Use consistent lawful criteria and collect only information needed for the tenancy decision.
Agree relevant criteria first
Discuss the proposed tenancy, the home's lawful capacity and the evidence needed to assess whether applicants can meet their obligations. Record the criteria before comparing people. Do not use personal characteristics protected by law as shortcuts for suitability. A consistent process helps the owner understand the recommendation without requesting unnecessary personal information.
Ask how information is handled
Viewing and application
Check what information is collected at each stage and why. The Privacy Commissioner distinguishes basic viewing contact details from information needed for an application.
References and checks
Ask how consent is obtained, when checks are appropriate and how the manager verifies the information. Do not assume every check can be run on every person immediately.
Owner recommendation
Request a relevant summary of the assessment and any unresolved questions. Agree how the decision is recorded without circulating full application documents unnecessarily.
Storage and deletion
Ask who can access records, how applicants are informed about use of their information and how long unsuccessful applications are retained.
Avoid intrusive requests
The Privacy Commissioner's rental guidance says landlords should not collect information such as spending habits, social media URLs or protected personal characteristics for tenant selection. Do not ask for a complete bank transaction history to judge someone's lifestyle. Ask your manager to explain the lawful evidence needed for the decision and how an applicant can correct inaccurate information.
Understand what screening can and cannot do
Mellow's residential service includes tenant sourcing and screening. Ask the team to explain its current process and how it follows Tenancy Services and privacy guidance. Checks inform a decision; they cannot promise that no issue will arise during a tenancy. Combine careful selection with clear agreements, timely maintenance and respectful ongoing communication. This guide is general information and does not replace advice on an individual application.
Sources and further reading
Reviewed 30 September 2026. Confirm current terms for your own property.
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