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

A data subject access request (DSAR or SAR) is a legal right that allows you to ask for a copy of personal information that an organisation holds about you. If you are a tenant with a dispute or disrepair claim, this can be a useful tool for finding out what your landlord or letting agent has recorded. Here is how it works.

What is a data subject access request?

Under UK data protection law (the UK GDPR and the Data Protection Act 2018), any organisation that holds personal data about you must provide you with a copy of that data if you ask for it. This is called a data subject access request.

You have this right regardless of the reason you are 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 the context of 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 that relates purely to the property (not to you personally) may not be covered. However, anything that relates to you as an individual, your name, communications, reports, assessments, should be included.

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. State clearly that you are making a "data subject access request" and describe the information you are looking for. You can request all data or narrow it to a specific period or type.

There is no fee for making a request, and the organisation has one month to respond (which can be extended by a further two months in complex cases).

What if the landlord does not respond?

If the landlord ignores your request or fails to comply properly, you can:

• Complain to the Information Commissioner's Office (ICO) at ico.org.uk, the ICO can investigate and take enforcement action
• Seek legal advice, non-compliance with a DSAR can be challenged in court

The ICO provides a template letter for making DSARs and 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 was aware of 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
• Communications between staff that show the landlord chose not to act

This kind of evidence can significantly strengthen a claim.

When should I contact Support for Tenants?

We handle housing disrepair claims. If you are considering making a DSAR as part of a disrepair situation, we can advise on what to look for and how to use the information 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