Privacy Policy & CRAIN
Credit Reference & Tenant Reputation Information Notice (CRAIN). Learn how ScoreTenant collects, processes, scores, and protects personal data in full compliance with UK GDPR, Data Protection Act 2018, and international data standards.
Table of Contents
Audited against Experian & Equifax Credit Reference Agency standards with ISO/IEC 27001 data protection controls.
Summary at a Glance
ScoreTenant acts as a specialised rental performance reference bureau. Similar to how traditional credit agencies (such as Experian, Equifax, and TransUnion) process credit repayment histories, ScoreTenant records objective tenancy conduct, on-time rent payment performance, inspection reports, and property care records. We never sell your personal data to non-affiliated marketing brokers. You hold the legal right to inspect your file, correct inaccuracies, and initiate binding disputes.
1. Overview & Credit Reference Agency Information Notice (CRAIN)
This Credit Reference and Tenant Reputation Information Notice (CRAIN) describes how ScoreTenant Limited ("ScoreTenant", "we", "us", or "our") uses and shares personal data received regarding residential tenants, prospective applicants, landlords, and authorised letting agencies.
In accordance with the regulatory guidance prescribed by the UK Information Commissioner's Office (ICO) for credit reference agencies and identity verification service providers, this notice explains:
- The categories of rental history and behavioural property usage data we process;
- Our lawful bases under Article 6 and Article 9 of the UK General Data Protection Regulation (UK GDPR);
- The automated algorithms and objective scoring models used to produce Tenant Trust Scores (scale of 0–1,000);
- Your statutory rights under data protection laws, including rights of access, rectification, objection, and dispute resolution.
2. Who We Are & Data Controller Details
ScoreTenant Limited is a company registered in England and Wales under Company Registration Number 13894210, with its registered corporate address at 124 City Road, London, EC1V 2NX, United Kingdom.
ScoreTenant is registered as a Data Controller with the UK Information Commissioner's Office (ICO) under Data Protection Registration Number ZB489201. When letting agents or landlords supply tenancy conduct reports, ScoreTenant acts as an independent Data Controller regarding the aggregation, scoring, and historical maintenance of the central rental bureau repository.
3. Categories of Data We Collect
We collect and process personal data across four primary categories:
| Data Category | Specific Data Points Collected | Source |
|---|---|---|
| Identity & Verification | Full legal name, date of birth, previous residential addresses (3-year history), verified email, phone number, government ID hash verification. | Tenant, Letting Agency, or Identity Verification Providers |
| Tenancy Performance & Payment Records | Monthly rental obligation amounts, promptness of rental payments, arrears records, duration of tenancy, notice compliance, lease start and end dates. | Letting Agents, Property Management Systems, Bank Open Banking APIs (where authorised) |
| Property Maintenance & Audit Inspections | Objective mid-term inspection reports, move-in/check-out photographic condition audits, appliance hygiene logs, cleanliness ratings, maintenance ticket resolutions. | Letting Agents, Certified Inventory Clerks, Landlords |
| Technical & Usage Telemetry | IP address, browser user-agent, device identifiers, session cookies, audit log timestamps, digital signature audit trails. | Automated Platform Logs |
4. Lawful Basis for Processing
Under Article 6 of the UK GDPR, our processing of tenancy data is grounded in the following lawful bases:
Legitimate Interests (Art. 6(1)(f))
Maintaining an objective central rental registry to prevent fraudulent tenancy applications, minimise property damage losses, safeguard property owners' legal rights, and reward conscientious tenants who care for rental homes.
Contractual Necessity (Art. 6(1)(b))
Processing required to provide your ScoreTenant Passport, calculate your real-time score, issue official reference certificates, and enable digital tenancy document execution.
Explicit Consent (Art. 6(1)(a))
Where you explicitly consent to sharing your comprehensive audit score with prospective landlords during new rental tenancy applications or third-party guarantor checks.
Legal Obligation (Art. 6(1)(c))
Fulfilling statutory compliance duties, Right to Rent verifications, anti-money laundering (AML) protocols, and responding to lawful requests by law enforcement or regulatory tribunals.
5. Automated Scoring Engine & Profiling
ScoreTenant generates a proprietary Trust Score scaled from 0 to 1,000 points. The score mirrors the credit scoring methodology pioneered by Experian and Equifax, but is specifically calibrated for residential rental reliability:
Core Scoring Weightings:
Right to Human Review: Pursuant to Article 22 of the UK GDPR, you have the absolute right not to be subject to a decision based solely on automated processing if it produces a significant legal effect. If an applicant believes an automated rating was generated errantly, they may request a manual review by a ScoreTenant Certified Dispute Assessor.
6. How We Share Your Data
We only share your tenancy profile and records in strict adherence to data protection standards:
- Authorised Letting Agents and Landlords: Shared strictly upon your prospective rental application, explicit reference code generation, or lawful contract check.
- Referencing and Screening Partners: Authorised tenancy assessment platforms who integrate via our secure tokenised API.
- Identity Verification and Fraud Bureaus: National fraud prevention databases and credit checking services to verify document integrity.
- Judicial and Regulatory Bodies: Courts, County Court Bailiffs, the Property Ombudsman, or law enforcement authorities upon receipt of a valid statutory court order or subpoena.
7. Data Retention & Erasure Schedule
Tenancy performance and score history records are maintained for a period commensurate with industry reference standards:
- Active Tenancy History: Maintained for the duration of the active tenancy agreement plus six (6) years following checkout, corresponding directly to the statutory limitation period under the UK Limitation Act 1980 for breach of contract claims.
- Inspection Photographs: Retained for six (6) years post-checkout in encrypted cold storage, after which they are permanently expunged.
- Unverified Prospective Enquiries: Deleted automatically after 90 days of inactivity.
8. Enterprise Security Architecture
ScoreTenant implements defence-in-depth security measures to protect customer data:
9. Your Statutory Data Rights
Under UK and EU GDPR, you are entitled to exercise the following legal rights without cost:
10. Right of Dispute & Inaccuracy Redress
ScoreTenant maintains a dedicated, impartial Dispute Resolution Tribunal:
If you identify an inaccurate rating, an unverified maintenance claim, or an erroneous inspection score on your profile:
- Log in to your Tenant Dashboard and navigate to Disputes & Appeals;
- Select the contested inspection or landlord rating and upload counter-evidence (e.g. date-stamped checkout receipts, bank confirmation);
- The contested rating is immediately marked with an "Under Official Dispute" badge to alert prospective landlords;
- Our compliance team investigates within 14 business days. If the landlord fails to substantiate the rating with verifiable evidence, the score penalty is removed immediately.
11. Data Protection Officer (DPO) & Regulatory Complaints
For any queries regarding this notice, or to exercise your GDPR statutory rights, contact our Data Protection Office: