Tenancy Reference Data

Where a person makes an application for Tenancy, Employment, Insurance, Credit or Finance the application they complete usually requests information about current and previous residence / tenancy addresses, over a specific period of time.

This information may be relied upon as part of decision making processes relating to:

Rental / Leasing of residential property;
Mortgage / Financing the purchase of residential property;
Credit / Personal Loan Applications;
Pre-Employment Screening processes;
other areas where residence verification / information is required.

This residency / tenancy information is usually requested, in addition to other information, to enable the person or business processing the application to:

establish the validity of the details of the applicant;
prevent fraudulent applications; and
enable any confirmation or verification of identity, residence or credit history of the applicant as may be required pursuant to the application received.

Any issues arising from a review of available tenancy data, or any inability to accurately validate or confirm residence / tenancy information provided by an applicant, could potentially impact on the processing of an application and could constitute part of the grounds for an application being held for further review or, in some instances, being declined.

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Tenancy Reference Data – MyTenant.ie

MyTenant.ie obtains, manages and processes Tenancy Reference Data provided 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 their residential properties dating back up to 6 years.

The Tenancy Reference Data we hold may be used by Business Members, both Landlords and non-landlords, in support of/as part of any decision making process by the Business Member as it may apply to applications they have received from individuals about the:

Rental or Leasing or residential property,
Applications for Employment,
Applications for Credit or Financial services, and
Any other areas where verification of residence is required in support of applications or where residence related issues could warrant consideration as part of any decision making process.

The Tenancy Reference Data supplied by MyTenant.ie can be used, by Business Members, in conjunction with other information provided by applicants and data obtained from other data sources, to make fully informed decisions on the effective eligibility of applicants who have applied for Tenancy, Employment, Credit or Financial Services.

This Tenancy Reference Data is submitted by Business Members to MyTenant.ie – see our Tenancy Reference Submission Form.

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Tenancy Reference Data – Data Matching Services

Business Members of MyTenant.ie can request the use of our free Tenancy Reference Data matching services based on the Tenancy Reference Data we hold. Business Membership of MyTenant.ie is free to Landlords, Letting Agents, Letting Agencies, Property Management Companies, and other authorised agents acting on behalf of Landlords, as well as other eligible businesses – see our Business Membership page.

Where a Business Member submits Tenancy Data they have received from an applicant (for Tenancy, Employment, Credit, Finance, etc.), MyTenant.ie will seek to match the data the Business Member has supplied against any Tenancy Reference Data held by MyTenant.ie. Where a data match occurs, we provide this data to the Business Member on a ‘per record‘ basis – with maximum of 100 free searches per year.

Our Data Matching service does not rely on the use or management of Personally Identifiable Information (PII) as part of this process. – see Tenancy Reference Data – Data Not Included (below) – for a full list of the PII that we do not hold or use about individual tenancies.

Where a data match occurs, and where the original data supplied to a Business Member by an applicant does not appear accurate or complete, or if the Tenancy Reference Data received from MyTenant.ie raises other issues of concerns, the Business Member can seek to validate further information from the person making the application to the Business Member.

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Tenancy Reference Data – Tenancy Reference Number

Each Tenancy Reference submitted to MyTenant.ie by a landlord or letting agent will contain a unique 5 digit Tenancy Reference number, usually the last 5 digits of a Tenants PPSN number.

This Tenancy Reference Number will be used by MyTenant.ie to identify specific Teancy References submitted and enable our Data Matching Service to identify and supply Tenancy References held by MyTenant.ie to Business Members.

The Tenancy Reference Data submitted by Business Members to MyTenant.ie is totally anonymised. This data held by MyTenant.ie or any Business Member, possessing a Tenancy Reference supplied by MyTenant.ie, cannot identify a person or living individual on the basis of the Tenancy Reference Data supplied by MyTenant.ie.

Use of this 5 digit Tenancy Reference Number does not constitute Personal Data in accordance with the Data Protection Acts 1998 and 2003 wherein Personal Data is defined as follows:

“personal data” means data relating to a living individual who is or can be identified either from the data or from the data in conjunction with other information that is in, or is likely to come into, the possession of the data controller;

Use of this 5 digit Tenancy Reference Number does not constitute Personal Data in accordance with EU Data Protection Directive (95/46/EC), or in the boader terms of application in the directive;

“personal data” shall mean any information relating to an identified or identifiable natural person (‘Data Subject’); an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identification number or to one or more factors specific to his physical, physiological, mental, economic, cultural or social identity.

