Privacy notice

1. Why a privacy notice matters

Applicants, tenants, and guarantors need to be told who holds their information, why it is used, who it is shared with, how long it is kept, and how they can ask about it. That is a core UK data protection duty, not an optional extra on the portfolio.

• Without a notice, people cannot make an informed choice about their data, and you cannot show that you are being open about how you use it.
• Most landlords also need to consider the Information Commissioner’s Office (ICO) fee and registration. Use the ICO’s own guidance for that assessment. ICO website
• Publishing from this screen is your confirmation that privacy information is in place for the people whose details this portfolio holds. It is not a sign-off from Rent Logger that the notice or the fee position complies with the law.

2. Choose how this portfolio provides it

Open the Privacy Notice tab and pick one of the three options. Most self-managing landlords use the model.

• Rent Logger model template completes a styled notice from fields you fill in. This is the usual choice.
• Enter my own notice is for wording you already have, or for a case the model cannot cover.
• Agent’s notice covers this landlord is for a fully agent-managed portfolio, where the agent’s notice expressly covers this landlord.

3. Rent Logger model

Complete the groups on the tab: who the landlord is, who else is involved, sensitive information, who information is shared with, and transfers and decisions. Then create a new version.

• Required fields must be completed, or marked Not applicable where that option is shown. Use a typical answer where the screen offers one, if it matches your practice.
• The model is written on the basis that a person always makes the final decision, for example who gets a tenancy. You confirm that before you can publish. If software decides those matters alone, use your own notice instead.
• You must agree to the model terms on the tab before Create New Version is available. If Rent Logger later issues a newer model, Merge new model brings those updates into this portfolio.
• After publishing, you can download a PDF and open version history from the same tab. Set the matching periods in Data retention so section 10 of the notice stays accurate.

4. Enter your own notice

Write or paste your wording in the editor, then create a new version. Earlier published versions stay in history.

• Use this when you already have a notice from a solicitor or data-protection adviser, or when the model does not match how you work.
• You are responsible for the wording. Still set periods on the Data Retention tab so reminders match what people have been told.

5. Agent’s notice

This records that the selected agent’s privacy notice covers this landlord. It does not publish a Rent Logger document.

• The agent must already be on the account, with a data-protection role and privacy notice address on their record. Add the agent first if they are missing. Recording those fields, and confirming coverage, is in Agent privacy notice.
• Select at least one agent, then tick all five checks before you confirm:

• The notice names this landlord and the agent.
• It states each party’s data-protection role.
• It covers how the landlord uses personal information.
• It includes purposes, lawful bases, recipients and retention.
• It tells people how to exercise their rights.

• Confirm agent notice covers this landlord saves that confirmation. Set the matching periods in Data retention so Rent Logger reminders follow the same timescales.