Important information about data security and how Rent Officers use data

Why do Rent Officers collect data and what is it used for?
VOA Rent Officers collect, securely store and use data of individual residential lettings to support their statutory functions under the Rent Officers (Housing Benefit Functions) Order 1997 as amended, for Housing Benefit work, and the Rent Act 1977, the Rent (Agriculture) Act 1976 and The Rent Acts (Maximum Fair Rent) Order 1999, for Fair Rent work.

How is data stored?
The VOA takes the security of customer information very seriously. VOA Rent Officers keep all lettings information on a secure computer database and comply with the Data Protection Act 1998 in the use of the information they collect.  It can only be accessed by authorised Rent Officers.  The registration with the Information Commissioner under the Act allows Rent Officers to collect and analyse data identifying properties, tenancies and the rent that was agreed for them. 

How is data processed?
Under the Data Protection Act, “personal data” is information from which a living individual can be identified. The information about rents and addresses that Rent Officers are asking you to give to us does not specifically identify individuals. In any event, Rent Officers do not release the full addresses that you give to us to a third party.  The information Rent Officers collect is treated in confidence. The Data Protection Act allows Rent Officers to process any information they collect for research or statistical purposes. Any overview Rent Officers might give to support their valuations would have all distinguishing references removed to ensure that a specific tenancy or source of information could not be identified.  Any publication of rental information, for example average rental levels, will not identify single lettings.

Why do Rent Officers need full addresses?
Rent officers need full addresses of lettings to maintain the quality of our database, minimise duplication, check that the rent is not supported by Housing Benefit (lettings supported by Housing Benefit can not be used to produce Local Housing Allowances) and use the closest comparable property when undertaking a valuation.

Why do Rent Officers need my contact details?
VOA Rent Officers will securely store your contact details to periodically update the details of the lettings provided.  We will also contact a sample of respondees to help verify the information provided.

Where will my Landlord Survey data go?
When you submit your survey form your data will automatically be emailed to a VOA Rent Officer mailbox.  The data will not be accessed or stored by www.residentiallandlord.co.uk or publishers Weblishers.

Please call 08450 26 46 96 if you need further information and we will happily arrange for a Rent Officer to give you a personal call.