Privacy Statement - Residential Tenancies Board

Privacy Statement

General

The Residential Tenancies Board (the ‘RTB’) is committed to protecting all personal and special categories of data (also referred to as sensitive personal data) held about you. 

Please take the time to read the RTB Privacy Statement (below) as it explains how we collect, use and store your personal data, and the rights you have in relation to the protection of your personal data. 

Please note that this Privacy Statement is kept under regular review and we reserve the right to update this Privacy Statement as required. The most recent version of this document can be found below. 

Residential Tenancies Board

The RTB is a statutory body responsible for (but not limited to) the operation of a national registration system for all residential tenancies, the operation of a dispute resolution service, the operation of a compliance regulatory role and the provision of both information and policy advice, and completion of research regarding the private rented sector. 

You can find more information on our statutory mandate under Section 151 of the Residential Tenancies Act 2004 (RTA) which can be accessed on the following website: http://www.irishstatutebook.ie 

The RTB is the data controller of personal data we collect, or which is collected on our behalf about you, relating to our statutory functions referred to above.  Further information on the RTB is available on our website, which can be accessed using the following link: Home Page 

Legislation

All personal data processed by the RTB is processed in accordance with applicable Irish data protection and privacy laws, including the General Data Protection Regulation (‘GDPR’), the Data Protection Act (2018) and where relevant, the Law Enforcement Directive (‘LED’) (where applicable). 

The GDPR

The GDPR came into force across the European Union, on 25 May 2018, strengthening the rights of individuals and increasing the responsibilities and obligations of controllers and processors. The GDPR is designed to give individuals more control over their personal data. The key principles relating to the processing of personal data under the GDPR are lawfulness, fairness and transparency; purpose limitation; data minimisation; accuracy; storage limitation; integrity and confidentiality; and accountability (Article 5 of the GDPR). In Ireland, the Data Protection Act, 2018, which amongst other things, gives further effect to the GDPR. 

The Law Enforcement Directive

The Law Enforcement Directive (‘LED’) governs the processing of personal data by data controllers, for ‘law enforcement purposes’, which fall within the definition of being a ‘competent authority’.  In Ireland, the LED is primarily implemented through   Part 5 of the Data Protection Act 2018.  This applies to processing carried out: 

‘for the purposes of (i) the prevention, investigation, detection or prosecution of criminal offences, including the safeguarding against, and the prevention of threats to public security, or (ii) the execution of criminal penalties’. 

Section 69 of the Data Protection Act 2018 defines a Competent Authority as being ‘A public authority competent for the prevention, investigation, detection or prosecution of criminal offences or the execution of criminal penalties in the State, including the safeguarding against, and the prevention of, threats to public security”. 

For certain processing activities which it carries out, the RTB is a ‘competent authority’ for the purposes of Part 5 of the Data Protection Act 2018.  Therefore, those specific purposes are governed by the LED. 

Queries and complaints

If you have a query, concern or complaint regarding a data protection matter or if you simply require further information about the way your personal data will be used by the RTB, you can engage with the Data Protection Officer: 

Data Protection Officer 

Clodagh Memery is the RTB’s Data Protection Officer (DPO).  Should you have any queries about data protection, our DPO can be contacted at dataprotection@rtb.ie or by post at:  

Residential Tenancies Board, PO Box 13841,Freepost, FKY7736 Killorglin, Co Kerry. 

You have the right to lodge a complaint about the processing of your personal data by the RTB, with the Data Protection Commission at info@dataprotection.ie 

You can also contact the Data Protection Commission, at 6 Pembroke Row, Dublin 2, D02X963. 

Personal data breaches 

We will take all appropriate technical and organisational steps to safeguard your personal data. Where a data breach may occur, the DPO will assess the breach and based on a risk assessment will inform the RTB of steps to be taken and if appropriate liaise with customers and / or DPC.   If you believe that there has been a breach of your data or you have received someone else’s personal data, please contact dataprotection@rtb.ie 

 

What do we use information for?

