Privacy Policy

Data Protection

Why personal data is collected and stored as part of Rent Smart Wales

In order to meet the obligations of the Landlord Registration System and Licensing System as set out in Part 1 of the Housing (Wales) Act 2014, the Licensing Authority is required to develop and maintain a system that allows for the collection of information. Local authorities in Wales also have functions under the Act, and therefore information held on you by Rent Smart Wales will be accessible by the local authorities within the county where you operate. In addition, local authorities may share relevant information they hold about you with the Licensing Authority to help determine whether you are a fit and proper person to act as a licensed landlord or licensed agent.

Rent Smart Wales is operated by Cardiff Council. Cardiff Council is therefore the Data Controller in respect of any personal data provided for these purposes.   All information provided will be treated in confidence and processed in accordance with the General Data Protection Regulations (GDPR) at all times.  For further information on the Council’s data protection requirements please contact the Data Protection Officer, by email on:

Your information will only be used for the purposes of the Rent Smart Wales Scheme, however on occasions the Licensing Authority may also share your personal data with regulatory bodies such as HM Revenue and Customs, or the Police, for the purpose of detecting and preventing fraud, with contractors working with Rent Smart Wales to deliver the scheme, or for any other purpose permitted by law. Rent Smart Wales participates in the National Fraud Initiative for these purposes.

Rent Smart Wales Partners with the 22 local authorities in Wales, and other government agencies as well as utility companies.

How will my information be used?

You are required to provide information to comply with the requirements of the legislation. You also have the option to sign up for information from our partners. If at any time you wish to withdraw your consent for this purpose, this can be done through your Rent Smart Wales account or by contacting Rent Smart Wales directly.

It is your responsibility to ensure that you provide accurate and up-to-date information including where there is in a change of your details/circumstances. This information will not be kept for any longer than necessary. The Rent Smart Wales retention period is 6 + 1 years after licence and/or registration expires.

The information provided will be used for the following purposes where applicable:

  • to issue a landlord with a registration; to grant a landlord a licence, or an agent a licence.
  • to monitor compliance of landlords and agents in line with the Housing (Wales) Act 2014
  • to show (to members of the public who search the Register) if a landlord is registered; and if the landlord or agent (or both) identified as undertaking letting or management tasks at the property is licensed
  • to facilitate the delivery of training courses
  • to process financial transactions for payments made for registration, licensing and training costs
  • to assist local authorities and the licensing authority to carry out their legal duties under the Housing (Wales) Act 2014

If you would like to know more, or have any concerns about how your information is being processed, please contact us.

More information about Data Protection regulations is available from the Information Commissioner’s website

National Fraud Initiative

Rent Smart Wales as the single licensing authority for Wales and part of Cardiff Council is required by law to protect the public funds it administers. It may share information provided to it with other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud.

The Auditor General for Wales (the Auditor General) audits the accounts of this authority. He is also responsible for carrying out data matching exercises. Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match. This is usually personal information. Computerised data matching allows potentially fraudulent claims and payments to be identified. Where a match is found it may indicate that there is an inconsistency which requires further investigation. No assumption can be made as to whether there is fraud, error or other explanation until an investigation is carried out.

The Auditor General requires Cardiff Council to participate in a data matching exercise to assist in the prevention and detection of fraud. We are required to provide particular sets of data to the Auditor General for matching for each exercise and these are set out in the Audit Commission’s guidance, which can be found here. In addition Rent Smart Wales data sets are provided.

The use of data by the Auditor General in a data matching exercise is carried out with statutory authority under his powers in Part 3 of the Public Audit (Wales) Act 2004. It does not require the consent of the individuals concerned under the Data Protection Act 1998. Data matching by the Audit General is subject to a Code of Practice, found here.

For further information on the Auditor General’s legal powers and the reasons why it matches particular information, click here.

Your rights

You are entitled to exercise your individual rights, including access to information, correcting inaccurate information or objecting to the processing of your personal data.

For more information on your rights, you can visit the website.
You can also write to:
The Data Protection Officer,
County Hall,
Atlantic Wharf,
CF10 4UW

Further information

You can access the Council's full Privacy Notice here.