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  • Technology

    Tenant data security when receiving via email

    In light of recent changes to data protection - what are some secure ways to receive prospective tenant application data - i.e passports.

    I believe using the straight forward emailing process is open to interception by a 3rd party.

    Is there a way to request prospective tenants to use a password protected program/software when sending and receiving this kind of data and if so please recommend.

    Many thanks

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    we send a password protected Word application form, which they fill in and email back; and can paste in camera shots of passport page etc

    we send the password via a different medium, usually text message

    Word passwording is 256 bit encryption, which is strong.

    An alternative (which we are considering) is online forms and https://uploads.propertytribes.com via https or secure login - we have not implemented but have tested out and might do so.

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    If anyone's using emailed passports as part of the Right To Rent checking process this is incorrect, the government's User Guide states (my underline):

    How to make a Right to Rent check

    1. Obtain

    a tenant’s original acceptable documents that allow them to live in the UK

    2. Check

    the documents with the tenant present

    3. Copy

    and keep the copied documents on le and record the date of the check

    More information at https://assets.publishing.service.gov.uk/government/https://uploads.propertytribes.com/system/https://uploads.propertytribes.com/attachment_data/file/573057/6_1193_HO_NH_Right-to-Rent-Guidance.pdf

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    Thanks for that - So You only request right to rent documents in their presence? We do that as well but  My main concern would be with regard to international contract workers - they often need to secure accommodation before flying over. 

    How can we do that without seeing at least a copy of this information? If we chose not to rent to these kind of tenants our HMO's would be more than half empty so I am keen to ensure we are using the most secure methods of data sharing. 


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