Processing and lawful basis

We use personal data collected to fulfil our mandate under the Residential Tenancies Act, 2004 (as amended), as well as for operational reasons in accordance with the governance and operation of public bodies. We may use personal data we hold, for any of the following purposes:

Identity Verification  To verify your (or your authorised representative’s) identity in any interactions between the RTB and you (or your authorised representative), whether in person, on the telephone, online, or in any other necessary circumstances.  Processing is necessary for compliance with a legal obligation to which the controller is subject. (art. 6 (1) (c) of the GDPR) 

 
Tenancy Registrations  To register tenancies in the form of the Public Register.  Processing is necessary for compliance with a legal obligation to which the controller is subject. (Art 6(1)(c) of the GDPR. 

Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller 6 (1) (e) of the GDPR 

Exercise of the official authority invested in the RTB, under Section 134 of the RTA 

 
Dispute Resolution Services  To reach a Determination Order through the mediation and/or adjudication process and any subsequent Appeal (Tribunal).  This will involve the processing of evidence submissions and the transfer of this data to the adjudicators and if required members of a Tribunal.  Processing is necessary for compliance with a legal obligation to which the controller is subject. (Art 6(1)(c) of the GDPR 

Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller 6 (1) (e) of the GDPR 

Exercise of the official authority invested in the RTB, under Part 6, Chapter 4 of the RTA 

Special categories of data such as health information are processed as such processing is necessary for the establishment, exercise or defence of legal claims (Art 9(2)(f) of GDPR) 
Registration Enforcement   To determine if a landlord has not registered their tenancy in compliance with Section 134 of the RTA, and the landlord’s obligations.  This involves the processing of data received from other sources such as HAP files, rent supplement files, referrals from the public, local  authorities, public representatives, and others.  Referrals may be made from other business units  within the RTB.  Processing is necessary for compliance with a legal obligation to which the controller is subject. (Art 6(1)(c) of the GDPR 

RTB is a Competent Authority under the LED in relation to registration enforcement were pursued through the criminal system under Section 144 of RTA 2004 (as amended) 
Publishing Determination Orders, Tribunal Reports, sanctions confirmed by Court  To publish  Determination Order, demonstrating the necessary transparency of the quasi-judicial process for dispute resolution.  Where a Tribunal hearing is held, the report is also published.  Where a sanction is confirmed, the details are published.  Processing is necessary for compliance with a legal obligation to which the controller is subject. (Art 6(1)(c) of the GDPR) 

The authority of the RTB is set out in Section 123 (7) and S148AE of the RTA (2004) (as amended) for such publications 

 
Transfer of Information for Parties Legal Proceedings (Dispute Resolution Service,, Registration Enforcement, Determination Order Enforcement, Investigations& Sanctions)  To allow parties to commence legal proceedings.  Processing is necessary for compliance with a legal obligation to which the controller is subject. (Art 6(1)(c) of the GDPR) 

Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller 6 (1) (e) of the GDPR 

For authority for enforcement of Determination Orders is Section 124, RTA 2004 (as amended); Complaints, Investigations and Sanctions (part 7A S148AB and 148AC (3) 
Referrals and investigation of a suspected breach under Part 7A of the RTA (2004)  To investigate potential breaches of rental law by a landlord referred to as ‘improper conduct’  RTB may gather evidence as part of this process   Processing is necessary for compliance with a legal obligation to which the controller is subject. (Art 6(1)(c) of the GDPR) 

The authority for the RTB to investigate and gather evidence is set out in Part 7A of the RTA (2004) (as amended) 
Receipt of Notice Forms such as NOTs, Rent Reviews, Rent Setting, Warning Notices  To facilitate the legal requirement for the submission of these forms, as relevant, to the RTB.  Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller 6 (1) (e) of the GDPR 

The authority of the RTB to collect these notices is set out in Section 12 (1), Section 22 (2), 

 
Correspondence (by phone, email, letter)  To engage with customers, answer queries, and issue legally required communications (eg registration confirmation letters)  Processing is necessary for compliance with a legal obligation to which the controller is subject. (Art 6(1)(c) of the GDPR) 

Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller 6 (1) (e) of the GDPR 
Web chat  Web chat communications between customers and the RTB to provide a means of engaging with the RTB in an effective manner to which the data subject consents.  Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller (Art 6 (1) (e) of the GDPR 
Sector Research, Reports and Publications  To provide sector research, reports, publications, information concerning prevailing rent levels, the Public Register, and the Rent Index.  Processing is necessary for compliance with a legal obligation to which the controller is subject. 

Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller 6 (1) (e) of the GDPR 

Authority is set out in Section 151, RTA 2004 (as amended) 
Security of premises and individuals on the RTB  To provide security to staff and visitors on RTB premises through the collection of CCTV footage and visitor sign in/sign out books.  Processing is necessary for compliance with a legal obligation to which the controller is subject. (Art 6(1)(c) of the GDPR) 

 

Legitimate interest of the RTB to protect its staff, individuals, premises and assets and health and safety under Art 6 (1)(f) of the GDPR. 
Regulatory Compliance  To comply with financial regulations and any other relevant laws and regulations.  Processing is necessary for compliance with a legal obligation to which the controller is subject. (Art 6(1)(c) of the GDPR) 

How do we collect information? 

We collect personal data to provide our services to you and to conduct our regulatory duties, including registering tenancies, as required under the Residential Tenancies Act (2004) (As Amended).  

We collect this personal data from our customers who need to register tenancies or use our dispute resolution services.  This information may be provided by customers through our self-service web portals available on www.rtb.ie  or through postal and email communications. 

We collect personal details from our customers who are complying with the regulations under the RTA 2004 (as amended), this includes but is not limited to the submission of Notice of Terminations, Rent Setting Notice, Rent Review Notice and Warning Notices. 

These forms are typically submitted through the RTB’s website but may be received by post. 

In fulfilling our regulatory function to investigate improper conduct by landlords as set out in the Part 7Aof RTA 2004 (as amended), we may collect data from a range of sources, including other data subjects, public bodies and private companies. 

In pursuit of our responsibilities to enforce non-registration through section 144 of RTA 2004 (as amended), we may collect personal data from third parties who report suspected non-registration and use other permitted government data. (eg HAP data from the Dept of Social Protection) 

Personal data may be collected directly through RTB staff, the RTB website, and any applications used by us.  We may also receive personal data through another public body that we legally receive data from.   For example, Department of Social Welfare and the Single Customer View. We may also receive personal data from vendors that work with us through the operation of their contract.  We may collect personal data from non-employees of the RTB by operating our HR and recruitment function.  

When entering our premises, you may be recorded on CCTV surveillance and the Visitor log (sign in/out) book for security purposes.  

The RTB website uses certain cookies which collects data on how our website is used. Our Website & Cookie Policy can be accessed here. 

Inaccurate information provided to the RTB 

It is important that the information you provide to the RTB is up to date and accurate. If the personal data we have received from you is inaccurate or incomplete, or out of date, we may not be able to provide a service or make contact you.  It is a legal requirement that all the details, including personal details, in a registration are accurate on submission and kept up to date.  

Where the RTB is made aware of data which may be false or misleading, we will take appropriate steps to correct this.

What type of information is collected? 

To meet our statutory obligations and deliver the services described in this Privacy Statement, the RTB collects and processes a range of personal data. Although the specific types of information the RTB gather may vary from time to time, the RTB believes it is important to outline the categories of personal data the RTB typically collects and uses. 

We will keep your personal data for as long as it is necessary to fulfil the purposes for which it was collected as described above and in accordance with our legal and regulatory obligations.  The criteria we use to determine data retention periods for personal data includes the following: 

Retention for queries: The RTB may retain personal data for a reasonable period after our relationship with you has ended to address any follow‑up questions. 

Retention for potential claims: The RTB may retain data for the duration during which a claim could be brought. This may be up to 10 years in some cases. 

Retention to meet legal or regulatory obligations: The RTB may keep personal data for 6 years, in line with the Statute of Limitations, and typically this period of retention begins after the case has ended, or the tenancy has ended. 

