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Who Else Has Seen Your Tenant's Social Security Number?
Pull up the last rental application you approved and look closely at everything on it: a birth date, a Social Security number, bank statements, an employer's name. Now think about every person who has seen that file since you approved it. Under Oregon House Bill 4123, who gets to see that information is no longer just a best-practice question. It's the law.
This guide breaks down what HB 4123 protects, when sharing is still allowed, how the rule affects home sales, and what a violation can cost. At The Alpine Group, we help rental owners across Portland, Beaverton, and the surrounding metro stay ahead of Oregon landlord-tenant law with documented, compliance-first Portland property management systems.
Key Takeaways
- Privacy is now law: HB 4123 restricts when landlords can disclose confidential information about tenants, former tenants, applicants, and their household members.
- The list is broad: Protected data goes beyond Social Security numbers to include phone numbers, email addresses, employer details, and immigration status.
- Exceptions are narrow: Sharing is allowed only for specific purposes, such as written consent, screening, repairs, and court-ordered disclosures.
- Sales need redaction: Sellers can share lease copies with buyers before closing, but every piece of confidential information must be blacked out first.
- Knowing violations are costly: An affected individual can recover an amount equal to twice the monthly rent.
What Oregon House Bill 4123 Actually Does
HB 4123 adds a new tenant privacy rule directly into Oregon's residential landlord-tenant statutes.
The bill passed the Oregon House on February 17, 2026, and the Senate on March 2, 2026. It was added to ORS chapter 90 and took effect on June 5, 2026. You can review the bill history and enrolled text on the Oregon Legislative Information System.
Who the Law Covers
The rule protects current tenants, former tenants, applicants, and members of their households. That means your obligations don't end at move-out or when you deny an application.
For landlords, this matters because sensitive data tends to linger. Old applications, email threads, and shared drives can all become liabilities if they're accessed or forwarded carelessly.
The Confidential Information Landlords Must Protect
The law spells out exactly which details count as confidential, and the list is longer than many owners expect.
Under HB 4123, you may not disclose a tenant's or applicant's:
- Date of birth
- Social Security number, taxpayer ID number, or other government-issued ID
- Phone number
- Email address
- Banking information, tax returns, W-2s, or sources of income or financial assistance
- Employer's name or address, or employer-issued ID
- Immigration or citizenship status, or membership in a protected class
- Records related to asserting rights as a survivor of domestic violence, sexual assault, bias crimes, or stalking, including under the federal Violence Against Women Act
- Medical or disability records
Everyday Details That Now Count
Social Security numbers and bank records are obvious. Phone numbers, email addresses, and employer names are easier to overlook, yet they're protected too.
A group text that includes several residents, or a casual mention of where a tenant works, could cross the line. Building awareness of these everyday details is the first step to avoiding an accidental disclosure.
When Disclosure Is Still Allowed
HB 4123 doesn't stop you from running your rental, but it does limit sharing to seven specific situations.
A landlord may disclose confidential information only:
- With the individual's separate written consent
- As required by a court order, judicial warrant, or subpoena
- To communicate with grantors, auditors, or preparers for affordable housing compliance
- To run background or credit checks when screening an applicant
- To share a phone number or email for repairs, maintenance, or utilities and services
- To respond to a reference request from a potential landlord
- For the landlord's own insurance claim, collection matter, or administrative or court action
Watch the Fine Print on Subpoenas
Court orders and judicial warrants or subpoenas qualify. Administrative warrants and administrative subpoenas do not.
If an agency requests tenant records without a judge's signature, pause and get legal guidance before responding. A quick call to your attorney is far cheaper than a damages claim.
Keep Every Disclosure Purpose-Limited
Each exception is tied to the word "necessary." Sharing a resident's phone number with a plumber so they can schedule a repair is fine; sending that vendor the full lease file is not.
Our tenant screening and maintenance services are built around this principle, so vendors and screening partners receive only what they need to do the job.
Selling a Tenant-Occupied Property Under HB 4123
Selling a rental with a tenant in place now requires extra care before closing day.
The statute doesn't create a separate exception for real estate sales. Once the sale closes, the buyer becomes the new landlord, and tenant records can transfer with the property.
Before closing, however, a prospective buyer is a third party. Sellers can still share lease copies during due diligence, but all confidential information in those leases must be redacted first. A tenant's name isn't on the confidential list, so it can stay.
If you're weighing a sale, our Portland real estate team can help you prepare compliant documents for buyers.
Tenant privacy and owner protection now go hand in hand. The landlords who handle personal data with care are the ones who avoid the most expensive surprises.
What a Knowing Violation Can Cost You
The penalty provision is simple, but the financial impact can add up quickly.
If a landlord knowingly violates HB 4123, the individual whose information was disclosed may recover an amount equal to twice the monthly rent of the tenancy or prospective tenancy. For a unit renting at $2,000, that's a $4,000 claim from one person.
Why Household Size Matters
The law protects every household member, not just the person who signed the lease. If one unredacted document exposes data for several people, each of them could have a claim.
That kind of exposure can quickly outweigh a month's cash flow. Consistent processes and clear financial reporting help owners avoid surprises that eat into returns.
Practical Steps to Keep Your Rental Compliant
A few process changes can dramatically reduce your risk under the new law.
Audit Where Tenant Data Lives
Map every place sensitive information is stored, including email, cloud folders, paper files, and software. Limit access to the people who truly need it.
Tighten Vendor Communication
Give contractors only the contact details required to complete a repair. Avoid forwarding full applications or lease packets to anyone outside your team.
Use Written Consent When in Doubt
If a disclosure doesn't clearly fit an exception, get separate written consent from the individual first. Keep a signed copy in the file.
Standardize Reference Responses
When another landlord calls for a reference, share only what's necessary to answer the request. A short, consistent script keeps everyone on the same page.
Good data habits aren't paperwork for paperwork's sake. They're a quiet layer of insurance that protects your rental income every single day.
Frequently Asked Questions
Below are answers to the questions Portland and Beaverton landlords ask most about HB 4123.
Does HB 4123 apply to information I collected before the law took effect?
Yes. The law regulates disclosures, so any sharing after June 5, 2026, must follow the rules, no matter when you collected the data.
Can I share a tenant's phone number with a contractor?
Yes, as long as it's necessary for repairs, maintenance, or utilities. Share only the contact details the vendor needs and nothing more.
Can I still give a reference to another landlord?
Yes. You may respond to a reference request from a potential landlord, but keep your answer limited to what's necessary.
Protect Your Tenants' Data and Your Bottom Line
HB 4123 makes tenant privacy a core part of responsible rental ownership in Oregon. Knowing what's protected, when sharing is allowed, and how to handle sales keeps you clear of costly claims and builds trust with residents.
The Alpine Group manages rentals across Beaverton, Portland, and nearby communities with documented systems designed for Oregon law. Call us at 503.641.4620, schedule a consultation, or Contact Us to see how we can protect your investment.
