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New tenants identification checks

Updated: 16 Feb 2019
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People in genuine need of a home are deprived by those who obtain tenancies by committing fraud
Family playing together
We are committed to ensuring that our homes are rented by those who need and are entitled to them. Unfortunately, every year people in genuine need of a home are deprived by others who obtain tenancies by committing fraud.

How do we do this?

We carry out identity checks and have introduced new procedures when you are signing up for a new tenancy or, if you are transferring or mutually exchanging properties.

What identity checks are carried out?

You must provide us with evidence of your ID.
The first must be valid photographic ID from one of the following:
  • Current UK driving license
  • Current passport or National Identity Card
  • Translink Senior Smartpass
  • Electoral Identity Card
The second must be two from the following:
  • Benefit payment book
  • Birth Certificate
  • Credit/Bank Cards
  • Utility Bill (previous quarter)
  • Medical Card
  • Recent bank statement/wage slip
  • Marriage certificate

Taking a photograph

When you are signing up for your new tenancy, we will also ask you to sign a consent form allowing us to take and store a photograph of you; if it is a joint tenancy we will need a photograph of all those named in the tenancy.
What is the photograph for?
At the start on all tenancies we will call unannounced to check the right person is in the right property. We will also use the photograph to confirm identification during any future visits at your home. The photograph will not be used for any other purpose.
It will be head and shoulders picture and will be stored electronically on your tenancy file. As with all personal data, we will not share your data with other third party organisations unless it is necessary for managing your tenancy, for example, in relation to combating tenancy fraud, or where we have a statutory obligation to do so.
We will comply with the Data Protection Act 1998 whenever we share a photograph with other parties as it is the practice for personal data for tenants.

Can I refuse?

We will listen to your reasons for not having your photograph taken, but this is now a requirement of your tenancy. Not consenting to a photograph may result in our offer of accommodation being withdrawn.

During your tenancy

We will also ask you to confirm your details when you telephone us or visit us at our offices. You will be asked to give your name, address, date of birth and national insurance number, so that we know we are speaking to the right person. If we can’t confirm these details we will only be able to give general advice and not information which might be more relevant to your particular circumstances.
If you would like more information on this matter please contact us on telephone 03448 920 900.