Tenancy Reference Data
Tenancy Reference Data is data supplied to Excentum by Landlords, Letting Agents, Letting Agencies, Property Management Companies and other authorised agents acting on behalf of Landlords (Business Members) in relation data and personal opinion regarding periods of tenancy in residential properties.
This data contains both factual information about a specific tenancy period, and the personal opinion of Landlords or their Agents about specific aspects or issues directly related to the tenancy period.
- Tenancy Reference Data
- Tenancy Reference Data – Excentum
- Tenancy Reference Data – Data Matching Services
- Tenancy Reference Data – Content
- Tenancy Reference Data – Data Not Included
- Tenancy Reference Data – Personal Data
- Data Protection – Legitimate Interests
- Data Protection – Right of Amendment and Correction
- Data Protection – Content Removal or Alteration
- Tenancy Reference Data – Indemnification
- Tenancy Reference Data – Limitation of Liability
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Tenancy Reference Data
Where a person makes an application for Tenancy, Employment, Insurance, Credit or Finance the application they complete usually requests information about current and previous residence / tenancy addresses, over a specific period of time.
This information may be relied upon as part of decision making processes relating to:
- Rental / Leasing of residential property;
- Mortgage / Financing the purchase of residential property;
- Credit / Personal Loan Applications;
- Pre-Employment Screening processes;
- other areas where residence verification / information is required.
This residency / tenancy information is usually requested, in addition to other information, to enable the person or business processing the application to:
- establish the validity of the details of the applicant;
- prevent fraudulent applications; and
- enable any confirmation or verification of identity, residence or credit history of the applicant as may be required pursuant to the application received.
Any issues arising from a review of available tenancy data, or any inability to accurately validate or confirm residence / tenancy information provided by an applicant, could potentially impact on the processing of an application and could constitute part of the grounds for an application being held for further review or, in some instances, being declined.
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Tenancy Reference Data – Excentum
Excentum obtains, manages and processes Tenancy Reference Data provided by Landlords, Letting Agents, Letting Agencies, Property Management Companies and other authorised agents acting on behalf of Landlords (Business Members) in relation to periods of tenancy in their residential properties dating back up to 6 years.
The Tenancy Reference Data we hold may be used by Business Members, both Landlords and non-landlords, in support of/as part of any decision making process by the Business Member as it may apply to applications they have received from individuals about the:
- Rental or Leasing or residential property,
- applications for Employment,
- applications for Credit or Financial services, and
- any other areas where verification of residence is required in support of applications or where residence related issues could warrant consideration as part of any decision making process.
The Tenancy Reference Data supplied by Excentum can be used, by Business Members, in conjunction with other information provided by applicants and data obtained from other data sources, to make fully informed decisions on the effective eligibility of applicants who have applied for Tenancy, Employment, Credit or Financial Services.
This Tenancy Reference Data is submitted by Business Members to Excentum – see our Tenancy Reference Submission Form.
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Tenancy Reference Data – Data Matching Services
Business Members of Excentum can request the use of our free Tenancy Reference Data matching services based on the Tenancy Reference Data we hold. Business Membership of Excentum is free to Landlords, Letting Agents, Letting Agencies, Property Management Companies, and other authorised agents acting on behalf of Landlords, as well as other eligible businesses – see our Business Membership page.
Where a Business Member submits Tenancy Data they have received from an applicant (for Tenancy, Employment, Credit, Finance, etc.), Excentum will seek to match the data the Business Member has supplied against any Tenancy Reference Data held by Excentum. Where a data match occurs, we provide this data to the Business Member on a ‘per record‘ basis – with a maximum of 100 free searches per month.
Our Data Matching service does not rely on the use or management of Personally Identifiable Information (PII) as part of this process. – see Tenancy Reference Data – Data Not Included (below) – for a full list of the PII that we do not hold or use about individual tenancies.
Where a data match occurs, and where the original data supplied to a Business Member by an applicant does not appear accurate or complete, or if the Tenancy Reference Data received from Excentum raises other issues of concerns, the Business Member can seek to validate further information from the person making the application to the Business Member.
