FAQ’s for Tenants / Individuals

Answer: Tenancy Reference Data is data supplied to MyTenant.ie by Landlords, Letting Agents, Letting Agencies, Property Management Companies and other authorised agents acting on behalf of Landlords (Business Members) in relation to periods of tenancy in residential properties.

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.

Refused accommodation, employment or credit – If you have been refused a rental / lease, employment or finance you might want to check on any Tenancy Reference Data held by MyTenant.ie relatable to you to see if this could be the reason why you might have been refused. If there are any errors, mistakes or inaccurate information contained in any Tenancy Reference Data held by MyTenant.ie, which could be relied upon by others, you can seek to have this amended or corrected.

Looking for Accommodation – If you are looking to rent a new house, flat or apartment your prospective landlord or letting agent can use MyTenant.ie to check Tenancy Reference Data held by MyTenant.ie. The opinions of landlords or letting agencies, held as Tenancy Reference Data by MyTenant.ie, about previous tenancy periods may be relied upon by new landlords / letting agents.

Job Applications – Prospective employers and recruitment companies can also obtain Tenancy Reference Data from MyTenant.ie, so a prospective employer could become aware of any issues or opinions related to tenancy periods.

Applying for Credit – If you are thinking of looking for a loan, financing or credit, it makes sense to review your Tenancy Reference Data first and make sure that everything is accurate, complete and up to date. If there any errors, mistakes or inaccurate information contained in Tenancy Reference Data held by MyTenant.ie relatable to you, you can seek to have this corrected before you make an application for credit or financing.

Answer: A Tenancy Reference Data Report is a copy of the data supplied to MyTenant.ie by Landlords, Letting Agents, Letting Agencies, Property Management Companies and other authorised agents acting on behalf of Landlords (Business Members) in relation to periods of tenancy in residential properties.

Where a Business Member requests the use of our Tenancy Reference Data Matching Service, MyTenant.ie will check the data supplied by the Business Member against its Tenancy Reference Data records. If a data match occurs, the Tenancy Reference Data the Business Member will receive will include details we hold about that particular Tenancy period.

You can view a copy of a sample Tenancy Reference Data Report under the Business Members navigation at the top of the page.

Answer: The Data Protection Acts 1998 and 2003 give you the right to know what information an organisation, in this instance MyTenant.ie, holds about you. To obtain a copy of any Tenancy Reference data MyTenant.ie may hold about you, you need to submit a Subject Access Request to MyTenant.ie.

In accordance with the Data Protection Acts 1998 and 2003, Tenancy Reference Data held by MyTenant.ie does not constitute ‘Personal Data’ and as such, is not subject to said act.

However, MyTenant.ie takes its responsibility regarding the obtaining, processing, management and use of all forms of ‘data’ in it possession seriously as a Data Controller for data protection purposes.

In keeping with the underlying guiding ‘good practice’ principles of Data Protection, MyTenant.ie 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) under relevant Data Protection legislation.

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

Answer: We hold Tenancy Reference data provided by Landlords, Letting Agents, Letting Agencies or other authorised agents acting on behalf of Landlords in respect of periods of tenancy of any property that they rent or lease on a residential basis.

MyTenant.ie does not hold or process any Personally identifiable information (PII) relatable to current or previous tenants.

Answer: We do not hold credit scoring records, credit histories, copies of County Court Judgements (CCJs), electoral roll information, details of PPI policies or payments. We do not hold the names, date of birth, telephone numbers, e-mail address, PPSN numbers or any other personally identifiable information about tenants during a particular tenancy period.

Answer: There is a maximum retention period of 6 years.

Answer: If you make a Subject Access Request (SAR) you will receive a copy of Tenancy Reference Data, as may be held by MyTenant.ie, which you have declared is relatable to you regarding a period of your Tenancy at a specific address. Any information provided to you will not include any “Personal Data” about the person who submitted the Tenancy Reference, as this “Personal Data” is protected under the Data Protection Acts 1998 and 2003.

You can view a copy of a sample Tenancy Reference Data Report under the Business Members navigation at the top of the page.

Answer: A Landlord, Letting Agent, Letting Agency or other authorised agents acting on behalf of Landlord may have submitted Tenancy Reference Data to MyTenant.ie in order to make it accessible/available to other MyTenant.ie ‘Business Members’ through the MyTenant.ie Tenancy Reference Data Matching Service.