Retention under the National Archives Act: Certain records must be preserved for historical or archival purposes in line with our legal obligations.  This means that the records that the National Archives requires the RTB to retain, will be transferred to the National Archives after 30 years on a rolling basis. 

The following table is a non-exhaustive list and provides an indication of the categories and the types of personal data we use to purpose our duties, and relevant retention periods.  Information gathered under one category may be used for the performance of a task in relation to activities under another category.  The retention period may be extended if there is legal actions involved.

Category of Data Type of Data 

 

 Retention Period* 
Verification and Searches  PPSN, Personal ID, Utility Bill, CRO Number, (or appropriate company registration documentation), Evidence of purchase of a property / Transfer of deeds, Address, Date of Birth, Gender, Nationality, Single Customer View   6+1 years 
Tenancy Registrations  Landlord Details: Date of Birth, PPSN,CRO correspondence address, home address, telephone number, email address, dwelling address, eircode, Number of Occupants, Local Authority, Number of Bed Spaces, Number of Bedrooms, Tenancy Commencement Date, Rent Amount, BER, 

Tenants’s details  name, PPSN, Date of Birth, email, telephone number 

Authorised Agent: name, address, PPSN, date of birth, CRO etc. 

 6+1 years from the ending of the tenancy, and this includes all annual registrations in relation to a single tenancy. 
Dispute Resolution Application 

 

 

 Dispute parties name, address, phone, email, PPSN, dwelling, details of the dispute. 6+1 years from the date of the dispute ending. 

Determination Orders – indefinite as transfer to National Archives. 
Sanctions under Section 7A of the RTA – case files  HAP data files, rent supplement data files, referral forms, phone calls and emails from public / organisations/ other government and public bodies. 

Landlord/authorised agent/tenant(s) names,PPSN, CROs, addresses, emails, telephone numbers, lease, NOTs, rent reviews, dwelling and tenancy details and any other relevant data in relation to an investigation. 

 6+1 years from the date the case was closed. 

Cases through the Courts – referred to the National Archive 
Registration Enforcement  HAP data file, rent supplement data file, referral forms and emails from public, public representatives, resident groups, data from local authorities and other organisations and individuals.  Referrals from government departments.  6+1 years from the closing of the registration enforcement case. 

Cases that went through to the Courts – considered for final transfer to National Archive  
Notice of Terminations  Landlord name, address, tenant name, dwelling address, eircode contractors, NOT, reasons  6+1 years 
Rent Setting Forms  Landlord name, address, tenant name, rental address, eircode, rent   6+1 years 
Rent Review Forms  Landlord name, address, tenant name, rental address, eircode, rent  6 +1 years 
Warning Notices Landlord name, address, tenant name, dwelling address, eircode  6+1 years 
Security  CCTV Footage, Visitor Sign in/out book, 

 

 90 days for CCTV.  Specific CCTV footage may be retained for a longer period if there is an incident.  30 days visitor book. 
Sector Research – anonymised  Age, Employment Status, Country of Origin, Marital Status, Nationality (if non-Irish – length of time in country), Dependents, Living Arrangements, Household Income & Costs, Rental Assistance, Financial Details (renting as source of income, mortgage and whether income covers repayments), Landlord Experience, Property Intentions, Tenant Experience, Notices of Termination, Rent setting notices, Rent review notices, warning notices. Presentations as Homeless, Awareness and understanding of the RTB services  Research data and reports are retained indefinitely 
 

 

Processing of special categories of personal data 

Where special category data is processed by us for any of the purposes specified above, we will only use the information in the performance of the following functions: 

  • As part of legal, investigation & sanctions or dispute resolution proceedings. 

Where we process special categories of personal data, we will only do so for compliance with a legal obligation to which we are subject and we identify any possible special categories of data being issued to the RTB, through our Record of Processing Activities. (ROPA) 

Children’s personal data 

We may receive children’s personal data through the dispute resolution service.  This can occur in various ways.  A tenant may issue photo of their rental accommodation, and a child may be in that photo.  We advise all parties to any dispute to avoid sending such images or cover the child’s face.  We may also receive children’s data where there is a dispute, and a child may be referred to or give evidence.  All children’s names will be redacted from any Tribunal report published, as a matter of procedure.  Normally no underage person will be made a role in a dispute case, or receive such documentation. 

