Deposit Scheme Integration Sync Status Check

DepositDash runs a weekly automated reconciliation to verify that every deposit protection reference stored in the platform is still valid and matches the record held by the scheme provider (TDS, DPS, or mydeposits).

Overview

Property	Detail
Type	Reconciliation workflow
Schedule	Every Sunday at 02:00 UTC (0 2 * * 0)
Providers	TDS · DPS · mydeposits
Entities	tenancies, complianceChecks, orgMembers, notifications

How It Works

1. Eligible tenancies are identified. The workflow selects all tenancies where:

   • depositScheme is set to a value other than none.
   • depositProtectionRef is present (i.e. a reference number has been recorded).

2. The deposit scheme API is queried. For each eligible tenancy, the stored depositProtectionRef is looked up against the API of the relevant scheme (TDS, DPS, or mydeposits).

3. Results are compared. The workflow checks whether the returned record matches what is stored in DepositDash.

4. Compliance warnings are raised where needed. Two conditions trigger a warning:

   • Mismatch — the reference was found, but the scheme's record differs from the stored data.
   • Not found — the reference returned no record; the deposit may have been released, transferred, or was never successfully registered.

5. Notifications are sent. Affected orgMembers are notified so they can investigate and resolve discrepancies promptly.

Compliance Warnings

Warnings generated by this workflow are written to complianceChecks and are visible in the Compliance section of the DepositDash dashboard. Each warning includes:

• The tenancy and deposit reference in question.
• The scheme provider that was queried.
• The type of issue detected (mismatch or not-found).
• A timestamp of when the check was run.

Warnings remain open until manually reviewed and resolved by an org member.

Why This Matters

Deposit protection references can become out of sync with scheme records for several reasons:

• A deposit was re-registered directly with the scheme (e.g. after a landlord change).
• A deposit was released or disputed and the DepositDash record was not updated.
• A data entry error occurred when the reference was first recorded.

Unprotected or incorrectly recorded deposits are a compliance risk under the Renters' Rights Act. This workflow provides a safety net by surfacing discrepancies automatically every week — without requiring manual audits.

Actions to Take on a Warning

Warning Type	Recommended Action
Mismatch	Log in to the scheme portal, verify the correct registration details, and update the tenancy record in DepositDash.
Not found	Confirm whether the deposit is still protected. If not, re-protect it immediately and update depositProtectionRef. If it was legitimately released, close the tenancy record accordingly.

Scope and Exclusions

• Tenancies with depositScheme set to none are excluded (no scheme to check against).
• Tenancies without a depositProtectionRef are excluded (nothing to look up).
• The workflow does not modify any tenancy data — it only reads and raises warnings.