Compliance & Data Protection
Responsible tenant referencing depends on accurate information, clear processes and careful handling of personal data. We are committed to protecting applicant information and supporting landlords and letting agents across England.
Registered with the Information Commissioner’s Office
STEP 1 is operated by Step 1 Tenant Referencing Ltd, which is registered as a data controller with the Information Commissioner’s Office.
Step 1 Tenant Referencing Ltd
Registered with the Information Commissioner’s Office under the Data Protection Act 2018.
ICO registration reference ZB691497 View official ICO entry →Registered as a data controller with the Information Commissioner’s Office.
How we approach personal information
Our processes are designed around three core principles: using relevant information, being clear about why it is needed and protecting it throughout the referencing process.
Relevant information
We aim to collect information that is relevant to the requested referencing service and avoid collecting unnecessary personal data.
Clear purposes
Applicant information is used for defined referencing, identity, administration, fraud-prevention and legal purposes.
Secure handling
Access controls, secure systems and encrypted connections help protect information against unauthorised access or disclosure.
What the process may involve
The information required will depend on the service requested and the circumstances of the applicant.
Information we may handle
- Contact and identification details
- Current and previous address information
- Employment and income information
- Previous landlord or letting-agent references
- Credit and affordability-check information
- Identity or Right to Rent evidence where relevant
Why information may be used
- Providing the requested referencing service
- Checking information supplied by an applicant
- Assessing affordability and tenancy suitability
- Preventing fraud and protecting platform security
- Meeting applicable legal or regulatory obligations
- Responding to questions, disputes or data requests
Who information may be shared with
Where necessary and permitted, information may be shared with the landlord or letting agent requesting the reference, employers, previous landlords, credit-reference or identity-verification providers and service providers involved in delivering the requested checks.
The organisations involved and the lawful basis used will depend on the service and the relationship between the applicant, landlord, agent and STEP 1.
Retention and confidentiality
Personal information should only be retained for as long as it is reasonably required for the relevant service, legal obligations, dispute handling, security and legitimate business requirements.
Access is limited to authorised people and providers who require the information for an appropriate purpose.
Questions or requests about your data
Depending on the circumstances, individuals may have rights of access, correction, erasure, restriction, objection and data portability. You may also have the right to complain to the Information Commissioner’s Office.
- Request access to your personal information
- Ask for inaccurate information to be corrected
- Raise an objection or request a restriction
- Contact the ICO if you remain dissatisfied
Right to Rent responsibilities
Right to Rent checks apply to relevant residential tenancies in England. Referencing or identity information supplied through STEP 1 may support the process, but a general tenant reference does not automatically amount to a prescribed Right to Rent check or create a statutory excuse.
Landlords must follow the current Home Office checking process. Where a letting agent accepts responsibility for Right to Rent checks on behalf of a landlord, that transfer of responsibility should be agreed in writing.
Need help with a referencing or data enquiry?
Contact our team if you have questions about our tenant-referencing process, your personal information or the services available through STEP 1.