Through the registration of Student Specific Accommodation, some of the licensees/tenants may be under 18 years of age.  Should a dispute arise, appropriate procedures will be taken if that person is under 18 years of age. 

Who do we share data with? 

Your representatives 

These may include any party you have provided permission for us to contact (such as next of kin or spouse), representatives associated with your tenancy (such as legal representatives or agents involved in your dispute) or other third parties associated with you (such as letting management companies). 

Our representatives 

These may include RTB representatives such as employees, agents, contractors, legal representatives, RTB Board and its committees.  Our representatives may also include companies who provide services in relation to recruitment, customer service, postage, data storage and archiving, IT and IT security, making and receiving payments, finances, data analysis, advertising, query and complaints management, and call quality assurance. 

Independent panel members and decision makers 

We will share case files and associated personal data with mediators, adjudicators and tribunal members who are independent to the RTB.  The RTB has agreements in place with these officers in relation to your personal data. 

Other third parties 

Third parties for the purposes of carrying out our function, i.e. case parties, research organisations, insurance, internal and external audits, carrying out industry research, third parties who may improve our processes and services (such as consultants). 

Sharing data with An Garda Síochána 

The RTB may share personal data with An Garda Síochána (AGS) under Section 41 of the Data Protection Act 2018.  We have procedures in place to ensure that only the relevant details are shared and are limited to the purpose under which this request is made, by a member of AGS with the appropriate authority. 

 

Sharing data with Government departments, bodies or agencies 

The RTB is legally obligated to share personal data with state actors as set out in sections 146, 147, 147A, 148 of RTA, 2004 (as amended). Recipients of this data include Department of Social Protection, Revenue Commissioners, SEAI, local authorities, and TDs (upon request and on a case-by-case basis) where representations may be made.  The RTB may be requested to provide specific personal data in relation to an investigation by another public authority, who have that power invested in their primary legislation.  The RTB is a specified public body in accordance with Section 261 (3) of the Social Welfare Consolidation Act, 2005 (as amended). 

We share anonymised data on agreement with the CSO in line with the powers held by the CSO. 

Sharing data with local authorities 

We share the following data with all local authorities on a quarterly basis, under the RTA.  We have agreed data sharing agreements with all local authorities, and the local authorities become the data controllers of the data they receive from us, the RTB, to be used for the purposes of regulating the standards of rental housing.  Private, AHB, SSA, and cost rental registration data are all shared including personal data: 

  • RT Number 
  • Rented dwelling address 
  • Eircode 
  • Tenant’s name(s) 
  • Dwelling type 
  • Landlord’s Name(s) 
  • Contact address for Landlord 
  • Contact email for landlord 
  • Contact telephone for landlord 
  • Contact telephone number for tenant 
  • Tenant email address 

Sharing data with the Revenue Commissioners 

We share the following data with Revenue on an annual basis, as set out by the RTA (Section 147A (1) (a)).  We do not share with Revenue, the personal data of individuals who are acting on behalf of a landlord through this annual data exchange. 

  • RT Number (RTB Reference Number) 
  • Rented Dwelling Address 
  • Eircode 
  • Description of rented dwelling 
  • Landlord/s Name 
  • Landlord/s Address 
  • Landlord/s Eircode 
  • Landlord/s Email  
  • Landlord/s Telephone/mobile number (if available) 
  • Landlord/s PPSN/CRO 
  • Tenancy Commencement Date 
  • Rent Amount & Frequency Payment 
  • Tenant/s Name 
  • Tenant/s PPSN (if available) 
  • Tenancy Active/inactive 

Due to the changes in legislation from the 1 March 2026, the categories of data which may be shared is as follows (Section 147A (1) (b)) and this is for the purposes of supporting compliance and enforcement regulations across both organisations in the public good.   

