Updating an RCI entry

This article will explain how to update an entry published in the Register of Persons Holding a Controlled Interest in Land (RCI).

*Please note that amending RCI will not result in a change to information contained in the Land Register or the Sasines Register.

When does an RCI entry need to be updated?

RCI is an event driven register. When an event occurs which affects the information held on the register, the RCI entry must be updated to reflect that change. The RCI entry must be updated when:

  • the associate is no longer an associate of the recorded person
  • the recorded person no longer owns or tenants the land and has therefore ceased to be a recorded person
  • any of the information supplied by the recorded person for the RCI entry has changed

In these circumstances, it is the duty of the recorded person to update the RCI entry.

The recorded person must update the register within 60 days of the event or, where the associate has notified the recorded person of the event, as soon as practicable after receipt of that notification.

If you are a professional acting on behalf of a recorded person but you did not create the original entry for them, you can only update the entry once it has been published in the register. Entries are published in the public view of the register 30 days after submission.

This article will cover the following situations:

Removing land details

Changing a recorded person’s details

Changing a recorded person’s contact address

Removing associates

Adding associates

Other events

Find out more information on the duties within RCI.

Removing land details

A RCI land entry must be removed from the public register if any of the following apply:

  • the entry has been created in error
  • the recorded person is no longer the owner or tenant of the land
  • the recorded person no longer has any associates
  • the recorded person is now subject to a transparency regime

By removing land details, the recorded person and associate details related to that land will also be removed from the public register.

How to remove land details

Where land details require to be removed from the register, you may do this using the in-service feature ‘Remove land details’, found within ‘Manage an entry’. This is a two-step process that will remove the details you submitted for that particular entry from the public register, including the:

  • recorded person’s details
  • land details
  • associate’s details

Once the land details have been removed, it is effective immediately and the removal process cannot be undone.

Changing a recorded person’s details

A recorded person’s details may require to be updated if the original details submitted have since changed or they are incorrect.

Changing an individual’s details

A recorded person, who is an individual, may wish to change their name if they have since married or divorced.

A recorded person may wish to change their name if they misspelt the name when they originally submitted their entry.

For example, Asg Williams would like to correct and change their name to Ash Williams.

Change of an organisation’s details

Where a recorded person is an organisation, they may change their: name; registered number (if applicable); and the contact name within the organisation (optional).

Change of name due to change of gender

Changes to RCI will not result in a change to the Land Register or any other RoS registers, except in instances where a recorded person’s details are being changed due to a change of gender.

If a recorded person or an associate is an individual who requires to change their name on the grounds of a change of gender, the Land Register process must be followed. This will ensure that both the Land Register and the RCI entries reflect the updated name and that there is no discrepancy between the two registers.

‘Change recorded person details’ cannot be used for change of name due to change of gender.

How to change a recorded person’s details

Where a recorded person’s details require to be changed, you may do this in-service. This feature can be found within ‘Manage an entry’ and by following the ‘change’ link under ‘Recorded person details’.

Important considerations

‘Change recorded person details’ cannot be used to replace one recorded person and their subsequent land and associate details with another recorded person’s.

For example, if Ash Williams sold all their properties to Robin Black and Robin Black was in scope of the RCI regulations, they could not use ‘change recorded person details’ to move those properties into Robin’s name. Ash would have to remove their entry and if Robin was in scope of RCI, she would have to create her own new entries.

Changing a recorded person’s contact address

A recorded person may require changing their contact address. This may be in cases where:

  • they can no longer be contacted at the original address provided
  • they have a new preferred contact address
  • they have provided an incorrect address

How to change a recorded person’s contact address

Contact addresses may be changed within the ‘Recorded person details’ section of ‘Manage an entry’.

Please note, contact addresses can currently only be updated per land entry and will not update all entries for the recorded person.

Removing an associate

An associate must be removed from an entry if they are no longer an associate of the recorded person or they have been added in error.

It is the duty of the recorded person to remove the associate.

Instances where an associate may no longer be an associate of the recorded person include if they:

  • no longer have a controlling interest in the land
  • are an individual who has died
  • are an organisation which has been wound up or dissolved

How to remove an associate

An associate may be removed by accessing the ‘Land details’ section within ‘Manage an entry’ and selecting the associate you wish to ‘remove’.

Whilst it is possible for an associate to be linked to multiple land entries for a recorded person or to multiple recorded persons, please note, associates can currently only be removed for one land entry and recorded person at a time. All other land entries and recorded persons are unaffected.

Where an entry has only one associate and they require to be removed as that land no longer has a controlling interest, you must remove the land details instead.

Adding an associate

After creating your initial RCI entry, you may need to add another associate to the register for that land. This may be in instances where there is a:

  • new associate with a controlling interest in the land
  • pre-existing associate was not added to the original submission.

How to add an associate

An associate may be added to a pre-existing entry by accessing the ‘Land details’ section within ‘Manage an entry’ and selecting the ‘change’ link next to the relevant entry. You may then select ‘add another associate’.

How you can add an associate will depend on whether the associate has already been recorded in RCI:

  • if a recorded person already has one or more associates recorded in RCI, these will be displayed as a list when 'Add another associate' is selected
  • if an associate has previously been recorded in RCI by a different recorded person, the existing associate reference number (ARN) must be re-used
  • if an associate has not yet been recorded in RCI, all their required details must be added

Whilst it is possible for an associate to be linked to multiple land entries for a recorded person or to multiple recorded persons, please note, associates can currently only be added for one land entry at a time. All other land entries and recorded persons are unaffected. However, you may re-use the associate’s details you have already added to add new associates to other land entries.

Adding new associates to a land entry will not be reflected immediately on the public register. The associate details will not be published until after 30 days from the date of submission, to allow time for the associate to apply for a security declaration should it be appropriate for them to do so.

Other events that require an update to the RCI entry

If the recorded person is an individual who is now deceased

The duty to update the RCI entry falls upon the executor of the recorded person. The update must be made as soon as reasonably practicable.

Find out more information on the role of executors. 

If the recorded person is an entity that has now been wound up or dissolved

The duty to update the RCI falls upon the person responsible for dealing with the assets and liabilities of the entity. The update must be made as soon as reasonably practicable.

Find out more information on duties in the event of winding up or dissolution. 

If an associate has a security declaration in effect and it is no longer valid or they cease to have the evidence

The associate is under a duty to update an entry in the RCI to revoke their security declaration. The update must be made as soon as reasonably practicable.


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