FAQ

General

• What is RentProfile?

  RentProfile develops technology that powers trust and convenience for the rental market. In 2016 they developed the UK’s first online landlord background check, followed by their award-winning tenant Referencing technology, from which they have processed over 100,000 check reports. Their latest product, Onboarding, simplifies the setup and management of new tenancies for agents, landlords and tenants. They provide further convenience for agents by offering Rent Guarantee and facilitating Landlord AML and Right to Rent checks.

Onboarding

• What is Onboarding?

  Onboarding streamlines the setup and management of new tenancies. Sometimes referred to as ‘Tenancy Progression’, this includes the steps between a prospective tenant indicating they would like to rent a property and agreeing a tenancy.

• What does Onboarding include?

  Onboarding includes easy setup and management of Agency Terms, Referencing Criteria, Holding Deposit, Referencing, Tenancy Agreement, Deposit registration and Initial Rent.

• What are the benefits of Onboarding?

  Onboarding automates tenancy progression between the steps, for example if a tenant agrees to Agency Terms, Referencing Criteria and pays the Holding Deposit they are automatically progressed to the Referencing stage. This dramatically reduces tenancy setup time allowing agents to focus more on generating new business and customer service.

• How does Onboarding work?

  Agents can set up a tenancy, new or renewal, in under a minute using a simple form. From here tenants are invited to start the process through the website or Renters’ mobile app. As tenants progress, agents can track each tenancy in the dashboard and are alerted if there is something requiring their attention. RentProfile’s Property Week award-winning Referencing is built into the heart of the product.

• How does Onboarding help agents ensure compliance?

  Onboarding ensures that agents stay compliant at each stage of a tenancy. This includes:

  • Sending Agency terms to be agreed by the tenant.

  • Referencing Criteria which is specific to each individual tenant and tenancy.

  • Reliable Referencing checks with advanced risk scoring.

  • Online Right to Rent checks for COVID-19, and the option to perform checks on viewings with the Agents App. RentProfile warns agents when documents may expire.

  • Referencing meets the requirements for Rent Guarantee insurance.

  • Distribution of up-to-date legally required documents such as the How to Rent Guide, Energy, Electrical and Gas Safety Certificates.

  • Holding deposit and deposit limits set automatically - agents cannot enter values above the deposit caps.

  • Secure and seamless handling of holding deposits, with warnings on tenancy setup 15 day expiry.

  • A legally approved tenancy agreement.

  • All tenancies and records organised and searchable in the Agent Dashboard.

• Can Onboarding be used for renewals or let-only tenancies?

  Onboarding can be used for new tenancies and renewals, as well as let-only or managed tenancies.

• How do tenants or guarantors complete Onboarding applications?

  Tenants and guarantors are sent an invitation to complete applications either through our dedicated Renters’ mobile app or on the web.

• How can agents get support when using Onboarding?

  Please email support@rentprofile.co where a member of the support team will be in touch, or alternatively call on 0203 905 1118. The average response time for email support is less than 20 minutes.

Setting up Onboarding

• Can agents trial Onboarding?

  Yes, new agents can trial Onboarding for two tenancies with Referencing included. Existing agents who already pay for Referencing can trial Onboarding for two tenancies at no cost.

• How can agents set up Onboarding? How long does it take?

  Agents can set up Onboarding by signing up here or by phoning our sales team on 0203 905 1114. Setup of Onboarding is completed within an hour.

• What agent information is needed to set up Onboarding?

  Agents can complete a short online form here or call the RentProfile sales team 0203 905 1114, where they will need to provide contact, company details, number of branches and bank details.

• Does Onboarding accommodate/allow multiple branches?

  Yes - RentProfile can set up an agent account for multiple branches.

• Can agents request additional logins for Onboarding?

  RentProfile can set up additional logins with different access levels as necessary.

Tenancy Agreements / Compliance

• Does Onboarding generate a tenancy agreement?

  Yes, agents can generate a legally approved tenancy agreement using the Onboarding system.

• Can agents add custom clauses to the tenancy agreement?

  Yes, agents have the option to add custom clauses when creating the tenancy agreement; these can be edited up until any party has signed.