  • Where it appears to the RTB that a dwelling is, or might be, subject to an unregistered tenancy, the following information may be requested by Revenue 
  • In the case of an individual – name, contact details, address, PPSN 
  • In the case of a company – contact details, address, tax reference number etc. 
  • In a body corporate that is not a company, name, contact details, address and tax reference number. 
  • RTB can also share with Revenue, the address of the dwelling, duration of the tenancy, amount of rent payable, number of tenants and any other information which Revenue may reasonably require for the purpose of its functions. 
  • The RTB, of its own volition, can disclose to Revenue the following information: 
  • Information relating to a decision to impose a sanction (Section 148X, subsections 4(a) or 5. 
  • Information relating to a sanction imposed under Part 7A 
  • Information relating to a tenancy that is not registered under part 7 

 

Sharing data with the Department of Social Protection (DSP) 

Under Section 146, the DSP provides the RTB with information to support the functions of the RTB, primarily through the receipt of HAP data for the purpose of compliance and enforcement.  The RTB may also on request supply necessary and proportionate data to the DSP for functions under Chapter 9 of Part 3 of the Social Welfare Consolidation Act 2005 and for the purpose of payment of financial contributions under Civil Law (Miscellaneous Provisions) Act 2022. 

We share data with the Department of Social Protection (DSP) for the purposes of their operation of the Accommodation Recognition Payment (ARP), through a secure API.  This allows the DSP to check registration status. No other personal details of the registration are visible.   

Sharing data with Sustainable Energy Authority of Ireland (SEAI) 

Under Section 146 (5), the RTB may receive data from the SEAI regarding information relating to a dwelling i.e. the floor area, the BER.  The RTB may share data which is necessary and proportionate for the performance of duties of the SEAI in relation to specific dwellings. 

Sharing between our business units 

To perform our duties, we may share information among our internal departments i.e. within the RTB. The following is a non-exhaustive list of circumstances in which information sharing across internal RTB departments may be required: 

  • Customer Services may share information with any relevant RTB department upon receipt of queries, complaints, or requests. 
  • Finance may exchange financial details while making or receiving payments. 
  • Investigations & Sanctions, Registrations Enforcement, Determination Enforcement, and Disputes & Tribunals may exchange information for dispute resolution services and legal proceedings. 
  • Registrations, Disputes & Tribunals, Communications & Research may exchange information with Investigations & Sanctions, Registrations Enforcement to investigate suspected breaches in landlord obligations. 
  • Registrations may share data on a case-by-case basis to verify tenancy registrations and for dispute resolution services, investigations under part 7A of the Residential Tenancies Act and legal proceedings. 
  • Anonymised data will be shared with Research and Policy unit to develop the Rent Index, and sector research, reports, and publications. 
  • Various departments may share information to verify the accuracy of information held. 
  • Various departments may share information to verify the addresses for the purposes of correspondence. 

International personal data transfers 

It is normal policy for all personal data processed by the RTB to reside within Ireland and the EU/EEA.   

We may transfer your personal data outside of the EU/EEA for processing.  The RTB will only do this with countries that have adequate laws to ensure personal data is protected through the adequacy agreements with the EI and are fully GDPR compliance with the necessary Standard Contractual Clauses (SCCs) as set out by the EU.  

The RTB keeps any international data transfer to an absolute minimum, and this may only happen in limited circumstances. 

Publication of personal data 

As the regulator of the rental housing market, the RTB is responsible for dispute resolution services as set out in the Residential Tenancies Act 2004 (as amended). 

We are legally required to publish all Determination Orders.    These orders include names and addresses.  The Orders can neither be erased nor rectified as the Order has legal effect. 

If there is an appeal, the report of the Tribunal hearing will be published with the Determination Orders on our website.  These reports generally cannot be amended at this point, and parties to a Tribunal should be aware that these reports may be used by journalists to generate an article on the case. 

Where a sanction is applied to a landlord in respect of improper conduct as set out in Section 7A of the RTA 2004 (as amended), we will publish the outcome once the court confirmation process is finalised. 

