Shield passport
Establishing someone’s identity has become an important part of various business processes. From financial institutions to healthcare providers, there are several sectors where companies have the right to ask for proof of identity. It is important to protect sensitive data in passports and ID cards. Identity fraud and data breaches can lead to serious financial and legal consequences for both individuals and companies. But how can individuals and companies deal with this?
EntrD’s FileFactory offers an advanced solution for anonymizing personal data in passports and IDs. With FileFactory, companies can easily comply with privacy legislation, strengthen customer trust and minimize risks.
Which companies are allowed to establish an identity?
- Financial institutions
Banks and other financial institutions are legally required to establish the identity of their customers. This is laid down in the Money Laundering and Terrorist Financing (Prevention) Act (Wwft). The aim of this is to prevent financial crime and to comply with international regulations. - Healthcare institutions
Healthcare providers may ask for identification to ensure that the right person receives the right care. This is especially important in hospitals and other medical settings to prevent errors and protect patient privacy. - Employers
When hiring staff, employers must check the identity of their employees. This is a requirement under the Identification Obligation Act and is intended to combat illegal employment and ensure correct payroll administration. - Telecom companies
Telecom companies must verify the identity of their customers when concluding a contract for mobile telephony or internet services. This helps prevent fraud and abuse of telecom services. - Government institutions
Various government agencies may ask for proof of identity, for example when applying for benefits, subsidies or other services. This helps to ensure that the services reach the right people.
When can companies ask for proof of identity?
Asking for proof of identity must always be justified and in accordance with the law. Here are some situations in which this is appropriate.
- When opening a bank account
This helps to comply with anti-money laundering regulations - When entering into an employment relationship
To comply with labor and tax laws - When taking out insurance
To prevent fraud and to ensure that the policy is correct - When accessing certain buildings or events
For security purposes and crowd control
Transparency about the use of an identity document
It is crucial that businesses are transparent about why they require a copy of an ID and how this information is used and protected. Here are some guidelines that businesses should follow:
- Clearly communicate what the reason is
Companies must clearly explain why a copy of an ID is needed. This could be for example to verify your identity when entering into a contract or for security purposes. - Data protection
Companies are required to protect personal data. This means that copies of IDs must be stored securely and only accessible to authorized personnel. - Limiting data collection
Only ask for the necessary information. In many cases, it is not necessary to make a complete copy of an ID. It is often sufficient to note specific information, such as name and date of birth. - Deletion of data after use
After use, the data must be securely deleted, unless there is a legal obligation to retain it for longer.
Companies without legal obligation
There are also situations in which companies that are not legally required can still ask for proof of identity. This can be the case if there really is no other option, for example to prevent fraud or to ensure safety. Think of the following types of companies:
Rental companies
To verify who is renting their property and to prevent theft or damage.
Service providers
For example, car rental companies or companies that rent expensive equipment may ask for ID to verify the renter’s identity
Asking for proof of identity by companies is a practice that is firmly anchored in legislation and regulations. The aim is to ensure security, integrity and fairness in various sectors. Every consumer has the right to know why data is collected and how it is protected. Transparency and care in the handling of personal information are essential to maintain trust and prevent abuse.
How can consumers protect their personal data?
Consumers have the right to protect their personal information when asked for a copy of their ID. Here are some ways to do this:
- Using the KopieID app
With the KopieID app of the central government, consumers can easily make a secure copy of their identity document. This app allows consumers to shield sensitive information, such as citizen service number (BSN), and add a watermark with the purpose of the copy. This significantly reduces the chance of data abuse. - Make your own shielded copies
The consumer can make a copy of an identity document themselves and shield sensitive information by, for example, crossing it out or covering it before the copy is provided. It must be ensured that essential information such as name and date of birth are still visible.
Which data should be crossed out on an ID or passport?
An identity card contains various data that are important for identification purposes. When a copy of an ID has been made, it is wise to cross out the data below. A passport contains more data than an identity card and therefore requires extra attention when anonymizing.
Identity card (ID)
- Citizen Service Number (BSN)
The BSN is a unique number used by various government services. This number must always be shielded to prevent it from being misused for identity fraud. - Identity card number
This number identifies the document itself. Although less sensitive than the BSN, this number can also be misused. - Photo
The passport photo can be shielded, especially if it is not needed for the specific purpose of the copy. This helps to prevent a photo from being used for unwanted purposes. - Signature
A signature can also be shielded to prevent it from being copied and used for fraudulent activities.
Passport
- Citizen Service Number (BSN)
As with the ID, the BSN must be shielded to prevent identity fraud. - Passport number
The passport number is specific to a passport and can be misused if it falls into the wrong hands. It is wise to make this number partly illegible. - Machine Readable Zone (MRZ)
The MRZ is the two-line strip of text at the bottom of the passport page. This zone contains concentrated personal information that can be easily read by machines. It is important to cover the MRZ completely. - Photo
As with the ID, the passport photo can be hidden if it is not needed for identification. - Signature
The signature on a passport can also be shielded to prevent identity theft.
Our solution for companies? FileFactory
EntrD’s FileFactory offers companies an advanced solution for anonymizing personal data in passports and IDs. FileFactory helps companies to efficiently and securely anonymize sensitive information on IDs. The tool uses advanced technology to automatically detect sensitive information such as Citizen Service Number (BSN), passport number, Machine Readable Zone (MRZ), photo and signature and make them unreadable by covering or crossing them out in digital copies of IDs and passports.
Would you like to receive more information or would you like a product demonstration? Please contact us!
Benefits of the FileFactory
- GDPR Compliance
By effectively anonymizing sensitive data, FileFactory minimizes the risk of privacy violations and prevents high fines and legal complications. - Customer trust
Customers value companies that handle their personal data with care, and by being transparent about your use of anonymized copies of IDs and passports, your company builds trust with customers, which can lead to improved customer relationships and loyalty. - Efficiency and cost savings
Manually anonymizing data can be time-consuming and error-prone, but FileFactory automates this process, making it faster and more efficient. This reduces the workload on employees and lowers operational costs. - Protection against data breaches and identity theft
By anonymizing sensitive information, you reduce the risk of this data falling into the wrong hands, which contributes to better security of your company data.
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