Redacting a copy of your ID card: This data may be removed

A copy of an identity card contains significantly more information than is needed for many identity checks. Anyone who sends it unredacted is frequently passing on the serial number, access number, photograph and personal characteristics in addition to name and address. This is not automatically necessary. The principle of data minimisation also applies to copies of ID cards.

When is a copy of an ID card permissible?

The BfDI explains regarding the identity card that it must first be checked whether simply presenting the card and a note such as "identity card has been presented" suffice. A copy must not become the standard if a less intrusive means achieves the same purpose.

If a copy is needed, it must be made with the card holder's consent, recognisable as a copy and limited to the identification purpose. The recipient must destroy it as soon as the purpose has been achieved. Data subjects must be informed of redaction options.

Which data may be redacted?

There is no universal list for every purpose. The benchmark is always: which details are needed for the specific identity check? The BfDI names in particular the printed access number and the serial number as data that can be redacted for reasons of data economy.

According to a BfDI statement, the photograph, the machine-readable zone, height and eye colour can additionally be unnecessary in certain access or complaint procedures. This depends on the respective purpose, however.

• Frequently required: name, date of birth and, if applicable, address.
• Frequently not required: access number, serial number and machine-readable zone.
• Dependent on the purpose: photograph, nationality, height, eye colour and signature.

Clearly mark the copy

A copy of an ID card must be permanently recognisable as a copy. Add a visible purpose limitation, for example "Copy only for identity verification at [recipient], date". Place the notice so that it cannot easily be cut off, while the required data remains legible.

Redacting and sending securely

A black bar in a PDF file can be reversible. Remove the data irreversibly and check the finished file. The BfDI also advises against sending ID card copies by unencrypted email. If possible, use an encrypted upload portal or another protected transmission channel.

1. Clarify purpose and recipient in writing.
2. Use only the required front or back sides.
3. Irreversibly redact the data that is not required.
4. Mark the copy with purpose, recipient and date.
5. Check the export and transmit it securely.

The free document check helps to find personal details in the PDF. The decision on which ID card data is required must then be made consciously and with reference to the purpose.

Conclusion

A copy of an ID card is not a blank cheque for collecting data. First check whether simply showing the card suffices. If a copy is necessary, redact all details that are not needed, clearly mark the copy and choose a secure transmission channel.