Landlord Data Protection Duties in Wales

Many tenants and renters in Wales worry about how much of their personal information a landlord can collect or share. This guide explains, in plain language, what legal protections exist for your personal data, how that affects things like landlord entry, CCTV, tenancy records and references, and what practical steps you can take if you think your privacy has been mishandled. You will find simple examples of when to ask for information, how to correct errors, and when to escalate a problem to the Information Commissioner or the tribunal that hears housing disputes.

What landlords can collect and why

Landlords can hold information that is needed to manage the tenancy, such as identity, payment records, references and maintenance logs. They must have a lawful reason to keep each type of information and should not keep more than necessary. If you want to see your personal data, you can ask for it and expect a reply in most cases.

Common categories of data

• Copies of tenancy agreements, references and identity documents.
• Records of rent payments, deposits and any deductions from the deposit.
• CCTV footage, entry logs or neighbour complaints that mention you.
• Repair and maintenance records including photos or inspection notes.

Legal basis and official bodies

UK data protection law requires landlords to handle personal information fairly and securely; key provisions are in the Data Protection Act 2018 and UK GDPR principles.^[1] If a dispute over records or sharing cannot be resolved with the landlord, you can raise concerns with the Information Commissioner’s Office or, for tenancy decisions, with the First-tier Tribunal (Property Chamber). For possession or rent disputes the Housing Act 1988 and, for some older tenancies, the Rent Act 1977, set out legal procedures and what information may be used in court.^[2][3]

How to request your data (Subject Access)

You can make a Subject Access Request to ask a landlord what personal data they hold about you, why they use it, and who they have shared it with. Landlords should usually respond within one month and may only refuse in limited circumstances.

Use a clear written request, include enough detail to identify yourself and the information you want, and keep a copy. If the landlord delays or refuses without good reason, you can complain to the ICO or seek help from the tribunal if data affects tenancy rights.

Practical examples for tenants

• If your landlord used CCTV to record an event in your home, ask for the footage and for an explanation of lawful basis.
• If a reference contains incorrect facts that affect your future renting, request correction and keep evidence of the error.
• If a landlord shares tenancy details without your consent, ask who received the information and why.

Forms and official documents explained

There are no standard government "data" forms for tenants to force disclosure; instead use a written Subject Access Request following ICO guidance and templates. For tenancy enforcement, courts and tribunals use specific possession and application forms:

• Subject Access Request (no official numbered form) 97 use the ICO guidance and template to ask your landlord for copies of your data and details of processing.
• Possession and court forms (examples include N5 for possession claims in the county court) 97 these are used by landlords or courts when pursuing possession; tenants may see personal data relied on in such forms.
• First-tier Tribunal application guidance 97 use the tribunal guidance if data issues are part of a tenancy dispute you need to challenge.

FAQ

How do I ask my landlord for the personal data they hold about me?

Write a clear Subject Access Request naming what you want, include proof of identity, send by email or recorded post, and keep a copy of your request and any responses.

Can my landlord share my details with a third party like a referencing agency?

They can share information only if they have a lawful reason or your consent; you can ask who received the data and why, and challenge unnecessary sharing.

What can I do if my landlord refuses to delete incorrect information?

If a landlord will not correct or delete wrong data, complain to the Information Commissioners Office and consider evidence-based claims to the First-tier Tribunal if the data affects your tenancy rights.

How-To

1. Check your tenancy agreement and note what information the landlord already holds.
2. Send a clear written Subject Access Request to the landlord, stating the information you want and including ID where required.
3. If the response is incomplete or delayed, contact the Information Commissioners Office for guidance and to log a complaint.
4. If data issues affect your tenancy rights and you cannot resolve them, gather evidence and follow the First-tier Tribunal application guidance.
5. Keep copies of all correspondence, receipts and dated photos to support any complaint or tribunal application.

Help and Support / Resources

• Renting in Wales guidance (Welsh Government)
• Rent Smart Wales 97 landlord registration and advice
• First-tier Tribunal (Property Chamber) guidance

1. [1] Data Protection Act 2018
2. [2] Housing Act 1988
3. [3] Rent Act 1977