has been shared with and why.
- Do I have to consent to CCTV covering communal areas?
- Consent may not be required if the landlord has another lawful basis, such as legitimate interests, but the landlord must be transparent and protect your privacy; you can request footage or challenge intrusive placement.
- How long can a landlord keep my tenancy records?
- Retention should be no longer than necessary for the purpose; you can ask for retention periods and request deletion where the data is no longer needed or held unlawfully.
How-To
- Prepare a written subject access request with your full name, tenancy address, specific date range and a clear list of records you want.
- Send the request to your landlord's official contact email or postal address and keep a dated copy.
- Allow the landlord up to one month to respond; if they need more time they should explain why and confirm a new deadline.
- If refused or unsatisfied, file a complaint with the ICO and request an internal review from the landlord first.
- For tenancy disputes that impact possession or housing rights, consider making an application to the First-tier Tribunal (Property Chamber) or seeking local housing advice.
Help and Support / Resources
- Rent Smart Wales
- First-tier Tribunal (Property Chamber) - GOV.UK
- Welsh Government - Housing and renting
