1. Purpose
ASJ Estates Preston Ltd is committed to operating a fair, lawful, consistent and transparent tenant application and vetting process.
The purpose of this policy is to:
Confirm the identity of prospective tenants and occupiers.
Carry out legally required Right to Rent checks.
Assess whether applicants can reasonably afford the proposed rent.
Obtain appropriate credit, employment, income and previous landlord references.
Reduce the risk of fraud, identity theft, rent arrears and unsuitable tenancies.
Ensure that applicants are treated fairly and without unlawful discrimination.
Protect applicants’ personal information in accordance with UK data protection law.
Maintain appropriate records demonstrating that the company has complied with its legal obligations.
This policy applies to all employees, contractors, referencing providers and other persons who carry out tenant vetting or compliance checks on behalf of ASJ Estates Preston Ltd.
2. Scope
This policy applies to:
Prospective tenants.
Adult occupiers.
Joint tenants.
Lodgers and licensees where Right to Rent requirements apply.
Guarantors.
Existing tenants where a follow-up Right to Rent check is required.
Persons applying to be added to an existing tenancy.
Any applicant whose identity, affordability or eligibility to rent is being assessed.
Right to Rent requirements apply to relevant residential accommodation in England. Different arrangements may apply to properties outside England or to accommodation excluded from the Right to Rent scheme.
3. General principles
ASJ Estates Preston Ltd will ensure that vetting checks are:
Necessary and proportionate.
Relevant to the proposed tenancy.
Applied consistently to applicants.
Based on accurate and reasonably current information.
Conducted without unlawful discrimination.
Completed before a tenancy is granted, where required.
Properly recorded and securely stored.
Reviewed by an authorised employee before a final decision is made.
Applicants will be told what checks will be undertaken, what information is required, which third parties may receive their information and how the results may affect their application.
No employee may access or use vetting information for personal purposes or for any purpose unrelated to the application or tenancy.
4. Information that may be requested
Applicants may be asked to provide information reasonably required to complete the vetting process, including:
Full legal name and any previous names.
Date of birth.
Nationality, where relevant to a Right to Rent check.
Current and previous residential addresses.
Email address and telephone number.
Passport, immigration status or other identity documents.
Right to Rent share code where applicable.
Employment status and employer details.
Income and benefit information.
Bank statements, payslips or other evidence of income.
Previous landlord or letting agent details.
Details of previous tenancies.
Information about County Court judgments, insolvency or adverse credit history.
Details of proposed occupiers.
Guarantor information where applicable.
Any additional information reasonably required to investigate suspected fraud or an inconsistency in an application.
Only information reasonably necessary for the proposed tenancy will be requested.
5. Identity verification
ASJ Estates Preston Ltd will take reasonable steps to verify that an applicant is the person they claim to be.
Identity verification may include:
Examining original identity documents.
Using a certified digital identity verification provider.
Comparing an applicant’s appearance with their identity document or digital photograph.
Checking names, dates of birth and addresses against application records.
Requesting evidence of a change of name.
Confirming information through a third-party referencing provider.
Requesting further evidence where information is incomplete or inconsistent.
Original documents will be returned promptly after the required check has been completed.
Suspected forged, altered, stolen or fraudulently obtained documents must be referred to a senior case handler. Employees must not make accusations without reasonable evidence.
6. Right to Rent checks
6.1 Legal requirement
ASJ Estates Preston Ltd will carry out Right to Rent checks in accordance with the Immigration Act 2014, applicable regulations and current Home Office guidance.
A Right to Rent check must normally be completed before a relevant residential tenancy begins.
The check applies to every prospective adult occupier aged 18 or over, including an adult who:
Is not named on the tenancy agreement.
Will not be responsible for paying rent.
Is a partner or family member of a named tenant.
Will occupy the property under an oral or informal arrangement.
Checks will be carried out on all relevant adult occupiers. Employees must not carry out checks only on people they believe may not be British or Irish citizens.
6.2 Methods of checking
Depending on the applicant’s status and the evidence available, a Right to Rent check may be completed by:
A Home Office online Right to Rent check using a valid share code.
A manual examination of original documents included within the current Home Office acceptable document lists.
An identity document validation technology check through an authorised Identity Service Provider where permitted for eligible British or Irish citizens.
A request to the Home Office Landlord Checking Service where the applicant cannot provide the usual evidence but may nevertheless have a Right to Rent.
Another method expressly permitted by current Home Office guidance.
British and Irish citizens may normally establish their Right to Rent using an eligible passport, Irish passport card or other permitted documents. An applicant must not be rejected merely because they use an acceptable manual-document route rather than a digital service.
Where the Home Office holds an applicant’s documents or the applicant has an outstanding immigration application, ASJ Estates Preston Ltd will use the Landlord Checking Service where appropriate.
