This notice explains how the Housing Office, University Court of the University of Aberdeen (the Landlord) processes and uses the personal data of individuals - who are applying for housing provision, for current tenants with a tenancy agreement, or for individuals that have previously been tenants and there is a reason for processing, using and retention of personal data.
The Landlord processes and uses personal data of individuals in relation to the property address, the tenancy or regarding the tenancy or tenant after the end of the tenancy, when required and relevant.
The Landlord will share the tenant held data to administer the tenancy and fulfil statutory and lawful duties.
The Landlord has Regulated Tenancies, Assured Tenancies, Short Assured Tenancies (SAT) and Private Rented Tenancies (PRT).
What information do we collect about you, your spouse/partner and your family?
We will collect the following information, not limited to:
- Name, date of birth, national insurance number, pre-tenancy address, marital status, nationality, and contact details
- Photographic proof of personal identification
- Email addresses and telephone numbers (work and personal)
- Previous employer details (where relevant)
- Current employer details, including University of Aberdeen ID.
- Names of previous landlord/agencies
- Previous tenancy information and rents charged.
- Bank account details (where applicable)
- Evidence of being able to financially support your application/tenancy (where applicable)
- Guarantor information as required to support a tenancy application (where applicable)
- Passport details (where applicable)
- Tenancy information: including but not limited to – financial information, the condition of the property, repair work and debts owed to the University.
- Information about partners, dependents and pets living in the tenancy
- References (where applicable)
- Full credit referencing through an external credit referencing agency (where appropriate)
- Universal Credit applications and/or other benefits
- Tenant next of kin/family emergency contacts (as provided to the Landlord)
We will also collect the following special category data about you:
- You may also choose to volunteer information about you, your spouse/partner and/or your families health and / or disability status during your tenancy.
Why do we collect this information?
We collect information about you to manage your tenancy, in relation to any housing related correspondence, and the end of tenancy requirements and processes in relation to property condition, deposit processing/charges and pursuance of any remaining debt at the end of the tenancy.
There are several lawful bases on which the University routinely processes your personal information. These are:
- to fulfil the University's contractual relationship with you
- to comply with our legal obligations under all appropriate Housing (Scotland) Acts and the Health and Safety Act
- to comply with reasons of substantial public interest where these have a basis in law
Who might we share the information with?
Internal departments
- Clerk of Works – Buildings, electrical, mechanical and supporting teams
- University Estates staff
- University security staff
- Finance Section in respect of rent collection
- Finance Section in respect of rent/debt issues etc.
- Credit Control in respect of such issues as rent/debt issues/repayment plans etc.
- Human Resources in relation to staff/tenancy issues.
- Student Affairs, Info Hub or other staff or student support services for student/tenancy issues if appropriate to a student tenancy etc.
- University departmental line management, supervisors, or relevant parties in relation to tenancy or property related issues.
External organisations
- The Scottish Government Deposit Scheme (currently LPSS)
- Aberdeen City Council - Landlord Registration
- Rent Assessment Committee or similar
- Council Tax Office
- Utility providers
- Internet providers
- TV licensing
- University appointed external contractors and suppliers
- Police Scotland and the Fire Services (in the event of an emergency)
- Houses in Multiple Occupancy Officers, Local Authority
- Sherriff Officers
- Debt Collectors
- Professional bodies requiring access for structural or valuation purposes (currently Shepherd Chartered Surveyors, Newmark, and other relevant organisations).
- First Tier Tribunal (Housing Chamber)
- Solicitors and other legal representatives of the University Court of the University of Aberdeen
- Scottish Association of Landlords
The third-party suppliers we use for IT support and training also have access to your personal information to provide these services to the University.
We may disclose personal information to other recipients in exceptional circumstances or when required to do so by law.
We may transfer your personal information to countries and organisations outside the European Union, where necessary to administer the University. We have agreements in place with our partners to safeguard your information.
How long your information is kept
The University will store directly related tenancy correspondence from the commencement of the application for housing, for the period of the tenancy, and beyond the tenancy, if any debt or other issues are outstanding to be dealt with such as damages, personal items remaining in the property/surroundings, in connection with deposit processing and claims, outstanding utility or other charges, outstanding council tax charges, any ongoing legal issues related to the period of tenancy or tenancy agreement or ongoing internal or external complaints are being dealt with after the formal end of the tenancy.
How can I access information about me?
Find out more about how to exercise your rights under UK GDPR here.
Last updated: 27 April 2026