Choosing tenants: fairly and in line with data protection
Which details and documents you may ask for, when you need them and how to compare applications quickly and fairly.
Letting a flat often brings dozens of applications. Swiss data protection law lets you process the information you really need to choose – no more. The Federal Data Protection and Information Commissioner (FDPIC) recommends a step-by-step approach.
What you may ask for, and when
- With the application: name, contact details, number of people, move-in date, pets, employer, income (often as a range) and a recent debt collection extract.
- On the shortlist: references, for example from the current landlord, or an employer confirmation.
- Before the contract: payslips and ID or residence permit – only once you want to give the flat to that person.
What does not belong on the application form
Questions about religion, health, pregnancy, political views, sexual orientation or membership of a tenants’ association are not allowed. A criminal record extract is generally not needed for a flat.
Compare quickly and fairly
- Set your criteria in advance, for example an income of at least three times the rent, and apply them equally to everyone.
- Compare complete applications side by side instead of e-mails with missing documents.
- Decline people who are not an option quickly and politely.
Keep documents secure
Keep documents only as long as you need them and delete those of unsuccessful applicants as soon as the flat is let. On this platform you only see documents at the stage where you need them, and shares end automatically.
This overview is not legal advice. The cantonal conciliation authorities and homeowners’ and tenants’ associations can help with questions.
Frequently asked questions
May I ask for a copy of an ID card?
Only once a contract is about to be concluded. For the selection, name and contact details are enough.
How old may the debt collection extract be?
Usually no more than three months.
May I ask about income?
Yes, it matters for affordability. With the application a range is usually enough; payslips only before the contract.