Privacy notice
1 template
Free
Landlord privacy notice template
England
Wales
Scotland
Northern Ireland
Fillable PDF
Complete on screen or print and sign
For applicants, tenants and guarantors
Checked October 2026
Before you use it
This is your privacy notice as the landlord, not August’s. Landlords who hold tenants’ personal data are data controllers, and most must pay the ICO data protection fee unless exempt. Decide and record your lawful basis for each activity before you start, and complete the notice to match what you actually do: don’t leave examples or alternatives in the version you give out. If you use a letting agent, referencing provider or property management platform, check who is responsible for each activity and describe the sharing accurately. This notice doesn’t replace their own privacy notices.
When to give it
At collection
When you collect information directly; separate timing rules apply to information from others.
Who gets it
Everyone
Applicants, tenants, guarantors and anyone else whose data you hold.
Regulator
ICO
The Information Commissioner’s Office covers the whole UK.
What the privacy notice covers
1
Who we are: the data controller
2
What we collect and why: enter the basis you actually rely on
3
Where we get information from: tick those that apply
4
Who we share it with: tick those that apply
5
How long we keep it: enter your actual periods or criteria
6
Your rights: under UK data protection law
7
Receipt: optional
Who you are: your name, address, ICO registration number and any privacy contact or letting agent.
What you collect and why: a table of common activities (applications, right to rent in England, managing the tenancy, deposit protection, safety compliance, accounts and guarantor checks) with the usual lawful basis and a column for the basis you actually rely on, plus blank rows for anything else, such as CCTV.
Special category information: not collected routinely, only where necessary and lawful, such as an accessibility adjustment.
Sources and sharing: where information comes from, who it is shared with, and a choice of statements on transfers outside the UK.
Retention: a table for your actual periods or criteria, with no default examples to leave in by mistake.
Rights: the right to object in its own box, the other rights explained, automated decision-making, and how to complain to the ICO.
GDPR for landlords in brief
You are a data controller: you decide why and how tenants’ personal data is used, so the duties fall on you, even if you use an agent or software.
The data protection fee: most landlords who process tenants’ personal data must pay the ICO fee unless an exemption applies. The ICO’s guidance for the real estate sector explains who must pay.
The right to be informed: you must give privacy information when you collect data directly, and within a reasonable period, normally no later than one month, when you get it from someone else, such as a referee or referencing agency (ICO guidance).
Collect only what you need: an application form doesn’t need a National Insurance number or details of relationships between occupants.
Your notice, not your software provider’s
This is the landlord’s privacy notice. If you use a letting agent, referencing provider or property management platform, check who is responsible for each activity and describe the sharing accurately. Those organisations have their own notices; August’s is in its privacy policy.
Give the notice with the tenancy application form and the guarantor form.
Frequently asked questions
Do landlords need a privacy notice?
Yes. A landlord who collects personal data from applicants, tenants or guarantors must tell them how it will be used, under articles 13 and 14 of the UK GDPR.
Do landlords have to register with the ICO?
Most landlords who process tenants’ personal data must pay the data protection fee unless an exemption applies. Check the ICO’s guidance for your circumstances.
When should I give a tenant the privacy notice?
When you first collect their information, usually with the application form. If you get information about them from someone else, give it within a reasonable period, normally no later than one month.
Does a tenant have to sign the privacy notice?
No. A signature isn’t needed for the notice to be valid; the template’s optional receipt simply records that it was given.
Templates checked against legislation in October 2026. They are provided for general information and are not legal advice.
