Record the property location, date, observable sign, access status and action owner. Usually the pest investigation does not need a resident's medical history, travel itinerary, immigration status or comments about personal hygiene. Define the purpose of the record first and collect only information needed for that purpose.
Separate the property record from the person
Use a unit number or internal case reference where names add no operational value. Describe “droppings beneath kitchen sink” rather than “tenant has a dirty kitchen”. Attribute observations when necessary: “photo supplied by resident on 18 September” separates the evidence from the manager's conclusion.
The ICO data-minimisation principle requires personal data to be adequate, relevant and limited to what is necessary. It also says organisations should periodically review and remove data they no longer need. Apply the organisation's current lawful basis, privacy notice, access controls and retention schedule; a pest article cannot create them.
Keep photographs purposeful
Frame the pest sign and location, avoiding faces, family photographs, correspondence, medicines and computer screens. Before forwarding an image, check its background and audience. Do not ask for skin photographs; pest controllers do not diagnose medical symptoms.
Store reports in the approved property system, not personal messaging threads. Give access only to staff and contractors who need the information to arrange inspection, resident communication, repair or review.
Write conclusions with limits
Distinguish reported, observed and confirmed facts. Record inaccessible areas and uncertainty. A trend report can use counts by building or room type without circulating resident narratives. When the case closes, retain only what the organisation's schedule requires.
Call 0203 393 2338 for the pest-service discussion, or read the landlord and agent page.
Frequently asked questions
Should a pest log name the resident?
Only if identity is necessary for the stated purpose. A unit or case reference may be enough.
Can staff use a chat group for photographs?
Use the organisation's approved secure system and access rules, not an informal archive.
How long should records be kept?
Follow the organisation's documented retention schedule and review whether personal data is still needed.
Sources and further reading
External references may contain pest or skin photographs.