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Tenancy Reference Data – Content
Tenancy Reference Data held by Excentum will include:
- Personal opinion of the Landlord / Landlords Agent about the tenancy period;
- Factual information about the tenancy period
Please visit our Tenancy Data Reports page for more information on the content of Tenancy Reference Data held by Excentum and provided to Business Members.
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Tenancy Reference Data – Data Not Included
Data Protection legislation prohibits the inclusion of the following information in Tenancy Reference Data, and this type of data will not be included in any Tenancy Reference Data supplied by Excentum to Business Members:
- Tenants name,
- Date of birth / age,
- Nationality,
- Ethnicity,
- Family size,
- Telephone number,
- E-mail address,
- Employer details,
- Bank account information,
- Social Security Number,
- Previous Addresses,
- Credit Scoring Records,
- Credit Histories,
- Copies of County Court Judgements (CCJs),
- Electoral Roll Information, or
- details of PPI policies or payments.
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Tenancy Reference Data – Personal Data
The Tenancy Reference data supplied by Landlords, Letting Agents, Letting Agencies, Property Management Companies and other authorised agents acting on behalf of Landlords (Business Members) does not constitute ‘Personal Data’ about a tenant in accordance with the Data Protection Act, and does not prevent Business Members from sharing this information with Business Members where ‘Legitimate Interest’s’ exist.
See our Data Protection policy for further information.
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Data Protection – Legitimate Interests
The ‘Legitimate Interest’s’ condition in relation to Data Protection legislation provides grounds to process this type of data in a situation where an individual, business or organisation needs to do so for the purpose of its own legitimate interests or the legitimate interests of the third party that the information is disclosed to.
Excentum is satisfied that the processing of the Tenancy Reference Data submitted by Business Members, identified as Tenancy Reference Data, complies with this ‘Legitimate Interest’s’ definition and does not prejudice the rights and freedoms or legitimate interests of any individual where data is being processed.
See our Data Protection policy for further information.
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Data Protection – Right of Amendment and Correction
Data Subjects, persons about whom the Tenancy Reference Data is relatable to, can seek to exercise a ‘Right of Amendment and Correction’ to seek to alter, amend, correct or update any Tenancy Reference Data held by Excentum, only where such request is compatible with rights of an individual as conferred under Data Protection Legislation.
See our Tenants – Dispute a Tenancy Reference page for further information.
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Data Protection – Content Removal or Alteration
Excentum reserves the right to remove any such information or material that in its sole opinion violates, or may violate, any applicable UK law, either the letter or spirit of Excentum’s operational policies or practices, or upon the request of any third party where such request is deemed appropriate and lawful under UK law.
See our Terms of Use policy for further information.
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Tenancy Reference Data – Indemnification
Business Members agree to defend and indemnify Excentum and its affiliates and any of their officers, directors, employees and agents from and against any claims, causes of action, demands, recoveries, losses, damages, fines, penalties or other costs or expenses of any kind or nature including but not limited to reasonable legal and accounting fees, brought by third parties as a result of any Tenancy Reference Data submitted to Excentum, and to the referral to, reliance on or further use of any Tenancy Reference Data obtained through Excentum by any third party.
See our Legal Disclaimer for further information.
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Tenancy Reference Data – Limitation of Liability
Under no circumstances (including but not limited to any act or omission on the part of Excentum) will Excentum be liable for any indirect, incidental, special and/or consequential damages or loss of profits whatsoever which result from any use or access of, or any inability to use or access, the Site, any Tenancy Reference Data or any Content.
Visitors release and hold harmless Excentum, their respective parents, subsidiaries, affiliates, directors, officers, employees and agents from any and all liability for any injuries, loss, or damage of any kind arising from or in connection with any content on the Excentum.co.uk website or the content of any Tenancy Reference Data supplied by/made available by Excentum.
See our Legal Disclaimer for further information.
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If you require any additional information, please Contact Us.