Register of tenancies 

To fulfil our statutory obligations and perform duties as outlined in this Privacy Statement, we will collect and process various types of personal data. While the type of personal data may change occasionally, we believe it is important you are aware of the types of personal data we gather and use.

Individual agents (persons) registering on behalf of landlords are required to provide their Personal Public Service Number (PPSN) and date of birth (DOB) to create a unique verified contact role with the Residential Tenancies Board (RTB).

The RTB collects this information to verify the identity of individual agents (persons) who are registering tenancies on behalf of landlords. The RTB verifies the identity of the individual by matching these details with records from the Department of Social Protection, using an automated process.

The RTB does not share the personal details of individual agents with other agencies. The following table is a non-exhaustive list and provides an indication of the categories and types of personal data we use to perform our duties. Please note that information listed under one category may be used for the performance of a task or in relation to activities under another heading or as outlined under another heading or as outlined under section 3.

If you do not provide us with all the information we require, the resulting action may be that we are not able to fully offer you our services. Furthermore, some services provided by the RTB require certain categories of information, without which, we may not be able to provide you with our service. For example, when registering a tenancy, we will require specific property details and occupancy details.

In accordance with Section 127 (3) (A) of the RTA 2004 (As amended, 2026), it is possible to search the extract of the tenancy register by inputting an Eircode or a correct address.  You will receive an answer that it is either ‘yes, registered’ or ‘no, not registered’ according to the data inputted.  No other details of the property will be made available as set out in section 128 (4) RTA (2004) (as amended). 

A comparable rent register is available on our website, allowing people to search for comparable rents.  Further information is available on www.rtb.ie   When you make a search, you will receive a data return of a maximum of 10 tenancies. The data shared will be: RT number, monthly rent, BER, floor size, number of bedrooms. 

The address or Eircode of any registrations returned in the search of this register will not be shared. 

For SSA registrations, the RTB currently publishes a document on the website with all registered student accommodation during the academic year.   You can access this document Student-Specific-Accommodation-Rent-Register-March-1-2026_V_1.pdf which includes the same data fields as private and social rented tenancies. 

What are your rights as a data subject? 

As a data subject, you will have the following rights, as outlined in this section. However, restrictions may apply in certain situations, i.e. documentary evidence submissions. Please note that certain data subject rights do not apply under the LED (including the right to object and the right to data portability). 

There are also further exemptions and restrictions that can be applied to data subjects’ rights. These include avoiding obstruction to official or legal inquiries, investigations or procedures, or avoiding prejudice to the prevention, detection, investigation or prosecution of criminal offences. Requests are dealt with on a case-by-case basis. 

 

Right of access (GDPR Article 15 and section 91 Data Protection Act for LED)

You have the right to: 

  • receive confirmation from us that your personal data is being processed; 
  • access to your personal data; and 
  • certain other details in relation to how we use your personal data (which is generally included in this Privacy Statement anyway). 

You can request copies of paper and electronic records (including recorded calls, where applicable) about you that we hold, share or use. To deal with your request, we will ask for proof of your identity and enough personal data about you to enable us to locate the personal data you have requested. When requesting this information please complete a Subject Access Request Form which can be found  here  or you can email dataprotection@rtb.ie 

When submitting your request, please provide us with information to help us verify your identity, such as a photocopy of your passport and utility bill and as much detail as possible to help us identify the information you wish to access (i.e. date range, subject of the request). Please note that an access request is free of charge, however, where we determine a request to be unjustified or excessive, we may charge you a reasonable fee. 

Upon receipt of your request, we will aim to respond within the statutory 30 days timeframe provided for in the GDPR. If we require more time to deal with your request, or we need you to clarify further information with you, we will be in contact with you to discuss this. 

Right to rectification (GDPR Article 16 and section 92 Data Protection Act for LED)

You have a right to request that the personal data held in relation to you is up to date and accurate. Where information is inaccurate or incomplete, you may contact us to request for the information to be rectified. Upon receipt of request, we will endeavour to ensure that the personal data is rectified and as up to date as is reasonably possible. 

Please note, in some circumstances requests may not be granted and we will explain our decision and this may be due to the legal context of the use of the data. 

