Identity document when travelling

Identity document when staying overnight in the Netherlands

Do you stay overnight at a hotel, bed & breakfast (B&B), campsite or holiday park in the Netherlands? Then the owner (or an employee) of this accommodation is not allowed to make a copy, scan or photo (hereinafter: copy) of your identity document, such as your passport or identity card.
The owner or employee is obliged, though, to note down some data from the identity document of the booker. That is the person who booked the accommodation. Partners travelling with the booker, underage children and travel groups do not fall under this obligation.

Night register
 

According to the Dutch Criminal Code, the owner has to keep a night register. In this register, the owner establishes the identity of every booker. The owner has to register the following personal data of the booker:

• name;
• place of residence;
• type of identity document;
• day of arrival and day of departure.
   

Note: The owner is not allowed to register the citizen service number (BSN).

Identity document when staying overnight abroad

Do you stay overnight at a hotel, bed & breakfast (B&B), campsite or holiday park outside the Netherlands? Then it may vary from country to country whether the owner or an employee of this accommodation is allowed to make a copy of your passport or identity card.

Within the EEA

Throughout the European Economic Area (EEA), the same privacy law applies as in the Netherlands, namely the General Data Protection Regulation (GDPR). And pursuant to the GDPR, making a copy of someone's identity document is only permitted if there is a necessity. Such necessity may be a legal obligation. For example, with the aim of ensuring public order or safety. That is why the rules may vary from country to country.
Does the owner or an employee of the accommodation ask for a copy of your passport or identity card? Ask then why this is necessary. Maybe the owner or employee will also agree to noting down certain data from your identity document.

Outside the EEA

The GDPR does not apply outside the EEA. It is therefore possible that employees of an accommodation in a country outside the EEA are allowed to ask for a copy of your passport or identity card if you want to stay the night there.

Child travelling abroad

Is your underage child going abroad without you, for example, on a holiday with your ex-partner? Or on a school trip abroad? Then you have to give consent for this.
You give consent in writing. For example, by filling in a form and giving it to your child. You also have to provide a copy of your identity document along with the form.
You are allowed to render certain data, such as your citizen service number (BSN), illegible in this copy. This is important for the prevention of fraud with your identity document. Only your name and signature have to remain visible.
At the border crossing, the Royal Netherlands Military Constabulary will check whether the signature on the consent form is the same as the signature in the copy of your identity document.
 

Also see: Traveling with children on the website of the International Child Abduction Center (Center IKO).