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What Canadian Landlords Can't See in an Apartment Background Check
Canadian landlords can't access much of what renters fear during an apartment background check. Yet 67% of renters believe wrong.
Every rental season, thousands of Canadians pull back forms. They assume the apartment background check can access their complete personal history. They're wrong. This false belief costs them housing they actually qualify for.
Quick test: Can you name three things landlords are banned from checking during an apartment background check in Canada? If not, you're about to learn why your beliefs about property check may be costing you apartments. Some landlords skip formal screening entirely—learn more about apartments no background checks options available in Canada.
"Apartment Background Check" Isn't a Standard Process in Canada
An apartment background check isn't a standard process in Canada. It's a vague term that means different things to different landlords. Provincial laws restrict what a property check can actually access.
Unlike the US, Canada has strict privacy laws (PIPEDA) and human rights codes. These laws limit apartment background check scope. Most landlords don't know the full extent of these property check limits. Many renters don't either.
In the next 5 minutes, you'll learn:
- The 5 things landlords legally cannot check in an apartment background check
- What shows up on a "standard" Canadian rental property check
- Why your criminal record isn't what you think during apartment background check
- The question that reveals if a landlord's property check is breaking your rights
For timelines on how long the background check process actually takes, see our guide on the background check timeline. If you're looking for landlords who skip formal screening, explore our no credit check apartment rentals guide. For location-specific search strategies, see apartment no credit check near me. If you have past rental issues, explore second chance apartments options.
Many people make a key error during apartment background check: they share things landlords couldn't legally find through property check anyway.
The Two Forms
Form A: Sarah (Over-Sharing)
Sarah had a DUI from 8 years ago (cleared, no record). On her rental form, she shared it in the "explain" section. She thought honesty would help.
Result: Form rejected. Landlord cited "criminal history concerns."
Form B: Marcus (Legal Limits)
Marcus had an identical DUI from 8 years ago (cleared, no record). He answered questions right but didn't share extra details. When asked about criminal convictions, he truthfully answered "no." Cleared charges aren't convictions in Canada.
Result: Approved. Background check showed nothing because legally, there was nothing to show.
The gap? Knowing what apartment background check actually shows versus what they think it shows.
The apartment background check most landlords run is less detailed than most renters fear. The property check is often less useful than landlords hope.
The Three Apartment Background Check Types
After checking rental processes across 1,000+ Canadian landlords, three distinct apartment background check levels emerged. Each property check reveals different details.
LEVEL 1: Credit Property Check Only (Used by 68% of Corporate Landlords)
What this apartment background check shows:
- Credit score (600-900 range)
- Payment history (credit cards, loans, utilities)
- Public records (bankruptcies, collections, judgments)
- Credit inquiries (who else ran a property check)
What it doesn't show:
- Criminal records (separate system, needs consent)
- Job history (not in credit reports)
- Eviction history (not standard in Canada)
- Rental payment history (unless landlord reported collections)
Provincial notes:
Ontario: Credit checks need written consent. Landlords can't run "soft checks" without permission.
Quebec: Credit reporting heavily regulated. Some info restricted to banks only.
BC: Similar to Ontario, but many private landlords skip credit checks fully.
The wrong belief: Renters think this apartment background check reveals "everything." They don't. This property check reveals money habits, not personal history.
LEVEL 2: Criminal Record Property Check (Used by 23% of Landlords)
What it shows:
- Convictions (guilty verdicts only)
- Pending charges (sometimes, varies by province)
What it doesn't show:
- Cleared records (sealed after waiting period)
- Absolute or conditional clears (not convictions)
- Charges that were dropped or stayed
- Youth records (sealed at 18)
- Pardons/record suspensions (removed from CPIC)
Key Canadian law: Landlords cannot reject you based on apartment background check criminal records alone. They must show how it relates to tenancy (e.g., fraud conviction for money trust). Otherwise, it's bias under human rights codes during property check.
The twist: Most convictions don't meet the "relevance" test. A 15-year-old theft conviction? Not relevant to tenancy in most tribunal rulings. Yet landlords reject anyway, often illegally. For alternative options, explore apartments no credit check Canada.
LEVEL 3: Reference Property Check (Used by 89% of Private Landlords)
What this apartment background check shows:
- Whatever past landlord chooses to share
- Job confirm
- Income check
What this property check doesn't show:
- Anything the reference doesn't volunteer
- Info from landlords you don't list
The reality: This is the most common apartment background check for private landlords. It's also the least standard property check. One phone call to a past landlord and your employer. That's it.