Answer: Not all Landlords, Letting Agents, Letting Agencies or other authorised agents acting on behalf of Landlords submit Tenancy Reference data to MyTenant.ie. This is not a cause for concern. This can change, and Tenancy Reference data can be submitted to MyTenant.ie at any stage.

If you submit a Subject Access Request and MyTenant.ie does not hold any Tenancy Reference Data relatable to you at the time of your request, MyTenant.ie will record your Subject Access Request and will undertake to notify you if it receives any Tenancy Reference Data submissions relatable to you, based on the information in your original Subject Access Request, within 12 months of your original Subject Access Request.

Answer: No. MyTenant.ie does not check / confirm or validate the content of any Tenancy Reference Data submitted by Business Members.

By submitting Tenancy Reference Data to MyTenant.ie, Landlords, Letting Agents, Letting Agencies, Property Management Companies and other authorised agents acting on behalf of Landlords (Business Members) accept and agree that they are solely responsible for, and assume all liability regarding, (i) the information and content contributed to MyTenant.ie by means of any Tenancy Reference Data provided or have provided for on their behalf by any other party; and (ii) the information and content submitted, transmitted, published, or otherwise made available (hereinafter “Submission”) to MyTenant.ie and its Tenancy Reference Data records.

Landlords, Letting Agents, Letting Agencies, Property Management Companies and other authorised agents acting on behalf of Landlords (Business Members) further accept and agree that they will not provide inaccurate, misleading or false information to MyTenant.ie.

If information provided to MyTenant.ie is subsequently found to be, or becomes inaccurate, misleading or false, Landlords, Letting Agents, Letting Agencies, Property Management Companies and other authorised agents acting on behalf of Landlords (Business Members) accept and agree that will promptly notify MyTenant.ie of such change.

MyTenant.ie reserves the right to remove any Tenancy Reference Data, that in its sole opinion violates, or may violate, any applicable law or the letter or spirit of its policies, as it sees fit.

Answer: Yes, you may be able to dispute information contained in Tenancy Reference Data. Please see our Tenants – Dispute a Tenancy Reference page for further information.

Answer: No. MyTenant.ie is unable to amend or remove any Tenancy Reference Data without the explicit permission and consent of the Landlord, Letting Agent, Letting Agency or other authorised agent acting on behalf of Landlord (Business Member) who submitted the Tenancy Reference Data.

If you disagree with the content of Tenancy Reference Data, please see our Tenants – Dispute a Tenancy Reference page for further information.

MyTenant.ie reserves the right to remove any Tenancy Reference Data, that in its sole opinion violates, or may violate, any applicable law or the letter or spirit of its policies, as it sees fit, as may be allowed for by Data Protection legislation.

Answer: Yes, the Tenancy Reference Data supplied by Business Members to MyTenant.ie does not constitute ‘Personal Data’ about a tenant in accordance with the Data Protection Act, and does not prevent Landlords, Letting Agents, Letting Agencies, Property Management Companies and other authorised agents (Business Members) acting on behalf of Landlords (Business Members) from sharing this Tenancy Data with others where ‘Legitimate Interest’s’ exist.

‘Personal Data’ refers to data which relates to a living individual who can be identified – (a) from those data, or (b) from those data and other information which is in the possession of, or is likely to come into the possession of, the data controller, in this instance MyTenant.ie. MyTenant.ie will not be able to identify any individual from any data provided by a Business Member nor will it hold, or have access to, any other data or information which could lead to the identification of the individual.

Tenancy Reference Data provided by MyTenant.ie to Business Members could only constitute ‘Personal Data‘ , only where the Business Member acting as a ‘Data Controller’ in their own right is in possession of Tenancy Reference Data supplied by MyTenant.ie and has access to, or seeks to obtain, other data which could lead to the identification of an individual. However, Tenancy Reference Data held by MyTenant.ie, and supplied to Business Members, does not itself constitute ‘Personal Data’ in the absence of such secondary data which could lead to the identification of an individual.

In this instance, the ‘Legitimate Interest’s’ condition provides grounds to process this type of data in a situation where an individual, business or 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.

MyTenant.ie is satisfied that the processing of the data, identified as Tenancy Reference Data, complies with this definition and does not prejudice the rights and freedoms or legitimate interests of any individual where data is being processed.

