What am I allowed to ask tenants in Switzerland (for agencies)?

The reference is the Swiss data protection authority's leaflet on rental application forms (EDÖB, Merkblatt zu Anmeldeformularen für Mietwohnungen, 15 July 2025). It describes a two-stage process. On the application form, which every interested person fills in, you ask only for the basic data needed for a preselection: identity and contact details, date of birth, whether the person is Swiss or foreign with the type and expiry of the residence permit, occupation, employer and income, how many people would move in, pets, and a copy of the debt extract (Betreibungsauszug). Proofs such as an ID copy or payslips may in principle be requested only from the applicant you select, and references only for candidates in serious consideration. Civil status, religion, health and other sensitive data are not asked. aptari's listing flow blocks filters on protected characteristics, and the applicant inbox ranks people by Match Score on what is allowed to matter.

The Swiss data protection authority has published a leaflet on rental application forms: EDÖB, Merkblatt zu Anmeldeformularen für Mietwohnungen (created 19 June 2024, updated 15 July 2025). It is the reference a careful agency works from. The guiding principle: collect only what you need to choose a tenant, and collect it in two stages.

Stage 1: the application form (all interested people)

Basic data needed for a preselection:

Identity and contact: name, address, phone, email, date of birth
Swiss or foreign, with the type and expiry date of the residence permit
Ability to pay: occupation, employer, income
Household: how many people would move in
Pets and, if the listing has a rule, smoking
Debt extract (Betreibungsauszug): a copy may be requested from all applicants

Stage 2: proofs (the selected applicant)

Proofs such as a copy of the ID, payslips or a salary certificate may in principle be requested only from the applicant you select. The leaflet calls it disproportionate to demand every proof from the often large number of people who apply. References may be taken only for candidates in serious consideration.

Not permitted

Questions that are not needed to assess a tenancy: nationality as such (Swiss or foreign plus permit is enough), civil status, religion, health (including pregnancy), political views, sexual orientation, criminal proceedings. A photo is not needed to assess a tenancy; bank details belong to the contract stage.

After the lease is signed

The forms and attachments of the applicants who were not chosen must be destroyed, unless there is a specific justification such as a waiting list the applicant agreed to.

How aptari helps agencies do this right

Portals give you an inbox. aptari gives you a ranked shortlist: every applicant scored by the same rules, with the reasons shown. You decide. Match Scores per plan: Starter 5 a month after the trial, Growth 1,000 a month, Enterprise unlimited. When you create a listing, a built-in check blocks any filter on a protected characteristic. Your applicant inbox is ranked by Match Score on the things that are allowed to matter (income against the rent, dossier completeness, checked documents and the listing's smoking and pet rules).

Source: EDÖB, Merkblatt zu Anmeldeformularen für Mietwohnungen, 15 July 2025.

See discrimination in tenant selection and how to rank applicants fairly.

General information, not legal advice.