Screening Mistakes for Tenants in the Netherlands

As a tenant in the Netherlands you may be asked for personal data during a screening process. That can be normal, but many landlords or agents request more information than necessary or use incorrect methods. In this guide I explain in clear language which personal data are reasonable to ask for, which questions may conflict with the GDPR, and what steps you can take if your privacy is breached. You will get practical tips to limit risks, template correspondence you can use, and clear guidance on when to seek help from the Rent Tribunal^[2] or legal assistance. The text is intended for tenants without a legal background.

Common screening mistakes

During screenings you often see the same mistakes. These errors increase privacy risks and may conflict with the GDPR or tenancy rules set out in the Civil Code Book 7^[1].

• Requesting an unredacted copy of an identity document without a clear reason.
• Asking for medical data or health information that is not relevant to the tenancy agreement.
• Requesting unlimited bank statements, payslips or information about income and payments.
• Collecting broad consent for all processing instead of relying on a specific legal basis or necessity.
• Failing to provide clear information about the purpose of processing and retention periods.

What is allowed and what to watch for?

A landlord may ask for data necessary to enter into the tenancy agreement, for example to assess whether you can pay the rent or to prevent identity fraud. Processing must be proportionate and based on a clear legal basis. Sensitive personal data, such as health information or criminal records, are generally not allowed unless there is an exceptional and justified reason.

Always ask why a document is needed, how long it will be stored and who will have access. Keep written records of answers and save copies of emails and messages with requests or consents.

What you can do if requests are unreasonable

• Request in writing which data are needed, the purpose and retention period, and keep a copy of the request.
• Offer alternatives such as references or a guarantor instead of full bank statements.
• Record every request: keep emails, screenshots and copies of documents.
• If there is no solution, consider advice or mediation via the Rent Tribunal^[2] and consult relevant legislation^[1].

FAQ

Can a landlord request a copy of my identity document?

Yes, but only if it is reasonable for the performance of the tenancy agreement. Landlords must limit what they ask for and explain why.

Can my landlord ask for bank statements or payslips?

Sometimes this can be allowed to assess affordability, but the request must be proportionate and alternatives should be possible.

What can I do if my privacy is breached?

Document the request, ask for deletion or restriction of processing, and seek help from the Rent Tribunal or legal assistance if necessary.

How-To

1. Ask in writing which data are required, the purpose and retention period, and keep a copy of the request.
2. Offer alternatives such as references, a guarantor or anonymised proof documents.
3. Refuse or redact unnecessary data and document every response from the landlord.
4. If discussion fails, seek advice from the Rent Tribunal^[2] or consult the relevant legislation^[1].

Key takeaways

• Do not share more personal data than necessary for the tenancy.
• Always request written clarification about purpose and retention.

Help and support

• [1] Wetten.nl – Civil Code Book 7 (tenancy)
• [2] Rent Tribunal – information and forms
• [3] Government.nl – general housing and regulatory information

1. [1] Wetten.nl – Civil Code Book 7 (tenancy)
2. [2] Rent Tribunal – information and forms
3. [3] Government.nl – general housing and regulatory information