• Is the tenancy agreement legally approved?

  The tenancy agreement has been legally approved by Kingsley Napely, a reputable legal firm operating for over 80 years. The agreement is reviewed on a periodic basis to ensure compliance to new legislation.

• Can agent branding be added to the tenancy agreement?

  Agents can add their own branding to the tenancy agreement as well as reports and communications sent out to tenants, guarantors and landlords.

• Can agents and tenants sign the tenancy agreement online (e-signing)?

  All signatory parties can electronically sign (esign) the tenancy agreement and are emailed a copy once signed by all relevant parties.

• Can agents use their own existing tenancy agreements?

  Agents can use their own existing tenancy agreements at an additional setup fee.

• Can agents make custom edits in the tenancy agreement outside the custom clauses?

  Yes - agents can request custom tenancy edits for an additional fee.

Holding Deposit

• Does RentProfile collect the holding deposit from the tenant?

  RentProfile collects the holding deposit from the lead tenant with an option to automatically progress the tenancy to the referencing stage. For added convenience, tenants can pay the holding deposit by card as well as bank transfer.

• Who pays the holding deposit in the Onboarding process?

  The lead tenant will be asked to pay the holding deposit to the agent by card or bank transfer.

• When is the holding deposit transferred to the agent?

  The holding deposit is transferred to the agent after all parties have signed the tenancy agreement.

• What happens to the holding deposit if the tenancy is cancelled before signing the tenancy agreement?

  If the tenancy is cancelled before signing the tenancy agreement, there is an option for the agent to either transfer the holding deposit back to the tenant or to have it transferred to the agent account, this is then processed automatically.

• Can the agent collect the holding deposit directly?

  Yes - there is an option for the agent to collect the holding deposit externally to Onboarding, or to opt out of requiring a holding deposit entirely.

Referencing

• In Onboarding, what happens if Referencing does not pass (‘Low’ or ‘Medium-Low’)?

  Tenants are not able to proceed to the next stage of Onboarding and the agent is alerted to review the report. Agents have the option to either manually approve the tenant to proceed to the tenancy agreement, or for the tenant to add a guarantor or pay upfront. Alternatively, the tenancy can be cancelled.

• Is there an option to pause automatic progression between the Referencing and Tenancy Agreement stages?

  Agents have the option to turn on or off the auto-progression between Referencing and the Tenancy Agreement. This can be set for all tenancies or individual tenancies.

Deposit / Initial Rent

• Does Onboarding include rent payments?

  Other than the initial rent Onboarding does not facilitate the management of rent payments.

• Who pays the deposit and initial rent?

  The lead tenant pays the deposit and initial rent.

• Who is the deposit and initial rent paid to? Is it paid to the agent directly?

  The deposit minus the holding deposit (if applicable) is paid along with initial rent directly to the agent after both parties have signed the tenancy agreement.

• Is the tenant alerted to pay the deposit and initial rent?

  Yes - after all parties have signed the tenancy agreement, the tenant is prompted to make a payment of the deposit and initial rent to the agent.

• Does the agent confirm receipt of the funds and deposit registration?

  Yes, the agent confirms that they have received the deposit and initial rent from the tenant and that they have registered the deposit. A record of this is then displayed on the Agent Dashboard.

Referencing

• What information is gathered for tenant referencing check reports?

  Tenants are requested to provide information to validate their identity (name, date of birth and current address), as well as employment and affordability details to determine whether they can pass referencing. RentProfile also collects a previous landlord or agent reference.

• How long do tenant referencing reports take?

  The majority of tenant referencing reports are completed under 24 hours from when the renter signs up.

• What if the tenant is unresponsive during the referencing check?

  RentProfile will attempt to contact the tenant to progress with their referencing check. If the tenant is still unresponsive after 2-3 days, the requester is informed that there is a delay in the tenant’s referencing check.

• In what format is the referencing check shared?

  Agents can view the Comprehensive Tenant Check Report in the Agent Dashboard, in PDF format, and within the Agents mobile app. Landlords are sent a PDF of the report to their email address. The report provides a tenancy recommendation and risk assessment, as well as a breakdown of all individual referencing checks.

• Is there any open banking capability?