6.3 Timing of checks
Right to Rent checks will be completed before the tenancy begins.
Where an applicant has a time-limited Right to Rent, the initial check will be completed within the period specified by current Home Office guidance. This is generally during the 28 days before the tenancy begins.
ASJ Estates Preston Ltd will not allow a tenancy to begin until the required check has been satisfactorily completed, unless a relevant statutory exemption applies.
6.4 Conducting the check
The authorised case handler must:
Obtain the required documents, digital result or Home Office response.
Check that the evidence relates to the applicant.
Take reasonable steps to confirm that the applicant’s appearance is consistent with the photograph or identity information.
Check dates, names and document details for inconsistencies.
Confirm whether the Right to Rent is unlimited or time limited.
Make and securely retain the required record.
Record any date on which a follow-up check will be required.
Return original documents promptly.
Where a check is conducted remotely, the process must still comply with the prescribed Home Office procedure.
6.5 Time-limited rights and follow-up checks
Where a person has a time-limited Right to Rent, ASJ Estates Preston Ltd will record the expiry or follow-up date and carry out a further check at the time required by Home Office guidance.
No follow-up check will normally be required where the occupier is a British or Irish citizen or has an unlimited Right to Rent.
Employees must not rely solely on an informal diary note. Follow-up dates should be recorded in the company’s compliance or property management system, with an appropriate reminder.
If a follow-up check indicates that an occupier may no longer have a Right to Rent, the matter must be referred immediately to a senior case handler. ASJ Estates Preston Ltd will follow the Home Office reporting and tenancy-management procedure in force at that time and will not attempt an unlawful eviction.
6.6 Right to Rent records
ASJ Estates Preston Ltd will retain:
Copies of documents used for a manual check.
The output or profile page from an online check.
Confirmation received from the Landlord Checking Service.
The date on which the check was completed.
The identity of the employee or provider completing the check.
Any required follow-up date.
Relevant correspondence concerning the check.
Right to Rent evidence will generally be retained throughout the tenancy and for at least one year after the occupier ceases to occupy the property, in accordance with Home Office requirements.
Records must be legible, dated and stored securely.
7. Credit and referencing checks
7.1 Purpose
ASJ Estates Preston Ltd may carry out credit and referencing checks to assess:
The applicant’s identity and address history.
Their ability to meet the proposed rent.
Their previous rental conduct.
Whether the information in the application is accurate.
The likelihood of rent arrears or financial default.
Whether a guarantor or other reasonable risk-control measure may be appropriate.
Whether there are fraud indicators requiring further investigation.
Credit checking is a risk-assessment tool and does not guarantee that a tenancy will or will not be successful.
7.2 Third-party referencing providers
ASJ Estates Preston Ltd may provide applicant information to an authorised:
Credit reference agency.
Tenant referencing provider.
Identity verification provider.
Fraud prevention provider.
Employment or income verification provider.
Previous landlord or managing agent.
Applicants will be informed of the categories of third parties involved and the purpose of the disclosure.
Before information is shared, ASJ Estates Preston Ltd will identify an appropriate lawful basis and ensure that the applicant has been given the required privacy information.
Appropriate contracts or data-sharing arrangements will be maintained with regular service providers.
7.3 Information considered
A credit or referencing assessment may consider:
Address history.
Electoral register information.
Publicly recorded County Court judgments.
Individual voluntary arrangements.
Bankruptcy or other formal insolvency.
Previous rent payment history.
Employment and income information.
Benefits and other lawful income.
Affordability calculations.
Previous landlord references.
Material inconsistencies in the application.
Fraud prevention information.
The suitability and financial position of a proposed guarantor.
The absence of a credit history will not automatically be treated as adverse credit. Applicants who have limited UK credit history may be invited to provide alternative evidence of identity, income, affordability or previous rental conduct.
7.4 Applicant charges
ASJ Estates Preston Ltd will not charge an applicant, tenant or guarantor a fee for:
Credit checks.
Tenant referencing.
Guarantor referencing.
Right to Rent checks.
Identity verification undertaken for the tenancy.
General tenancy administration.
ASJ Estates Preston Ltd will pay the costs of any third-party referencing service that it requires. A tenant must not be required to purchase a third-party reference or credit-check service as a condition of the tenancy.
8. Affordability assessments
ASJ Estates Preston Ltd may assess whether the proposed rent is reasonably affordable.
The assessment may take account of:
Employment income.
Self-employment income.
Pension income.
Universal Credit or other benefits.
Maintenance payments.
Regular investment or other lawful income.
Savings where relevant.
Existing financial commitments.
The combined income of joint applicants.
The availability of a suitable guarantor.
Affordability criteria must be applied consistently to applicants for the same property or category of property.
