new data complaint rules

New Data Protection Complaint Rules: What Landlords Need to Know About the Data (Use and Access) Act 2025

Market Insights and Data Analysis| Landlord Compliance & Risk| UK Property Market News
June 28, 2026•4 min read

The way landlords and letting agents handle tenants' personal information is becoming an increasingly important part of property management.

Following Royal Assent in June 2025, the Data (Use and Access) Act 2025 (DUAA) introduces a number of updates to the UK's data protection framework. While many changes are aimed at organisations generally, landlords and letting agents who process personal information should also be aware of the new requirements.

Understanding these changes can help landlords review their existing data handling processes and stay informed as the legislation is implemented.

What Is the Data (Use and Access) Act 2025?

The Data (Use and Access) Act 2025 updates elements of:

  • UK GDPR

  • Data Protection Act 2018

  • Privacy and Electronic Communications Regulations (PECR)

According to the UK Government, the Act aims to simplify certain aspects of data protection law while maintaining safeguards for individuals' personal information. Many of its provisions are being introduced in stages.

Why Does It Matter for Landlords?

Most landlords collect and store personal information throughout the tenancy process.

Examples include:

  • tenant application forms

  • identity documents

  • contact details

  • financial information

  • tenancy agreements

  • maintenance records

Although the Act is not property-specific, landlords and managing agents who process personal information should understand how updated complaint procedures and data protection obligations may apply.

New Complaint Handling Requirements

One of the key changes introduced under the Act relates to how organisations manage complaints about personal information.

According to the Information Commissioner's Office (ICO), organisations will be required to:

  • provide a way for individuals to submit data protection complaints (including electronically where appropriate)

  • acknowledge complaints within required timeframes

  • respond without undue delay

  • maintain an appropriate complaints process

These changes are intended to make it easier for individuals to raise concerns about how their personal information is handled.

Practical Considerations for Landlords

Landlords may wish to review whether they have:

✔ a privacy notice explaining how personal information is used

✔ secure methods for storing tenant records

✔ procedures for handling data protection enquiries or complaints

✔ clear retention periods for personal information

✔ processes that align with current ICO guidance

The appropriate approach will depend on the size and nature of the landlord's business.

Data Protection Remains an Ongoing Responsibility

The Act does not replace UK GDPR or the Data Protection Act 2018.

Instead, it updates certain areas of the existing framework.

The ICO has confirmed that many changes are intended to clarify or simplify existing requirements, while continuing to protect individuals' rights.

Looking Ahead

Implementation of the Data (Use and Access) Act is taking place in stages, with additional ICO guidance continuing to be published.

Landlords and property professionals may wish to monitor official updates to understand when specific provisions come into force and whether any changes are relevant to their operations.

Conclusion

Good data management is becoming an increasingly important part of professional property management.

While many landlords already follow established data protection practices, the Data (Use and Access) Act 2025 provides an opportunity to review existing procedures and stay informed about evolving regulatory requirements.

Keeping up to date with official guidance can help landlords understand their responsibilities when handling tenants' personal information.

FAQs

What is the Data (Use and Access) Act 2025?

It is UK legislation that updates parts of the country's data protection and privacy framework, including amendments to UK GDPR and related legislation.

Does the Act only apply to large businesses?

No. Any organisation or individual processing personal information may have responsibilities under UK data protection law, depending on their activities.

Do landlords need a complaints process?

The ICO has published guidance explaining new complaint-handling requirements for organisations processing personal information. Landlords should review whether these requirements apply to their circumstances.

Where can landlords find official guidance?

The Information Commissioner's Office (ICO) and GOV.UK publish guidance on the Data (Use and Access) Act 2025 and related data protection obligations.

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References

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