  During Referencing, there is an open banking capability to electronically verify bank statements including income and account balance. Tenants are asked to enable open banking, allowing them to securely sign in with their UK bank account details and consent to sharing statement details. RentProfile does not see or share bank account login information, and the information is used solely for assessing affordability. Open Banking is well established now in the UK; it is mandated by the UK’s 9 largest banks and most others participate.

• Are RentProfile’s tenancy checks compliant with GDPR?

  It is of high priority to ensure the security and confidentiality of the personal information that agents, tenants and landlords provide. RentProfile has been registered with the ICO (Information Commissioner's Office) since 2016. The ICO is the supervisory authority for data protection in the UK. RentProfile adheres to terms set out in the Data Protection Act 2018, the UK’s implementation of General Data Protection Regulation (GDPR). Consent is always required from tenants before providing information; tenants also have a right to a copy of the information and can request for information to be deleted at any time. Please read our Privacy Policy to learn more.

• Can a Rent Guarantee insurance policy be added to the referencing?

  If the tenant passes referencing with a ‘Low’ or ‘Medium Low’ risk, they are eligible for Rent Guarantee, provided they meet the other purchasing criteria, latest of which can be found here. RentProfile has partnered with Alan Boswell to provide Rent Guarantee insurance.

• What are the standard Right to Rent checks included within Referencing?

  RentProfile will perform a preliminary Right to Rent check on tenants. Tenants are advised that they are required to provide Right to Rent documentation as per the Immigration Act. The tenant then self-declares that they have the suitable documentation. RentProfile can provide further support in carrying out Right to Rent checks for an additional fee - see the “Full Right to Rent checks for Agents” section for more information.

• Is Referencing included in Onboarding?

  Yes, Referencing is built into the Onboarding product.

Getting set up

• How can agents and landlords sign up for Referencing?

  Agents can sign up on our website here or by contacting 0203 905 1114. RentProfile offers a trial period of up to 5 free renter or guarantor reports for agents. Landlords can request a tenant check report here.

• How do agents and landlords submit a new tenant reference?

  Agents login to the agent dashboard here to submit a new tenant reference. Landlords can request a tenant check report using the form here.

• How do tenants complete their referencing application?

  Tenants are automatically sent an invitation to create a renters’ account, from which they can submit their application details.

• Does RentProfile follow up with tenants who are unresponsive in their referencing checks?

  RentProfile follows up with tenants 2 to 3 times a day to complete their referencing application. If they are unresponsive after 2-3 days, the requester is informed.

• Can the progress of a tenant’s referencing application be monitored?

  Agents can view the tenant’s progress of their referencing application in the Agent Dashboard and the Agents mobile app. Landlords are sent a unique link to track the application.

Employment and affordability

• Are employers contacted for referencing checks?

  Yes - if the tenant is employed, RentProfile always contact the employer and obtain a reference directly from them.

• How is the tenant’s employment verified?

  RentProfile verifies the employment status of the applicant including workplace confirmation, job title, start date and salary. Verifications are made of any additional income such as government support.

• Can a tenant pass referencing if they are on probation?

  If an applicant is in their probationary period for employment, they can pass referencing as long as they meet other criteria such as the ID check, credit file assessment and affordability. In the Tenant Check Report it is highlighted that the applicant is on probation.

• For an applicant who is self-employed, can they still pass?

  For self-employed tenants, RentProfile has developed a unique set of capabilities to assess applicants. These extra checks help to ensure the majority of self-employed applicants still pass.

• How does RentProfile calculate affordability?

  To pass affordability, tenants must meet minimum annual earnings of 30x the monthly rent (equivalent of monthly earnings 2.5x the monthly rent). For example, £1000 rent per month requires £30k annual earnings.
  For a UK based guarantor, they must meet the minimum annual earnings of 36x the monthly rent (equivalent of monthly earnings 3x the monthly rent). For example, £1000 rent per month requires £36k annual earnings.
  These earnings are verified by taking references from the applicant’s employer, accountant or other supporting evidence.

• Can a tenant prove affordability with savings?

  If a tenant is applying with savings, they must have verified savings of 6x the annual rent.

