T·A·C·OCivil Case Management
England & Wales only.  How we look after personal information.

Legal

Privacy Notice

Version 1.0  ·  8 October 2026

This notice explains what personal information we hold, why we hold it, who we share it with and what your rights are. It applies to landlords who use our service, to tenants, former tenants and guarantors whose rent arrears we are asked to recover, and to anyone who contacts us or uses this website.

Ask about your information

The short version

  • We only use personal information to manage and recover rent arrears, and to run our membership service.
  • If you are a tenant: your landlord or their agent gave us your details so we can contact you about money they say is owed. You do not need to have agreed to this for it to be lawful (see section 5).
  • We never sell your information or use it for marketing to you.
  • You can ask to see what we hold, ask us to correct it, or object. Email [email protected].

1. Who we are

The Tenant Arrears Collection Office ("TACO", "we", "us") manages rent arrears cases for private landlords in England and Wales. For the information in this notice, we are a controller, which means we decide how and why it is used.

Email
[email protected]
Telephone
07852 555451
Website
thetaco.co.uk

2. What we collect

If you are a landlord or agent using our service

  • your name, email address, phone number and postal address;
  • if you let through a company, its name and registered details;
  • the details of the properties and tenancies you send us, and the bank details you want tenants to pay into;
  • a record of your membership, payments and our emails with you. Card payments are handled by our payment provider, and we do not see or store your full card number.

If you are a tenant, former tenant or guarantor

  • your name, current and previous addresses, phone number and email address;
  • details of the tenancy, the rent, what has been paid and what is said to be owed;
  • anything you send us, including a Reply Form or Financial Statement, and notes of our calls and emails with you;
  • if a case goes further, court references and judgment details.

Sometimes people tell us about their health or money worries when they reply to us. We use that only to deal with the debt fairly and to protect everyone's legal position. We never use it for anything else.

If you use this website or contact us

  • anything you type into a form or email to us;
  • basic technical information that our website platform records automatically, such as your device and browser type.

3. Where it comes from

  • from you directly;
  • for tenants and guarantors: from the landlord or their letting agent, who gave us your details when they asked us to deal with the arrears;
  • from tracing agents, if we need to find a current address;
  • from public records, such as court records and the Register of Judgments, Orders and Fines.

4. What we use it for

  • to write to tenants and guarantors about rent arrears, agree payment plans and keep a record of what was agreed;
  • to prepare documents for the landlord, including draft court papers if a case goes to court;
  • to run our membership service, take payments and keep our accounts;
  • to answer questions and complaints, and to protect our own legal position if a claim is made about our work.

5. Our legal reasons

The law only lets us use personal information when we have a proper reason. Ours are:

  • To carry out our agreement with landlords who use our service.
  • Legitimate interests for tenants and guarantors. Landlords have a genuine interest in recovering rent that is lawfully owed, and we have weighed that against the interests of the people we contact. We keep a written record of that assessment. We do not rely on tenant consent, and no consent is needed.
  • Legal obligations, such as keeping financial records.
  • For any health information someone chooses to tell us: only where it is needed to establish, exercise or defend legal claims.

6. Who we share it with

Only who the case needs, which can include:

  • the landlord and their letting agent;
  • tracing agents, under a written agreement put in place before we send them anything;
  • the County Court and court staff;
  • enforcement agents, if a landlord takes enforcement action after a judgment;
  • our professional advisers and insurers;
  • the companies that provide our email, website, forms and payment systems, who may only use it to provide that service to us.

Some of those providers may store information outside the UK. We only use providers who protect it in the ways UK data protection law requires. We never sell personal information.

7. How long we keep it

We keep a case file for as long as the debt could still be pursued, or a claim could be made about our work, and then we delete it securely. Membership and payment records are kept for as long as we need them for our accounts.

8. Your rights

You can ask us to:

  • tell you what information we hold about you and give you a copy;
  • correct anything that is wrong or incomplete;
  • delete it, where we no longer have a good reason to keep it;
  • limit how we use it while a concern is looked into;
  • stop using it. If a tenant objects, we pause active recovery steps while we decide whether we have strong enough grounds to carry on, and we record that decision.

Some of these rights have limits. For example, we may need to keep a file to deal with a court claim. If that applies, we will tell you why. To use any of these rights, email [email protected]. We may ask you to confirm who you are before we release anything.

9. Complaints

If you are unhappy with how we have handled your information, please tell us first at [email protected] and we will try to put it right. You also have the right to complain to the Information Commissioner's Office, the UK's data protection regulator, at ico.org.uk.

We may update this notice. The date at the top shows when it last changed. Landlords using our service should also read our terms and conditions, which include our data protection terms in clause 17.

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