Tenants – Accessing Tenancy Reference Data

Tenancy Reference Data held by Excentum is not ‘Personal Data’, however Excentum takes its responsibility regarding the obtaining, processing, management and use of all forms of ‘data’ in it possession seriously. Excentum is registered with the Information Commissioners Office (ICO.org.uk) as a Data Controller for data protection purposes.

In keeping with the underlying guiding ‘good practice’ principles of Data Protection, Excentum treats all Tenancy Reference Data it holds as subject to the disclosure/right of access as applies to ‘Personal Data’ for the purpose of Subject Access Requests (SAR’s).

In addition Excentum upholds the rights of an individual to seek to correct and amend incorrect, inaccurate or incomplete information as may be held by Excentum, as allowed for by Data Protection legislation.

Excentum is not a credit score/referencing agency and does not seek, obtain, research, provide information on or any store data on any credit ratings, credit history, credit scoring systems or county court judgements.

For more information on Data Protection and Subject Access Requests (SAR) please visit the website of the Information Commissioners Office (ICO.org.uk)

– Online Subject Access Request: click here to make a Subject Access Request (SAR)

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Tenants – Accessing Your Tenancy Reference Data

You have the right to get a copy of the information that is held about you, or as may be relatable to you, by Excentum. Making a request for this information is known as a ‘Subject Access Request’ (SAR).

This right of subject access means that you can make a request to Excentum to supply you with copies of any records or information Excentum possesses on or about you, or which may be relatable to you.

Cost:

Excentum will make a standard charge £10 to process a Subject Access Request, this is the maximum allowed. Excentum is not a credit reference agency, and as such, the £2 maximum applicable to credit reference agencies does not apply.

This standard charge of £10 is non-refundable and applies to all Subject Access Requests, even where no data, information or records about you, or relatable to you, are held by Excentum. Application of such change in these circumstances is provided for under the Data Protection Act.

– Online Subject Access Request: click here to make a Subject Access Request (SAR)

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Making a Subject Access Request (SAR)

This secure online form will allow you to submit you application quickly and easily, allow you to pay the £10 processing fee by credit card and ensure Excentum can process your request as quickly as is possible. Processing of your application will begin immediately after your payment has been confirmed.

PLEASE NOTE: It may be possible to process online Subject Access Requests within 24-48 as processing of electronic payments can be completed faster.

– Online Subject Access Request: click here to make a Subject Access Request (SAR)

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– Identification Required (subject to requirements)

The initial Subject Access Request (SAR) will not require that you submit any personal ID and proof of residence documents in support of your application.

However, Excentum may on receipt of your application seek to require you to send us copies of your personal ID and proof of residence, one from each of the lists below. This may done as an addede procedure to protect you against impersonation, and fraudulent requests for your information, or information relateable to you.

If Excentum does request that you provide copies of personal identification and proof of residence, copies/scanned images/photos will be accepted where they are e-mail directly to Excentum and are legible.

1: Proof of Identity – Documents Accepted (including scanned images/photos)

  • Current UK/ Irish (Eire) or EEA Passport, or
  • UK photocard driving licence (full or provisional), or
  • Irish (Eire) photocard driving licence (full or provisional), or
  • Firearms licence/shotgun certificate UK or Eire, or
  • National Identity Card (non-UK nationals), or
  • Identity Card issued by the Electoral office for Northern Ireland, or
  • Current non-UK/Eire/EEA passport with a valid endorsement evidencing leave to reside in the UK.

2: Proof of Residence – Documents Accepted (including scanned images/photos)

Items marked with an * must be less than 3 months old, and must confirm your current address:

  • Full UK paper driving licence (pre-photocard version), or
  • UK State Benefits / Irish (Eire) Social Welfare Entitlement document *, or
  • UK or Irish (Eire) State Pension Entitlement document *
  • HMRC Tax Credit document / Revenue (Eire) Tax document *, or
  • Local Authority Benefit document *, or
  • Disabled Drivers Pass, or
  • Financial statement issued by bank, building society or credit card company *, or
  • Judiciary document such as Notice of Hearing, Summons or Court Order *, or
  • Utility bill for the supply of gas, electric, water or telephone landline *, or
  • Most recent mortgage statement, or
  • Most recent Council Tax bill/demand or statement, or
  • Current council rent card, or
  • Current council tenancy agreement, or
  • Building Society Passbook which shows a transaction in the last 3 months and your address.

If we are unsatisfied with the quality of the copy ID you have provided, we hold the right to request the original document. This is done to protect you against fraudulent requests for your information.

If you are unhappy with our request for identification you may forward a complaint to the Information Commissioners Office (ICO.org.uk).

– Online Subject Access Request: click here to make a Subject Access Request (SAR)

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– Responding to Subject Access Request

Excentum has up to 40 days to respond to your request. However, we do try to process requests as quickly as possible.

Online Applications: Once you have provided proof of ID and Residence, and paid the £10 fee, your application can typical be processed within 24-48 hours, possibly sooner.

– Online Subject Access Request: click here to make a Subject Access Request (SAR)

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Right of Amendment and Correction

As a ‘Data Subject’, you have the right seek to dispute any factual errors or inaccuracies contained in Tenancy Reference Data held by Excentum about you, or relatable to you.

Data Subjects can seek to exercise a ‘Right of Amendment and Correction’ 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.

For more information on this, please visit our FAQ’s for Tenants page.

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Data Protection – Legitimate Interests

Article 7 of the Data Protection Directive (95/46/EC) sets out legal grounds for processing personal data based on reasons other than the unambiguous consent of the data subject. The Directive states the following are legitimate conditions for processing personal data:

(f) processing is necessary for the purposes of the legitimate interests pursued by the controller or by the third party or parties to whom the data are disclosed, except where such interests are overridden by the interests for fundamental rights and freedoms of the data subject which require protection under Article 1 (1).

In this instance, the ‘Legitimate Interest’s’ condition provides grounds to process personal data in a situation where an 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. In this instance Excentum is satisfied the processing of the data submitted, identified as a Tenancy Reference Data, complies with this definition and does not prejudice the rights and freedoms or legitimate interests of the individual whose data is being processed

See What is the “legitimate interests” condition? on the website of the Information Commissioners Office for more information.

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Data Protection – Personal Opinion

Some of the data contained in Tenancy Reference Data may constitute opinion, and such opinion, where included in Tenancy Reference Data may not be inaccurate if it faithfully represents someone’s opinion about an individual Tenancy period.

In circumstances where a Data Subject disagrees with the expressed ‘Personal Opinion’, the data would not need to be “corrected”, but Excentum, as the data controller, may have to add a note stating that the data subject disagrees with the opinion.

See What are the other key definitions in the Data Protection Act?

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Preparing to make a Subject Access Request (SAR)

Excentum would strongly recommend that you visit the website of the Information Commissioners Office (ICO.org.uk) before you make a Subject Access Request.

The ICO provides extensive information about your rights in making a SAR request and everything you need to know about the process – see links below:

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More Information

You can find out more information about Data Protection and your rights visit the website of the Information Commissioners Office (ICO.org.uk).

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Questions

If you have any questions concerning anything on this page, please Contact Us