Glossary

Deposit Status Definitions
Alternative Dispute Resolution (ADR) Procedure
An independent service that acts as an alternative to going to court, aiming to resolve disputes between landlords and tenants through evidence-based adjudication.
Adjudication
An evidence-based decision making process after which a decision is made as to how a dispute should be resolved.
Adjudicator
An independent, impartial and qualified expert appointed by The LPS Scotland to adjudicate and provide a legal decision following a dispute.
Change of Landlord/Agent Form
A form (completed by the landlord) notifying The LPS Scotland that there has been a change of landlord or agent.
Customer Service Centre
The LPS Scotland’s dedicated Customer Service Centre which can be contacted on 0330 303 0031.
Custodial Tenancy Deposit Scheme
A scheme approved by the Scottish Government under the Housing (Scotland) Act 2006 to protect deposits in respect of relevant tenancies. Deposit monies are paid into the scheme when a deposit is registered and repaid at the end of the tenancy.
The Letting Protection Service Scotland (The LPS Scotland)
The service provided by Computershare Investor Services PLC, a company registered in England & Wales, under company number 3498808 and whose registered office is at The Pavilions, Bridgwater Road, Bristol BS13 8AE. The LPS Scotland has been approved by the Scottish Government to protect deposits in respect of relevant tenancies.
Deposit
Any single amount of money paid by the tenant or a third party to the landlord under the tenancy agreement. The deposit acts as security against the performance of the tenant’s obligations under the tenancy agreement, the discharge of any liabilities, any damage to the property and/or non-payment of rent during the tenancy.
Deposit ID
The unique identifying reference number allocated to each deposit following the successful submission of it to The LPS Scotland by the landlord.
Deposit Submission Form
The form to be completed by the landlord in accordance with The LPS Scotland’s terms and conditions, submitted to The LPS Scotland with a payment equalling the amount of the deposit.
Dispute
A dispute between the landlord and tenant over how much of the deposit, if any, held by The LPS Scotland, should be returned to the tenant at the end of the tenancy.
Dispute Papers
The evidence submitted by both parties in the event of a dispute.
Incremental Payment
Deposits can be paid into the LPS Scotland in instalments called “increments”, deposits can be paid in increments if the deposit is received in multiple payments or also if the deposit needs to increase in value.
Joint Tenancy
A tenancy in which there is more than one tenant.
Landlord
A person who rents or leases a premises he/she owns to another party.
Landlord’s Evidence Form
The standard form completed by the landlord containing evidence in support of a dispute.
Landlord ID
The unique identifying reference number allocated to the landlord by The LPS Scotland following their registration with the service.
Landlord’s Repayment ID
The identifying number issued by The LPS Scotland to the landlord, which is unique to the landlord and the deposit to which it relates. The landlord’s repayment ID is required from the landlord when reclaiming the deposit.
Lead Tenant

(i) in the case of joint tenants, the tenant who has been nominated to act on their behalf by all the tenants;

(ii) where there is a third party, the person nominated to act on behalf of the tenant(s) and the third party by all the tenants.

