Rental Contracts and Personal Information Protection: The Latest Rules [2026 Edition] — Your Rights and Precautions When Applying for Residency

When Personal Information Is Requested During Rental Applications

When applying for a rental property, the application form requires basic information such as name, address, contact information, workplace, and annual income. Additionally, during the guarantor company's screening process, credit information bureaus are consulted. In recent years, the submission of identity verification documents (such as My Number cards, driver's licenses, and residence cards) has become standardized, and the types and volume of personal information provided tend to increase year after year.

This information is used not only for determining occupancy approval but also for multiple purposes, including registration with credit information bureaus (such as LICC and CGO) with which rent guarantee companies are affiliated, and notification to emergency contacts. It is important to accurately understand where and how your information is being used.

The Impact of the Personal Information Protection Law on Rental Contracts

The 2022 amendment to the Personal Information Protection Law strengthened the obligations of personal information handling businesses (such as real estate companies and guarantor companies). As of 2026, the implementation has become even more mature, and key points tenants should know are as follows.

Obligation to Disclose Intended Use Real estate companies must clearly state or announce the intended use of personal information when obtaining it. Check whether your application form states "Intended use: occupancy screening, provision to guarantor company, emergency contact, etc." Vague descriptions or failure to disclose the intended use are legally problematic.

Obtaining Consent for Third-Party Disclosure Information sharing between guarantor companies, landlords, and property management companies constitutes "third-party disclosure," and in principle requires the individual's consent. Check the consent section of your application form and verify that the destinations for information sharing are specifically listed.

Right to Request Disclosure, Correction, and Deletion You have the right to know how your personal information is stored (the right to request disclosure) and the right to request correction of inaccurate information (the right to request correction). If information is retained even after your application is rejected, you can request its deletion.

The Scope of Information Required to Be Provided When Applying for a Rental

Understanding the scope of legally acceptable information disclosure makes it easier to handle improper requests.

Generally Expected Information to Provide

• •Name, date of birth, address, contact information
• •Workplace name, industry, years of employment, annual income
• •Information about a joint guarantor or guarantor company
• •Identity verification documents (ID numbers such as driver's license or My Number card are not necessary)

Requests That May Be Legally Problematic

• •Provision of My Number (individual number) (collection is prohibited in rental contracts)
• •Sensitive personal information such as race, belief, social status, medical history, or criminal record
• •Detailed inquiry into workplace relationships or family composition

If you are asked to provide your My Number, you can refuse by stating that My Number is not permitted to be used in rental contracts.

Credit Information Bureau Inquiries and Rental Screening

Most rent guarantee companies conduct inquiries with credit information bureaus during the occupancy screening process. The mechanisms of credit information and the roles of CIC and JICC are explained in detail in Complete Guide to Credit Information (CIC, JICC) and Personal Data Handling When Applying for Rental Accommodations.

Major Credit Information Bureaus

• •CIC (Credit Information Center): Credit card and loan payment history
• •JICC (Japan Credit Information Organization): Information on consumer finance and credit
• •LICC (National Rental Guarantee Association) and CGO (National Rent Guarantee Platform): Systems for sharing rent arrears history

If you have a history of rent arrears at a rental property or late credit card payments, it may affect your screening results. Since you can request disclosure of your credit information through each bureau's website or office, it is recommended that you check your information before the screening process.

Credit information is retained for a certain period (approximately five years for arrears information registered with LICC), but can often be deleted upon request after the issue is resolved or paid off.

How to Address Improper Handling of Personal Information

If personal information is improperly handled during the rental application process, you can consult the following offices.

Personal Information Protection Commission The supervising body of the Personal Information Protection Law. If a real estate company or guarantor company is improperly handling personal information in violation of the law, you can file a complaint or seek consultation (official website: ppc.go.jp).

National Consumer Affairs Center and Consumer Affairs Centers Consultation office for general rental contract issues. They also handle issues related to personal information (consultation hotline: 188).

Real Estate Transaction Business Association Complaint office for misconduct by real estate companies. This also covers excessive requests for personal information and improper use beyond stated purposes.

Personal Information Management After Signing a Rental Contract

After the contract is signed, personal information continues to be held by property management companies, landlords, guarantor companies, and others. After moving out, you can request deletion of your information, but during the legally mandated retention period (approximately 5 to 7 years for contract-related documents), certain information may be retained for a specified time.

Rental contracts and statements of important matters often include provisions regarding the handling of personal information, so be sure to review them before signing. It is important to ask questions about any unclear points on the spot and give your consent only after understanding fully.

Summary: Personal Information Checklist When Applying for a Rental

Keep the following points in mind to properly protect your personal information when applying for a rental.

• •Check that your application form clearly states the intended use and identifies third parties to whom information will be provided
• •Refuse to provide your My Number (collection is prohibited in rental contracts)
• •Ensure you receive an explanation that credit information bureaus will be consulted during the guarantor company's screening
• •You can refuse to provide sensitive personal information such as race, medical history, or criminal record
• •Confirm the retention period for your information after rejection and the method for deletion
• •Read the contract's provisions regarding personal information handling and give your consent

Personal information is difficult to reclaim once provided, so handling it carefully from the rental application stage protects your privacy. Do not hesitate to consult with a consumer affairs center or the Personal Information Protection Commission if you have any questions or concerns.

Complete Guide to Statutory Lease Renewal — How Automatic Renewal Works and What Tenants Need to Know

When you accidentally miss a renewal notice or your contract period ends without a word from your landlord—this guide explains the "statutory renewal" system that applies in such situations. It covers the advantages for tenants and the pitfalls to watch out for.