Use of this 5 digit Tenancy Reference Number does not constitute use of a PPSN Number. The Department of Employment Affairs and Social Protection (DEASP) identify a PPSN number as:

“A PPS Number is always 7 numbers followed by either one or two letters.”

Please review PPSN Number FAQ’s – Question 6 on the www.welfare.ie website for more information on PPS Numbers.

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Tenancy Reference Data – Content

Tenancy Reference Data held by MyTenant.ie will include:

Personal opinion of the Landlord / Landlords Agent about the tenancy period;
Factual information about the tenancy period

Please visit our Tenancy Data Reports page for more information on the content of Tenancy Reference Data held by MyTenant.ie and provided to Business Members.

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Tenancy Reference Data – Data Not Included

Data Protection legislation prohibits the inclusion of the following information in Tenancy Reference Data, and this type of data will not be included in any Tenancy Reference Data supplied by MyTenant.ie to Business Members:

Tenants name;
Date of birth / age;
Nationality;
Ethnicity;
Family size;
Telephone number;
E-mail address;
Employer details;
Bank account information;
PPSN number;
Previous Addresses;
Credit Scoring Records;
Credit Histories;
Copies of County Court Judgements (CCJs);
Electoral Roll Information or
details of PPI policies or payments.

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Tenancy Reference Data – Personal Data

The Tenancy Reference data supplied by Landlords, Letting Agents, Letting Agencies, Property Management Companies and other authorised agents acting on behalf of Landlords (Business Members) does not constitute ‘Personal Data’ about a tenant in accordance with the Data Protection Acts 1998 and 2003, and does not prevent Business Members from sharing this information with Business Members where ‘Legitimate Interest’s’ exist.

See our Data Protection policy for further information.

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Data Protection – Legitimate Interests

The ‘Legitimate Interest’s’ condition in relation to Data Protection legislation 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 Tenancy Reference Data submitted by Business Members, identified as Tenancy Reference Data, complies with this ‘Legitimate Interest’s’ definition and does not prejudice the rights and freedoms or legitimate interests of any individual where data is being processed.

See our Data Protection policy for further information.

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Data Protection – Right of Amendment and Correction

Data Subjects, persons about whom the Tenancy Reference Data is relatable to, can seek to exercise a ‘Right of Amendment and Correction’ to seek to alter, amend, correct or update any Tenancy Reference Data held by MyTenant.ie, only where such request is compatible with rights of an individual as conferred under Data Protection Legislation.

See our Tenants – Dispute a Tenancy Reference page for further information.

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Data Protection – Content Removal or Alteration

MyTenant.ie reserves the right to remove any such information or material that in its sole opinion violates, or may violate, any applicable Irish law, either the letter or spirit of MyTenant.ie’s operational policies or practices, or upon the request of any third party where such request is deemed appropriate and lawful under Irish law.

See our Terms of Use policy for further information.

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Tenancy Reference Data – Indemnification

Business Members agree to defend and indemnify MyTenant.ie and its affiliates and any of their officers, directors, employees and agents from and against any claims, causes of action, demands, recoveries, losses, damages, fines, penalties or other costs or expenses of any kind or nature including but not limited to reasonable legal and accounting fees, brought by third parties as a result of any Tenancy Reference Data submitted to MyTenant.ie, and to the referral to, reliance on or further use of any Tenancy Reference Data obtained through MyTenant.ie by any third party.

See our Legal Disclaimer for further information.

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Tenancy Reference Data – Limitation of Liability

Under no circumstances (including but not limited to any act or omission on the part of MyTenant.ie) will MyTenant.ie be liable for any indirect, incidental, special and/or consequential damages or loss of profits whatsoever which result from any use or access of, or any inability to use or access, the Site, any Tenancy Reference Data or any Content.

Visitors release and hold harmless MyTenant.ie, their respective parents, subsidiaries, affiliates, directors, officers, employees and agents from any and all liability for any injuries, loss, or damage of any kind arising from or in connection with any content on the MyTenant.ie.co.uk website or the content of any Tenancy Reference Data supplied by/made available by MyTenant.ie.

See our Legal Disclaimer for further information.

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If you require any additional information, please Contact Us.