Letting Agent
The individual or company who lets or manages property on behalf of the landlord.
Organisation
The company who lets or manages property on behalf of the Landlord.
Regulations
The Tenancy Deposit Schemes (Scotland) Regulations 2011.
Regulation 42 Information
The information which must be provided by the Landlord to Tenant(s) in accordance with Regulation 42 of The Tenancy Deposit Schemes (Scotland) Regulations 2011.
Relevant Tenancy
A tenancy or occupancy arrangement in respect of which the landlord is a relevant person and where a house is occupied by an unconnected person.
Review of decision
Once an ADR decision has been made, there is a period of 10 working days after the decision is issued where either party can request a review of the decision if they believe the adjudicator has made an error in fact or law.
Tenancy
The tenancy of a property which is part of the Custodial Tenancy Deposit Scheme.
Tenant
A person who has a right of occupation under a residential tenancy agreement and exchanges rent payments for accommodation.
Tenant’s Evidence Form
The standard form completed by the tenant containing evidence in response to the Landlord’s Evidence Form.
Tenant’s Repayment ID
The identifying number issued by The LPS Scotland to the tenant which is unique to the tenant and deposit to which it relates. The Tenant’s Repayment ID is required from the tenant in order for them to claim repayment of the deposit.
Third Party
A person who has paid a tenancy deposit to a landlord on behalf of a tenant and who is a relevant person.
Deposit Status Definitions
StatusMeaningWhat an Agent or Landlord can do?What a Tenant can do?
Awaiting Deposit PaymentThe Deposit has been submitted but the payment has not been received. This status will also be shown if a payment has been received but the cheque payment bounces or a debit card payment is recalled.You should submit the Deposit payment by Direct Bank Transfer, Cheque or Debit Card within 30 days of receiving it. You can also cancel the Deposit details if they are no longer required.You will not be able to take any action.
Awaiting Payment ClearanceThe Deposit has been submitted, payment has been received and is clearing.You will not be able to take any action.You will not be able to take any action.
Awaiting Direct Bank Transfer Awaiting PaymentThe Deposit has been submitted and Direct Bank Transfer payment method has been selected. Funds have not yet been received or processed.If you have funds available in your Direct Bank Transfer account, you can allocate funds to the Deposit. You can also cancel the Deposit details if they are no longer required.You will not be able to take any action.
Awaiting EvidenceA dispute has been raised online and evidence forms have been sent to both the lead tenant and the agent/landlord. Both have been given 10 working days to return their evidence.You can submit your Evidence form and supporting evidence by post or email, or you can contact us with details of an agreement if one has been reached.You can submit additional evidence by post or email, or contact us with details of an agreement if one has been reached.
CancelledThe Deposit funds have not been submitted and the Deposit has been removed from the system.You will not be able to take any action.You will not be able to take any action.
ActiveThe Deposit has been submitted and the payment has cleared.You can complete an Agent/Landlord Transfer or start the Deposit Repayment process.You can update your contact details or start the Deposit Repayment process.
Awaiting tenant responseThe Agent/Landlord has started the Deposit Repayment process and notification has been issued to the Tenant.You can contact us to cancel the request.You can respond to the request online or by completing a Deposit Repayment Response form.
Awaiting landlord responseThe Tenant has started the Deposit Repayment process and notification has been issued to the Agent/Landlord.You can respond to the request through your online account or by completing a Deposit Repayment Response form.You can contact us to cancel the request.
Processing Repayment RequestThe Repayment has been completed and we are processing the payment.You will not be able to take any action; once the payment has been processed the monies will be released.You will not be able to take any action; once the payment has been processed the monies will be released.
Disputed claimThe lead tenant has defined a disputed amount but they have not agreed to use the ADR service.You can offer a settlement for the disputed amount. If the lead tenant does not agree to use the ADR service or accept a settlement within 30 working days of defining the disputed amount the monies will be returned to you and the dispute will need to be settled outside of the scheme.You can log into your account and agree to use the ADR service, or accept a settlement if the landlord has proposed a settlement. If we do not receive either an accepted settlement proposal or an agreement to use the ADR service within 30 working days then the disputed amount will be returned to the agent/landlord and the dispute will need to be settled outside of the scheme.
Partially Repaid - Amount in disputePart of the deposit has been released, The lead tenant has defined a disputed amount but they have not agreed to use the ADR service.You can offer a settlement for the disputed amount. If the lead tenant does not agree to use the ADR service or accept a settlement within 30 working days of defining the disputed amount the monies will be returned to you and the dispute will need to be settled outside of the scheme.You can log into your account and agree to use the ADR service, or accept a settlement if the landlord has proposed a settlement. If we do not receive either an accepted settlement proposal or an agreement to use the ADR service within 30 working days then the disputed amount will be returned to the agent/landlord and the dispute will need to be settled outside of the scheme.
In Dispute resolution - Awaiting landlord evidenceThe first stage of the Alternative Dispute Resolution (ADR) Service has been started, a Landlord Evidence form has been sent to the Agent/Landlord.You can submit your Evidence form and supporting evidence by post or email, or you can contact us with details of an agreement if one has been reached.You can contact us with details of an agreement if one has been reached.
In Dispute resolution - Awaiting tenant evidenceThe Landlord Evidence form and supporting evidence has been received, a Tenant Evidence form and a summary of the Agent/Landlord evidence has been issued to the Tenant.You can submit additional evidence by post or email, or contact us with details of an agreement if one has been reached.You can submit your Evidence form and supporting evidence by post or email, or you can contact us with details of an agreement if one has been reached.
In Dispute resolution - Awaiting landlord responseThe Tenant Evidence form and supporting evidence has been received, a summary of the Tenant's evidence has been issued to the Agent/Landlord.You have 5 working days to submit any additional evidence by post or email, or contact us with details of an agreement if one has been reached.You have 5 working days to submit any additional evidence by post or email, or contact us with details of an agreement if one has been reached.
In Dispute resolution – ADRThe case has been referred to the Adjudicator.You can contact us with details of an agreement if one has been reached.You can contact us with details of an agreement if one has been reached.
In AdjudicationThe online case has been referred to an Adjudicator.You can contact us with details of an agreement if one has been reached.You can contact us with details of an agreement if one has been reached.
SuspendedThe LPS Scotland has suspended the deposit, we will notify both parties of the reasons for suspending the deposit and what steps need to be taken to reinstate the deposit.Please check for communications in relation to the deposit for further details.Please check for communications in relation to the deposit for further details.
ClosedThe full Deposit has been repaid.You will not be able to take any action.You will not be able to take any action.
Copyright © 2011 Letting Protection Service Scotland, a trading name of Computershare Investor Services Plc. All rights reserved. Registered address: The Letting Protection Service (LPS), The Pavilions, Bridgwater Road, Bristol, BS99 6BN.