During the application process and throughout your contact with the University you will be asked to provide some personal information for our records. The statement below explains how the University will process this data. You will find data protection referred to in your Head Tenancy Agreement.

The University of London Housing Services comes under the umbrella of CoSector, which is a wholly owned subsidiary of the University of London (UoL), a registered Data Controller.

Your Data

In order for us to manage the Head Tenancy Agreement, we will need to process your personal data as part of your use of our service. The data we will collect from you will include, and is not limited to the following:

  • your personal details for example full name, personal contact details, 
  • your property address with landlord and letting agent details, where relevant,
  • originals and/or copies of evidence documentation, as relevant and necessary in order to manage the Head Tenancy Agreement
  • Financial / payment information  

The University processes the information for the following purposes:

  • Managing your tenancy agreement, including application, termination and disputes
  • To carry out reporting and analysis on our landlords to check and monitor our outcomes
  • Contacting you regarding other University services (you will be able to unsubscribe if you wish)
  • The University has to have a legal basis for processing your data and relies on the following approach:
  • Collecting the data is necessary for the performance of your contract with us as a landlord
  • Where you access certain optional services we will ask for your consent
  • The University may process your data where necessary for compliance with a legal obligation arising from Housing Act 1988, Landlord and Tenant Act 1987 and Protection from Eviction Act 1977, which are all referred to in the Head Tenancy Agreement
  • Where you provide equality and diversity information we will ask for your explicit consent and use it for statistical purposes in the public interest as part of our duties to monitor equalities information

Your data will be stored for the duration of your Head Tenancy Agreement. After you cease your agreement we will take the following approach:

  • Your landlord file will be retained for 6 years
  • If you have outstanding debts or disputes with University regarding the agreement, we will retain your data as appropriate to recovering the debts or resolving the disputes
  • We will retain other data collected on you for appropriate periods based on risk and necessity

To fulfil our services defined above we will need, where appropriate, to share relevant data with third parties. By signing your Head Tenancy Agreement you are authorising CoSector - University of London Housing Services to share data with the following, as appropriate:

  • local authorities
  • debt collection agencies
  • our suppliers (ex. contractors for property maintenance or surveyors)
  • utilities providers
  • auditors and other compliance and regulatory affiliations
  • Universities UK
  • HMRC

The University may use an external contractor or 'data processor' to store or manage its data. It will process this data only for purposes specified by the University and will be bound by contract to meeting the University's obligations under the General Data Protection Regulation. Where data is passed outside the EEA, the University will take the relevant steps to ensure there is adequate protection in place.  

Your personal data will not be passed to any other third party without your consent, except where the University is required to do so by law.

You have a number of rights under the General Data Protection Regulation, such as the right of access to your data (the 'Subject Access Right'). For more information please see the University's Data Protection page at the following link:


You can find out more at the University's Data Protection page at the following link: https://london.ac.uk/about-us/how-university-run/policies/data-protection-policy