Data subject access request: what information can you get from your landlord?

A data subject access request (DSAR or SAR) is a legal right. It lets you ask for a copy of the personal information an organisation holds about you. If you are a tenant with a dispute or disrepair claim, it can be a useful way to find out what your landlord or letting agent has on record. Here is how it works.

What is a data subject access request?

UK data protection law (the UK GDPR and the Data Protection Act 2018) says any organisation holding personal data about you must give you a copy if you ask. This is called a data subject access request.

You have this right whatever your reason for asking. You do not have to justify your request.

What information can I request from my landlord?

You can ask for any personal data held about you. In a tenancy dispute or disrepair claim, this might include:

• Your tenancy file, including notes and correspondence
• Records of any complaints or repairs you have reported
• Internal emails or messages discussing your tenancy
• Notes from inspections or property visits
• Information about your rent account or payment history

Information purely about the property, not about you personally, may not be covered. But anything about you as an individual should be included: your name, communications, reports, assessments.

How do I make a request?

Make your request in writing. Email is fine. Address it to the landlord, letting agent, or the data controller for the organisation. Say clearly that you are making a "data subject access request" and describe the information you want. You can ask for all your data, or narrow it to a certain period or type.

There is no fee. The organisation has one month to respond. In complex cases they can extend this by a further two months.

What if the landlord does not respond?

If the landlord ignores your request or does not handle it properly, you can:

• Complain to the Information Commissioner's Office (ICO) at ico.org.uk. The ICO can investigate and take enforcement action.
• Get legal advice. Failure to comply with a DSAR can be challenged in court.

The ICO provides a template letter for making DSARs. It also has guidance on what to do if your request is not handled correctly.

How can this help a housing disrepair claim?

In a housing disrepair claim, information from a DSAR can be very useful. It may reveal:

• Internal records showing the landlord knew about the disrepair earlier than they claim
• Notes from inspections that contradict what the landlord has told you
• A history of complaints from previous tenants about the same issues
• Messages between staff that show the landlord chose not to act

Evidence like this can make a claim much stronger.

When should I contact Support for Tenants?

We help tenants with housing disrepair claims. If you are thinking about a DSAR as part of a disrepair situation, we can talk through what to look for and how to use what you receive.

Call us on 0800 030 4669. No upfront cost. You only pay if you win, and the fee comes out of the compensation, not your pocket. If you don't win, you pay nothing.

Sources

• Data Protection Act 2018 (legislation.gov.uk)

Related articles

• How to report disrepair to your landlord
• Free housing legal advice in England