The Scottish Landlord Registration System is provided by Scottish Government and hosted on this website by Registers of Scotland (RoS), on behalf of local authorities in Scotland who are required by Part 8 of the Antisocial Behaviour etc (Scotland) Act 2004(opens in a new window) to prepare and maintain a register of landlords.
For the purposes of the Data Protection Act 1998, the relevant local authority is the data controller of the content of the Scottish Landlord Registers.
Data processing policy
The Antisocial Behaviour etc (Scotland) Act 2004 requires that certain information held on the Scottish Landlord Register must be made publicly available, and that certain other information may be disclosed by local authorities in response to enquiries.
Scottish Government and RoS are the joint data processors as regards any personal data which may be collected and processed in connection with public access to the website and the landlord register public search facility.
We collect the following information:
- for each visit to the website we will automatically collect the Internet protocol (IP) address used to connect your computer to the Internet
- we automatically issue cookies to users who enter the website. Read full details on our cookies policy page.
IP addresses and cookies do not in themselves identify individual users but identify only the computer used. We will not use any data we collect to identify any user personally.
Data usage policy
Personal data displayed on the public register
The search facility provides a limited amount of publicly available data from the register. It allows the general public to find out:
- the name(s) and correspondence address(es) of private landlords or agents who act on the owner's behalf
- if a landlord is registered or if their application is awaiting approval
- if a landlord's registration has been refused or removed
- the local authorities the owner or agent is registered with
- whether there are any outstanding Repairing Standards Enforcement Orders (RSEOs) for the property.
The local authority may give out additional information, such as the owner or agent's home or office address, and addresses of other properties the owner lets, if they are satisfied it is appropriate to do so. Any request for information other than what is available through the public search will be considered under Freedom of Information legislation. Information is exempt from being released under Freedom of Information if releasing it would breach the Data Protection Principles.
You can find out more about Freedom of Information from the Scottish Information Commissioner(opens in a new window) website, and about the Data Protection Principles from the UK Information Commissioner's Office(opens in a new window) website.
The local authority can withhold information from the register if it believes that publishing that information could put people or property at risk.
Data collected during the application process
The other information that has to be supplied in an application for registration is personal information and will be handled in accordance with the Data Protection Act 1998(opens in a new window). You can find out more about the Data Protection Act from the Information Commissioner's Office website.
The information collected in an application for registration through this website may be shared with the Police Scotland and if appropriate, other relevant authorities. Under the Data Protection Act 1998 information is shared for the purposes of preventing and detecting crime.
Data sharing between local authorities
Local authorities may share relevant information they hold about you with one another to help those authorities determine whether you are a 'fit and proper' (trustworthy) person to act as a landlord, or to act for a landlord. Local authorities will process that information for the purpose of preparing and maintaining their register of landlords, and for related purposes connected with improving standards in private rented housing and combating antisocial behaviour.
Please contact the individual local authority if you require more details of how they use this information. Under the Data Protection Act 1998, users have the right to make a subject access request for the personal data processed by the local authority for those purposes.
The information collected in an application for registration through this website may be shared with Police Scotland. Information may be shared in terms of the Antisocial Behaviour etc. (Scotland) Act 2004, Section 139 and/or the Data Protection Act 1998.
Local authorities may use the contact details included in your application to provide you with general advice on what constitutes good practice in the letting of houses and flats. For example, to notify you when your legal duties as a landlord change.
The Scottish Government and RoS provides a service to local authorities, to process payments of registration fees made online by debit or credit card. The Scottish Government will only have access to such information as is necessary to provide that service, and will only process that information for the purpose of providing that service.
We seek to ensure that the information and help provided on this website is up to date and accurate. However, this information does not constitute legal or professional advice and the Scottish Government and RoS cannot accept any liability for actions arising from its use.
If you have any further questions about how your data is used by the landlord registers, contact the relevant local authority.