Copy of your ID: what can you do?
Sometimes an organisation wants to or has to establish your identity. This means: verify if you really are who you say you are. For example, for the prevention of fraud. Does an organisation ask for a copy ID, meaning a copy, scan or photo of your identity document for this verification? Sometimes this is allowed, but often it is not. Here you can read what an organisation is allowed to do with your identity document. And what you can do yourself to run a lower risk of, for example, identity fraud.
On this page
Copy ID with statutory obligation
An organisation may have a statutory obligation to check your identity. This means that they are obliged to do this because a law says so. Sometimes an organisation is allowed to ask for or make a full copy, scan or photo of your identity document (hereinafter: a copy ID).
For example:
- Your employer has to make a copy ID when you take up employment.
- Your bank is allowed to make a copy ID when you become a customer.
The organisation has to inform you exactly why you have to provide a copy ID.
A full copy (also called a 'clean' or unedited copy) means that all your personal data are visible. You are therefore not allowed to:
- write anything on the copy;
- render data illegible on the copy, such as your passport photo;
- affix a watermark in the copy.
Copy ID without statutory obligation
Is an organisation not permitted by law to ask for or make a copy ID? Then this will only be allowed if there really is no other option. This means that the organisation first has to ask itself the question if there is any other way to achieve the same aim for which the organisation does not have to make a copy ID.
Is there really no other way? Then the organisation is allowed to ask for or make a blocked copy of your identity document. This means that the organisation has to render your citizen service number (Dutch BSN) and passport photo invisible. Or that you are allowed to do this yourself.
If you have blocked your BSN and photo in the copy, there are still personal data on your identity document. These are your full name, date of birth and the date and place of issue. An organisation must always take a critical look at these data to see whether all those data are necessary.
Blocking data on copy ID
You can use the KopieID-app of the Dutch Ministry of the Interior and Kingdom Relations to render your BSN and passport photo invisible. With this app, you can choose for yourself which data you block. You can also render certain data illegible on a paper copy yourself.
Note: You are not allowed to block data if an organisation is permitted by law to ask for a full copy ID.
Watermark or writing on copy ID
To minimise the risk for yourself further, you can use the KopieID-app to affix a watermark in the copy. In this watermark, you state the purpose and the date of the copy.
You can write on a paper copy for which organisation the copy is intended. Also write down the date on which you provide the copy. For example: ‘Copy for [name of the organisation, such as a car rental company or hotel] of [date]’. You can ask the paper copy back at the end.
Note: In some cases, an organisation is permitted by law to ask for and store a clean copy ID of you. In that case, you are not allowed to affix a watermark or write on the copy.
Copy ID in the case of request for access
Do you want access to your personal data, one of the rights you have under the privacy law GDPR? Then the organisation that you ask for access is required by law to establish your identity. In this way, the organisation prevents access to your data being given to someone who uses your name.
The law does not say how the organisation has to establish your identity. In any case, the organisation is not allowed to ask for your identity document without a good reason.
Can the organisation also establish your identity in another, less far-reaching way? Then the organisation has to opt for that way.
Example: You want to access your data at an online shop. Your customer number in combination with your name and address will usually be enough for the shop to check your identity.
Does the organisation really need your identity document for checking your identity? And do you prefer not to send a copy? Then you can drop by at the organisation and show your identity document, if this is possible. A copy ID is not necessary in that case.
Does the organisation indicate that a copy ID is necessary for obtaining access?
- Then you are allowed to block your BSN and photo.
- In addition, you can affix a watermark or write something on the copy.