• Does the affordability criteria meet requirements for Rent Guarantee insurance?

  Yes - the affordability criteria meets requirements for Rent Guarantee insurance.

• Can RentProfile conduct AML checks on tenants?

  Yes - agents have the option to request a global AML check on tenants, for an additional charge.

• What is RentProfile’s Referencing Criteria?

  RentProfile Referencing Criteria is built into Onboarding and customised per each tenant and tenancy. To review a copy of the general referencing criteria rules, please contact support@rentprofile.co.

Failed referencing checks and guarantors

• What happens if a tenant’s referencing does not pass (‘Medium’ or ‘High’ risk outcome)?

  Unless a tenant’s referencing does not pass due to fraud or misrepresentation, the requestor is advised that the tenant should provide a guarantor or pay rent upfront.

• Does RentProfile reference guarantors?

  Yes, RentProfile references and produces a specific report for Guarantors.

• Can RentProfile perform checks on international guarantors?

  Yes - RentProfile has developed a specific criteria to de-risk applications from international guarantors. Landlords and agents should be aware that if they need to request payments from an international guarantor, it is more potentially more difficult to obtain funds as they are outside the UK legal system.

• Can the report be changed if the tenant adds a guarantor at a later time?

  If a guarantor is added or the tenant decides to pay upfront at any point in the referencing checks, RentProfile can change the outcome of the report at no additional charge.

Full Right to Rent checks for Agents

• How does RentProfile support Right to Rent checks?

  For an additional fee, RentProfile can facilitate online Right to Rent checks during COVID-19, and allows for agents to conduct Right to Rent checks on viewings, with documents stored securely on the Agents app.

• How can agents conduct Right to Rent checks in viewings?

  Agents can use our Agents mobile app to conduct Right to Rent checks on viewings. Using the app Agents can request that the tenant brings their document to the viewing, allowing the agent to take a photo of the document. Evidence is securely stored with RentProfile so if Referencing is later requested, the document automatically syncs to the tenant’s application. Agents are alerted if documents are approaching expiry.

• Are Right to Rent documents stored securely?

  Yes - photographs or scans of tenant documents are secured safely on Amazon AWS servers. Documents can be viewed in the Agent Dashboard and Agents app by those with the relevant permissions.

• Can Right to Rent checks be completed on behalf of the agent?

  Currently yes - during COVID-19 the government has allowed Right to Rent checks to be completed online. Agents can request end-to-end online Right to Rent checks during COVID-19, read more about this here.

• How are online Right to Rent checks submitted and verified?

  Either the agent uploads photos of the Right to Rent documents using the Agents app or in the Agent Dashboard, or the tenant submits the documentation themselves during Referencing. RentProfile then conducts necessary checks in reviewing the documents including a video call with the tenant. Otherwise the agent may review the documents online and conduct the video call themselves.

• Can Right to Rent documents that require validating through Home Office checks be completed by RentProfile?

  Yes - if the tenant provides a document that is validated through Home Office checks then RentProfile can complete this process.

Landlord AML checks for Agents

• Does RentProfile provide a service for agents to conduct due diligence on landlords?

  Yes, RentProfile can produce a specific Landlord AML report that conducts Enhanced Due Diligence on landlords, fully compliant with the 5AMLD (Fifth Anti-Money Laundering Directive).

• What checks are included in the Landlord AML report?

  The comprehensive Landlord AML Check report includes identity, beneficial owner, AML, property ownership and licensing checks, which ensures compliance with the 5AMLD.

• How does the Landlord AML report support compliance to 5AMLD?

  The 5AMLD requires agents to carry out Enhanced Due Diligence on all clients and keep records of these checks. RentProfile conducts Enhanced Due Diligence on landlords with checks that meet the requirements of 5AMLD, with the report stored in the Agent Dashboard.

• How can agents request a Landlord AML check?

  Agents can request a Landlord AML check in the Agent Dashboard.

• What information is required for a Landlord AML check?

  For a Landlord AML check, the agent must provide the landlord or company name, and a copy of the landlord’s passport or driver’s license.

• How long does a Landlord AML check take?

  The majority of Landlord AML check reports are completed in 20 minutes.

