Referencing FAQs

Frequently asked questions during our referencing process:

How long is my personal data kept on file?

Your name, address, and NI number are the only details we will keep. These will be stored on our system until the tenant vacates the property at the end of their tenancy agreement.

Who has access to my details?

Only the Cosi Team will have access to the details that we keep hold of, on our secure management system, COHO.

Why do you need my national insurance number?

Your national insurance number will only be used in the unlikely event that rent or repairs are overdue by the tenant/tenants, and we have no communication with the tenant/tenants or yourself. With a National Insurance number, we are able to provide that to the court, in the event of a dispute or court proceedings over arrears or repairs.

It is very rare this happens, and we aim/hope to keep it that way.

Is my data secure?

Yes! Absolutely, we are members of the ICO meaning all data is protected, and all emails are destroyed once we have reviewed the documents we need to.

All that we keep on file is your NI number and your current address.

I don't really feel comfortable, why do you need this information?

We're sorry you don't feel comfortable sending over the information we have requested, we do understand that the information that we're asking you to provide is sensitive, we only ask for this to ensure the affordability of all of our guarantors. Rest assured we are members of the ICO meaning all data is protected, and all emails are destroyed once we have reviewed the documents we need to.

All that we keep on file is your NI number and your current address.

Am I just guarantor for my son/daughter?

With all student tenancy agreements, the are joint with all tenants and guarantors, however as you know our referencing process is pretty thorough to ensure the affordability of all tenants and guarantors on the agreement.

In the unfortunate/unlikely event, where a tenant doesn’t pay their rent, we will of course contact their nominated guarantor first, before coming to the other tenants/guarantor's for the overdue amount. Hopefully it never gets to this! We're pretty good at ensuring everybody can afford to rent, for the property they have signed up for.

Can I see a copy of the tenancy agreement/guarantor agreement before sending this information over?

Yes, of course! As a guarantor of ours, you will sign the same agreement as the tenants do, so you can have a good read, and ensure you're happy with all the terms & conditions, before signing. All of our tenancy agreements are sent via DocuSign, so you can read and sign electronically.

Prior to receiving the official copy, all tenants will be able to view a blank copy of the tenancy agreement on our online portal COHO, which is the same portal used for their application forms.

I don't feel comfortable sending over bank statements, can I send over a letter from my employer instead?

Of course! A letter from your employer confirming your start date, job role, salary amount, and a brief character reference is sufficient enough for us, we just ask that the document is letter headed, signed and dated please!