Right to be forgotten (GDPR Article 17 and section 92 Data Protection Act for LED)

You have the right to seek the erasure of personal data relating to you in the following circumstances: 

  • The personal data is no longer required for the purposes for which is was obtained. 
  • Where data is being processed on the basis of consent and you withdraw such consent to the processing and no other lawful basis exists. 
  • The personal data is being unlawfully processed. 
  • You object to the processing of personal data and there are no overriding legitimate grounds for the processing. 
  • Your personal data requires deletion in line with legal requirements. 

However, we will be unable to fulfil an erasure request if the processing of personal data is necessary for the following: 

  • Exercising the right of freedom of expression and information. 
  • Compliance with a legal obligation or for the performance of a task carried out in public interest. 
  • Archiving or statistical purposes in the public interest. 
  • The establishment, exercise or defence of legal claims. 

Please note that the primary legal basis for our processing of personal data is a legal obligation, as outlined under the RTA, 2004 (as amended).  Additional processing activities are primarily carried out for dispute resolution services, investigation under part 7A of the RTA, enforcement of non-registration or legal proceedings. In this regard, some processing in relation to your data may not be subject to the right to erasure. 

To determine the validity of your request for erasure in line with the associated RTB processing activity, we will carry out an assessment of the justification for retaining your personal data where a legal requirement applies and contact you if we are unable to fulfil your request. 

Please be aware that in certain circumstances we may need to retain some information to ensure your preferences are respected in the completion of our duties. 

Right to restriction (GDPR Article 18)

You have the right to restrict the extent of personal data processed by us in circumstances where: 

  • You believe the personal data is not accurate, in which case we have to restrict any processing while we verify the accuracy of your personal data. 
  • You believe that the processing of the personal data is unlawful, but you wish to restrict the processing of data rather than erase it. 
  • Where the personal data is no longer required by the RTB, but you require the retention of the data for the establishment, exercise, or defence of a legal claim. 
  • You have a pending objection to the processing of your personal data. 

When processing is restricted, your personal data will only be processed: 

  • with your consent; 
  • for the establishment, exercise or defence of legal claims; 
  • for the protection of the rights of other people; or 
  • for reasons important to public interest. 

We will contact you to confirm where the request for restriction is fulfilled and will only lift the restriction after we have informed you that we are doing so. Please note, in some circumstances requests may not be granted, i.e. processing of personal data for enforcement proceedings cannot be restricted as it is necessary for compliance with the RTA 2004 (as amended). 

Right to data portability (GDPR Article 20)

The right to data portability only applies: 

  • to personal data you’ve provided to us (i.e. not any other information), 
  • where we are processing your personal data because you have provided your consent for us to do so, or under a contract with you; and 
  • when processing is carried out by automated means. 

The right to data portability will most likely apply in very limited circumstances. 

Right to object (GDPR Article 21)

You have the right to object at any time to the processing of your personal data concerning you which is undertaken on the basis of public interest or legitimate interest by us. Please be aware that the primary legal basis for our processing of personal data is on the basis of a legal obligation as outlined under the RTA, 2004 (as amended). 

The right to object will most likely apply in very limited circumstances. If you wish to object to the processing of data, please contact us with your request. We will then stop the processing of personal data unless it is required for legal proceedings. 

Please note that if you request that the RTB stop processing your personal data, we may be unable to provide you with our services. 

Right not to be subject to automated decision making, including profiling (Article 22)

The RTB does not carry out any fully automated decision making or profiling using personal data. 

You are entitled to contact the Data Protection Commission if you have any complaints in relation to the enforcement of your rights. 

Our communications 

We may contact you occasionally for information regarding certain aspects of your dealings with the RTB. This contact will relate to the purposes referred to in this Privacy Statement and may include the following: 

  • Contacting you in relation to your tenancy registration. 
  • As part of dispute resolution services, investigation and sanctions and legal proceedings. 
  • To gather information to provide sector research, reports, and publications. 
  • To respond to requests, queries, or complaints. 

The RTB will endeavour not to contact you outside of usual business working hours. 

 

May 2026