The company may apply a reasonable minimum-income or affordability calculation, provided that it is based on financial suitability and is not used as a disguised means of excluding applicants because they receive benefits or have children. Government guidance confirms that landlords may consider income and apply an income requirement, but must not discriminate merely because an applicant receives benefits or has children.
All lawful and verifiable sources of income must be considered fairly.
9. Previous landlord and employment references
Where appropriate, ASJ Estates Preston Ltd may contact an applicant’s:
Current or previous landlord.
Previous letting agent.
Employer.
Accountant or other professional adviser.
Benefit or income verification provider.
References may seek confirmation of:
Tenancy dates.
Rent payment history.
Outstanding arrears.
Property care.
Material tenancy breaches.
Employment status.
Length of employment.
Salary or regular income.
Subjective or irrelevant statements must not be relied upon without further investigation. Particular care must be taken where a reference contains allegations, discriminatory comments or information unrelated to the applicant’s suitability.
10. Guarantor checks
Where a guarantor is required, the guarantor may be subject to proportionate:
Identity verification.
Address checks.
Credit checks.
Income and affordability checks.
Employment verification.
Right to Rent checks only where the guarantor will also occupy the property and the legal requirement applies.
A guarantor must be given clear information about the nature and extent of the proposed guarantee before signing it.
The guarantor must not be charged a referencing or administration fee.
A guarantor will not automatically be required solely because an applicant:
Receives benefits.
Has children.
Is of a particular nationality.
Has a protected characteristic.
Lacks a conventional employment arrangement.
A guarantor may be requested where justified by the individual affordability or risk assessment and where the same approach would be taken with other applicants in comparable circumstances.
11. Fair treatment and non-discrimination
ASJ Estates Preston Ltd will comply with the Equality Act 2010, the Renters’ Rights Act 2025 and applicable anti-discrimination requirements.
Applications will not be rejected, delayed or treated less favourably because of:
Race, colour, nationality or ethnic origin.
Religion or belief.
Sex.
Sexual orientation.
Gender reassignment.
Disability.
Age, except where a lawful age requirement applies.
Marriage or civil partnership where legally protected.
Pregnancy or maternity.
Receipt of benefits.
Having children or intending to live with children.
Employees must not use an applicant’s name, accent, appearance, birthplace or nationality as a reason to subject them to additional Right to Rent requirements.
The same Right to Rent procedure must be applied to all relevant adult occupiers.
Reasonable adjustments will be made for disabled applicants where required. This may include providing information in an accessible format, allowing assistance from an authorised representative or adapting the method by which documents are provided.
12. Decisions on applications
Following the vetting process, an application may be:
Accepted.
Accepted subject to a suitable guarantor.
Accepted subject to further lawful evidence.
Referred for senior review.
Declined.
A decision may take account of:
A failure to establish a Right to Rent.
Inability to verify identity.
Materially false or misleading information.
Affordability.
Serious adverse credit information.
Unsatisfactory tenancy references.
Evidence of fraud.
Property occupancy or suitability requirements.
A failure to provide reasonably required information after reasonable notice.
A person must not be declined merely because:
They receive benefits.
They have children.
They are not British.
They use an acceptable non-digital Right to Rent document.
They have no established UK credit history.
They fall within a protected group.
A third-party automated system returns a score without appropriate human consideration.
Where an adverse decision is based on potentially inaccurate information, the applicant should be given a reasonable opportunity to explain or correct the information.
13. Automated decisions
ASJ Estates Preston Ltd may use automated tools to assist with identity, fraud, credit or affordability assessments.
A final decision with a legal or similarly significant effect will not be made solely by an automated system unless this is lawful and appropriate safeguards are in place.
Applicants may request human review of a decision where required by data protection law.
14. Application review and challenge
An applicant who believes that:
Their information is inaccurate.
Relevant income was not considered.
A reference was misleading.
A decision was discriminatory.
An automated result was incorrect.
The vetting procedure was not followed.
may request a review by contacting:
Post:
Compliance Review
ASJ Estates Preston Ltd
3 Stanley Street
Preston
PR1 4AT
A review will be undertaken by a senior case handler who was not, where reasonably practicable, solely responsible for the original decision.
The review does not require the company to hold a property indefinitely, but the company will act reasonably and will correct inaccurate records where required.
15. Holding deposits and unsuccessful applications
Any holding deposit will be handled in accordance with the Tenant Fees Act 2019 and other applicable law.
A holding deposit will not be retained merely because an applicant receives benefits, has children, has a limited credit history or fails an arbitrary internal preference.
Retention will only be considered where legally permitted, including circumstances such as:
The applicant withdrawing.
The applicant failing a Right to Rent check.
The applicant providing materially false or misleading information that reasonably affects suitability.