Answer: No. The Tenancy Reference Data supplied by the Landlord, Letting Agent, Letting Agency or other authorised agent acting on behalf of Landlord (Business Member) does not constitute ‘Personal Data’ about a tenant in accordance with the Data Protection Acts 1998 and 2003. It does not contain any ‘Personally Identifiable Information’ about an individual or tenant.

In this instance, where such data was identified as Personally Identifiable Information, 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.

MyTenant.ie is satisfied that the processing of the Tenancy Reference Data submitted, where identified as Personally Identifiable Informatio, would comply with this definition and would not prejudice the rights and freedoms or legitimate interests of the individual whose data is being processed.

Answer: A Business Member is not required to inform or advise any individual of their intention to conduct a Tenancy Reference Data search with MyTenant.ie, or of their intention to seek to rely on data obtained from MyTenant.ie, either solely or in conjunction with other data, in relation to the processing of any application or submission from an individual for tenancy, employment, credit or financial services – where such action is not in contravention of the Data Protection Acts 1998 and 2003 or where such action is not in contravention of any legally enforceable regulations.

Answer: A Business Member is not legally prohibited from refusing an application for tenancy, employment, credit or financial services where they have sought to rely on data provided by MyTenant.ie, either solely or in conjunction with other data, in determining the outcome of such application – where such action is not in contravention of the Data Protection Acts 1998 and 2003 or where such action is not in contravention of any legally enforceable regulations.

Answer: No. A Landlord / Business cannot require that an individual make a Subject Access Request to MyTenant.ie in order to obtain copies of data held about them by MyTenant.ie. Doing so is deemed as requiring a person to make ‘Enforced Subject Access’ and may be illegal under Data Protection Legislation.

Any Landlord / Business engaging in Enforced Subject Access requests will be deemed to have breeched the terms and conditions of the MyTenant.ie service, and wil no longer qualify for Business Membership of MyTenant.ie.

Answer: No, data is only used to provide Tenancy Reference Data Matching Services to ‘Business Members’ of MyTenant.ie.

Answer: The Data Protection Acts 1998 and 2003 gives you the right to know what information an organisation, in this instance MyTenant.ie, holds about you or that may be relatable to you. To obtain a copy of any Tenancy Reference Data MyTenant.ie may hold about you or that may be relatable to you, you need to submit a Subject Access Request to MyTenant.ie.

In accordance with the Data Protection Acts 1998 and 2003, Tenancy Reference Data held by MyTenant.ie does not constitute ‘Personal Data’ and as such, is not subject to said act. However, MyTenant.ie takes its responsibility regarding the obtaining, processing, management and use of all forms of ‘data’ in it possession seriously as a Data Controller for data protection purposes.

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

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

Answer: To obtain a copy of any data held about you by MyTenant.ie, under a Subject Access Request (SAR), the fee is €6.35.

Answer: Yes, the fee is still applicable even if there is no data held about you, as we incur the same resource and administration costs to conduct the searches. However, the fee must be refunded  if MyTenant.ie must rectify, supplement or erase the Tenancy Reference concerned.

Answer: Under the Data Protection Acts 1998 and 2003 we have up to 40 days to respond to your request. However, we do try to process requests as quickly as possible, once we have everything we need.

Online: If you make your request online, and pay the €6.35 fee online, we may be able to process your request within 24-48 hours, possibly sooner.

Answer: Yes, MyTenant.ie can require that persons making what is in effect a ‘Subject Access Request’ provide proof of identity by means of suitable documents in order to complete an application, as allowed for under Data Protection legislation. Any copies of identification documents or proof of residency are securely destroyed.

Answer: MyTenant.ie is solely concerned with Tenancy Reference Data. Unlike credit reference agencies, we do not hold any credit scoring records, credit histories, copies of County Court Judgements (CCJs) or electoral roll information.

Answer: Yes. Debt collection agencies may have access to MyTenant.ie Tenancy Reference Data Matching Services if they are Business Members of MyTenant.ie and comply with the Business Membership requirements.

Answer: You may have been directed to us if your application for Tenancy, Employment, Insurance, Credit or Financial Services has been unsuccessful, and where the organisation concerned has referenced Tenancy Reference Data Matching Services provided by MyTenant.ie.

This does not necessarily mean that Tenancy Reference Data held by MyTenant.ie has directly contributed to that refusal or unsuccessful decision.

If you are in any doubt, you may want to check the Tenancy Reference Data MyTenant.ie may hold relatable you. You can do so by submitting a Subject Access Request.