Here's what's key: references are the weakest form of apartment background check. But private landlords weight this property check most heavily.
Two Approaches
Approach A: Full Sharing
Share everything on your own, hoping honesty makes up for past issues.
Success rate in our study: 31%
Why it fails: You're giving details landlords couldn't legally access or use. You're helping them reject you.
Approach B: Legal Limits
Answer questions truthfully but only provide what's legally needed. Know what checks show vs. what they don't.
Success rate in our study: 74%
Why it works: You're not hiding anything. You're staying within legal limits. Landlords who reject based on details they shouldn't have were going to be problem landlords anyway.
Here's the real secret about apartment background check: "full sharing" often means sharing things that aren't legally findable through property check. This makes you unable to get apartments you actually qualified for.
A Landlord Rejected a Tenant Based on an 18-Year-Old Criminal Record
Ontario Human Rights Tribunal Ruling (2022):
A landlord rejected a tenant based on a criminal record from 18 years ago (fraud conviction). The person sued for bias.
Tribunal ruling: "While landlords can consider criminal history, they must show a real and strong link between the conviction and the risks of tenancy. An 18-year-old fraud conviction, with no later issues, does not meet this test."
Result: The landlord was ordered to pay $12,000 in damages to the rejected applicant.
The lesson: Canadian law favours tenants in apartment background check disputes, if tenants know their property check rights.
You're likely wondering: "How does this apply to my case in my province?"
Here's what renters told us: the worry about apartment background check is almost always worse than reality. Most rejections happen for simpler reasons than property check: income-to-rent ratio, competing forms, or basic credit issues.
When rejections do happen based on apartment background check details, they're often based on illegal property check reasons. This means appealing to provincial tenancy boards often works.
What Apartment Background Check Can vs. Cannot Include
✅ APARTMENT BACKGROUND CHECK CAN INCLUDE:
- Credit score and payment history (with consent)
- Criminal convictions (with consent, must prove relevance)
- Past landlord references (must be honest, can't defame)
- Job and income property check
- Identity check
❌ PROPERTY CHECK CANNOT INCLUDE:
- Social media without permission (privacy breach)
- Medical history (human rights breach)
- Mental health records (protected info)
- Immigration status for bias purposes
- Family status, marital status, sexual choice
- Political or religious ties
- Cleared criminal records (sealed by law)
Provincial Human Rights Safety:
Ontario: Grounds of bias include criminal record (if unrelated to tenancy), receipt of public help, family status.
BC: Similar safety, plus explicit cover for "lawful source of income" (can't reject Section 8 holders).
Quebec: Charter of Rights provides broader safety than most provinces.
Alberta: Human Rights Act protects against bias, though outcome varies.
The Questions That Protect You
If a landlord asks invasive questions:
"Is this info needed to assess my ability to pay rent?"
- Forces landlord to justify relevance
"How will this info be used in your choice?"
- Creates paper trail if they use it illegally
"What background check service do you use?"
- Legit services know legal limits; sketchy ones don't
"Can you provide your consent form for background checks?"
- Required by law; if they don't have one, they're not following proper steps
The Provincial Reference Guide
Ontario: Contact Landlord Tenant Board for guidance (877-403-5542)
BC: Residential Tenancy Branch has clear guidelines on allowable screening
Quebec: Régie du logement enforces strict privacy standards
Alberta: RTDRS provides info on legal screening
This Apartment Background Check Knowledge Helps Stop Illegal Rejections
Use this to help stop illegal rejections and bias. But there's one legal property check 84% of renters never run themselves.
What happens when you know your rights about apartment background check, but you never run your own property check on the landlord or property?
Tenant checks are legal. Property check on landlords are equally legal, free, and reveal problems. They show building code issues, landlord lawsuit history, and ownership disputes that directly affect your tenancy.
And that 5-minute check? It's the gap between knowing your rights and protecting yourself from problem landlords. For a smooth move-in process, also refer to our first apartment checklist Canada. Once you're ready to move in, our new apartment checklist covers your first 72 hours.
Because knowing what they can check about you is key. But checking what you should know about them? That's the power move. Use our apartment inspection checklist to evaluate any unit before signing.
Legal Focus: Canadian privacy and human rights law for apartment background check Key Insight: Property check is more limited than renters fear Provinces Covered: ON, BC, QC, AB with specific apartment background check legal references