Company as Tenant check Reports for Agents

• Do RentProfile conduct business/company referencing (company as tenant) checks?

  Yes - RentProfile produces Company as Tenant reports.

• What is included in the Company as Tenant report?

  RentProfile reviews the company’s status, searches against adverse director history, company history, reviews any bad debt / business CCJ, assesses the company’s affordability/cash position and performs a credit file assessment including credit limit and score.

• How long does a Company as Tenant check take to complete?

  The majority of Company as Tenant checks are completed within a day.

• Is Rent Guarantee available for company tenancies?

  At this time our insurance partner does not offer a rent guarantee for company lets.

• How can Company as Tenant checks be requested?

  Agents can request a Company as Tenant check in their Agent Dashboard. Landlords can contact support@rentprofile.co to request a Company as Tenant check.

• Can Company as Tenant checks be trialed?

  Unfortunately, Company as Tenant checks cannot be trialed.

Landlord Profile

• Can landlords request a Landlord Profile to share with prospective tenants?

  Yes - RentProfile can conduct a background check on landlords, creating a unique profile for them called the Landlord Profile. This allows the landlord to share their profile and build trust with their tenants by demonstrating their credentials, claiming their properties and protecting themselves from being impersonated.

• What details are included in the Landlord Profile?

  The Landlord Profile protects the landlord's privacy whilst providing a tenant with confidence that they are dealing with the legitimate landlord. Tenants can validate the following from the Landlord Profile: mobile number, rental addresses, last 4 digits of bank account number (ensuring verified transfer of deposits etc.), as well as an identity check and information of whether they are an accredited or licensed landlord.

• What are the benefits of a Landlord Profile?

  A Landlord Profile allows the landlord to demonstrate their credentials to tenants and protect from impersonation. Unlike a traditional one-time background check a Landlord Profile can be re-used and added to over time, such as including recommendations from previous tenancies. The Landlord Profile is automatically added to the RentProfile landlord directory, a searchable record of genuine landlords who have created profiles. It is free to search the landlord directory and verify landlord information. Landlords can hide their profile visibility if they so choose.

• Where can tenants or agents search for verified landlords?

  Tenants and agents can search for verified landlords in the landlord directory. This is a free, searchable record of landlords who have created profiles.

• Can a Landlord Profile be shared on other websites or in emails?

  Yes, the landlord can share their profile on their website or in emails.

• How long does it take to create a Landlord Profile?

  Landlords can sign up here. RentProfile will ask for details about the landlord and their property addresses in order to complete the checks. The majority of checks can be completed within 24 hours, as well as adding the landlord to the directory.

• What information is needed to create a Landlord Profile?

  RentProfile requires from the landlord a recent photo and UK bank account details (which is never shared in full), as well as details of rental properties in order to verify ownership. In some cases it will be required to send a copy of photo ID such as a passport or driving license.

• How much does a Landlord Profile cost to create?

  It is free to create a Landlord Profile

• How is a Landlord Profile more effective than using the Land Registry when checking Landlords?

  RentProfile checks utilise land registry information to provide details of ownership, however, knowing the owner's name does not guarantee that they are the genuine landlord. Many scammers know who the landlord is and impersonate them. The Landlord Profile goes further including identity, landlord licensing and prosecutions, as well as reports from other renters.

Rent guarantee

• What is Rent Guarantee insurance?

  Rent Guarantee insurance helps to ensure that landlords still receive their rental income should their tenants miss rental payments and/or there are additional costs associated with potential legal expenses and eviction.

• What does the Rent Guarantee policy include?

  Agents can view the latest policy here. Landlords are advised to email support@rentprofile.co for guidance on Rent Guarantee insurance.

• How much does Rent Guarantee cost?

  Agents can view the latest pricing here. Landlords are advised to email support@rentprofile.co for guidance on Rent Guarantee insurance.

• Who is the Rent Guarantee insurance provider?

  RentProfile are partnered with a reputable and industry leading firm Alan Boswell Group to provide agents and landlords with Rent Guarantee insurance, with FCA approved underwriters. During Covid-19 RentProfile and Alan Boswell Group were one of the few providers to continue to offer Rent Guarantee insurance.

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