The applicant failing to take reasonable steps to enter into the tenancy where ASJ Estates Preston Ltd or the landlord has taken reasonable steps.
Any decision to retain a holding deposit must be recorded, justified and communicated in writing.
16. Data protection
Personal information collected during vetting will be processed in accordance with:
The UK GDPR.
The Data Protection Act 2018.
The Data (Use and Access) Act 2025.
ASJ Estates Preston Ltd’s Data Handling and Protection Policy.
The company’s privacy notice and retention schedule.
The lawful basis may include:
Taking steps at the applicant’s request before entering into a contract.
Compliance with a legal obligation, including Right to Rent requirements.
The legitimate interests of the company and landlord in assessing tenancy risk, preventing fraud and managing property.
Another lawful basis where appropriate.
Requesting an applicant’s signature or authorisation does not remove the company’s responsibility to identify a proper lawful basis for processing.
Credit and referencing information will:
Be accessed only by authorised persons.
Be stored on approved secure systems.
Not be used for unrelated purposes.
Not be disclosed unnecessarily.
Be retained only for a justified period.
Be deleted or anonymised when no longer required.
The company is registered with the Information Commissioner’s Office and will maintain the applicable registration and data protection fee. The ICO identifies tenant credit checks and referencing as activities requiring appropriate data protection compliance by estate and letting agents.
17. Subject access and correction requests
Applicants may ask for access to personal information held about them or request correction of inaccurate information.
Requests may be made by:
Post:
Data Protection Request
ASJ Estates Preston Ltd
3 Stanley Street
Preston
PR1 4AT
Applicants may also contact the relevant credit reference or referencing agency directly to challenge information contained in its records.
Information relating to another person, confidential references, fraud prevention methods or legally exempt information may be withheld or redacted where permitted by law.
18. Fraud and false information
Where information appears false, altered or inconsistent, ASJ Estates Preston Ltd may:
Request clarification.
Request further supporting evidence.
Contact the apparent issuer of a document where lawful.
Refer the application for senior review.
Contact a fraud prevention provider.
Decline the application where the concern is substantiated.
Report suspected criminal conduct to an appropriate authority where lawful and proportionate.
Employees must distinguish between deliberate deception and an innocent error. A discrepancy must not automatically be treated as fraud.
19. Other compliance checks
Where relevant to a particular transaction, ASJ Estates Preston Ltd may undertake additional checks required by law, an insurer or a competent authority.
These may include:
Fraud prevention checks.
Financial sanctions screening.
Anti-money laundering checks for letting activities falling within the applicable statutory scope.
Company or beneficial ownership checks for corporate tenants.
Checks required by a local authority licensing scheme.
Additional checks will only be conducted where a lawful and proportionate basis exists. Applicants will be informed where required.
20. Staff responsibilities
Employees involved in vetting must:
Complete appropriate training.
Follow current Home Office guidance.
Apply checks consistently.
Use only approved providers and systems.
Protect applicants’ personal information.
Record the basis for decisions.
Escalate uncertain Right to Rent cases.
Avoid discriminatory comments or assumptions.
Report suspected data breaches immediately.
Monitor time-limited Right to Rent cases.
Refer disputed or unusual decisions to a senior case handler.
Employees must not:
Accept obviously incomplete checks to speed up a tenancy.
Copy identity documents to personal devices.
send documents through unauthorised messaging services.
Carry out additional checks based on nationality or appearance.
Alter or fabricate a check record.
Ignore an expired time-limited Right to Rent.
Charge an applicant for referencing.
Share credit or identity information without authority.
Use credit data for any unrelated purpose.
A breach of this policy may result in disciplinary action.
21. Audit and record keeping
ASJ Estates Preston Ltd will maintain appropriate records of:
Applications received.
Checks undertaken.
Right to Rent evidence.
Referencing results.
Affordability assessments.
Follow-up dates.
Application decisions.
Senior reviews.
Holding deposit decisions.
Relevant communications.
Staff training.
Records may be audited to confirm that checks are complete, consistent and compliant.
22. Complaints
A complaint about the vetting process should be made under the ASJ Estates Preston Ltd Complaints Procedure by emailing or writing to:
Post:
Complaints Department
ASJ Estates Preston Ltd
3 Stanley Street
Preston
PR1 4AT
A complaint involving personal information may also be considered under the company’s Data Handling and Protection Policy.
23. Policy review
This policy will be reviewed:
Before 1 October 2026, when updated Home Office Right to Rent codes are due to take effect.
At least annually thereafter.
Following a change in relevant legislation.
Following updated Home Office or ICO guidance.
Following a significant compliance failure or data breach.
When the company changes its referencing or identity-verification provider.
Until 1 October 2026, employees must follow the Right to Rent codes currently in force. From 1 October 2026, the revised codes and any updated operational guidance must be used.
