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Employer / HR having a photocopy of your passport?

  • 23-03-2026 03:22PM
    #1
    Registered Users, Registered Users 2 Posts: 3,815 ✭✭✭


    Does anybody have any security concerns if your employer / HR has a photocopy or electronic copy of your passport?

    What if their IT system is breached? ( which does happen)

    Would that mean that the photocopy / electronic copy can be used for fraudulent purposes?



«1

Comments

  • Registered Users, Registered Users 2 Posts: 4,102 ✭✭✭antimatterx




  • Registered Users, Registered Users 2 Posts: 5,232 ✭✭✭stargazer 68


    Well they also have your PPS number and all your bank details so I doubt a copy of your passport is a big concern!



  • Registered Users, Registered Users 2 Posts: 2,847 ✭✭✭JMcL


    Regardless of how securely it's being stored (it is a valid concern) I'd personally ask "why do they need it?". If they can't give a (good) answer to that, then they may well be in breach of GDPR.

    As a data controller, if they're storing personal information they should have a data management policy. Long story short, personal data shouldn't be stored any longer than necessary, and only for the purpose it was collected. The other pieces of info mentioned, PPS and bank details, are needed so they can deal with Revenue and pay wages.

    You don't say what your employer does, so maybe their line of business does justify this. Otherwise, I can see why they might want to see a passport/driving license when you start (are you who they say you are?) and store it for the duration of your onboarding, but open-ended is a no-no without a very good and justifiable reason.



  • Registered Users, Registered Users 2 Posts: 27,985 ✭✭✭✭Strumms


    Id be wondering why they’d need it. I used to travel abroad about twice a year, three times tops and in booking travel I just provided everything to their contracted corporate travel agent.. basically filling in an online form and included the passport number when prompted PX23456789…

    Some companies there won’t be a rationale to it they just like having I dunno, I guess control and as much of an ‘in’ as possible.



  • Registered Users, Registered Users 2 Posts: 4,085 ✭✭✭Rocket_GD


    It's simply proof of identity, nothing to be concerned about.



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  • Moderators, Business & Finance Moderators Posts: 11,190 Mod ✭✭✭✭Jim2007


    Compliance with immigration law. Simple as that.



  • Moderators, Business & Finance Moderators Posts: 11,190 Mod ✭✭✭✭Jim2007


    First of all they need to be able to show that you are legally employed, so there is a need for it. And second almost anyone can generate a fake passport based on the information about you already in the public domain! I would not get excited about it.



  • Registered Users, Registered Users 2 Posts: 27,018 ✭✭✭✭Mrs OBumble


    Depends on the laws.

    They absolutely need to see documents which prove you have a right to work. And if that right might expire, they need to store the expiry date so they can monitor status.

    But do they need to store a copy, to prove what they saw? Or does HR-worker just need to tick a box to say that a valid passport has been seen?

    That's not always so clearcut.



  • Registered Users, Registered Users 2 Posts: 3,815 ✭✭✭tinytobe


    Thanks for that. I am not too bothered on they why needing it.

    It's just that my employer and myself parted on sour terms. During the course of me getting the sack, I used a lot of "straight talk" nothing derogatory, no f-words, nothing of that nature, just straight talk as my sacking had a lot more to do with not fitting into their kind of rather childish culture.

    Now they've got two passport copies of me ( I am a dual citizen ). I thus had grounds to think that they might do "something stupid" with it.

    However as the passport in today's world is biomentric, I take it, nobody else other than me can actually use it, - not even a criminal or some other fraudster.



  • Registered Users, Registered Users 2 Posts: 2,847 ✭✭✭JMcL


    Ah, now that's rather different from what you said in your OP. As a now ex-employer, regardless of any he-said, she-said, they have a legal obligation to delete any personal information on you once you're no longer on the payroll*

    (*with maybe some exceptions such as forwarding address)



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  • Registered Users, Registered Users 2 Posts: 3,815 ✭✭✭tinytobe


    Thanks for that answer. I didn't want to mention that initially in the OP. I should have. I thought that they'd still need the passport copy to certifiy even later on for auditors, compliance reasons, etc… that the employee had a right to work in the country or something like that.



  • Registered Users, Registered Users 2 Posts: 3,095 ✭✭✭skallywag


    If you have genuine concern that they are going to do something criminal with your details, then you need to go to the Guards immediately.

    That said, I am not getting from what you said why you really have ground to believe that they will act in this way? Have they form for doing this, etc.?



  • Registered Users, Registered Users 2 Posts: 2,482 ✭✭✭witchgirl26


    OP do you have any grounds to think they would do something shady with your passport at all? I mean really? Or are you overthinking?

    Realistically, yes an employer may retain a copy of your passport in a secure system for proof of right to work. However there have to be a lot of measures in place that not just anyone can go into a folder & get a copy of it. As for retaining it - most businesses would retain for maybe 6 months after an employee has left the business in case of any questions that may arise about the employment record but after that most will securely delete any information like that (while retaining a record of employment).



  • Registered Users, Registered Users 2 Posts: 3,815 ✭✭✭tinytobe


    Well, I think have written about my grounds to believe that, as we parted on a sour tone, I was sort of unfairly dismissed however couldn't prove that dismissal in a court of law, also it was during probation and during that time they can mostly do anything. But that's besides the point of it.

    I've naturally had my concernes, like what else do they have about me that might be sensitive, and the passport copies came up.

    That's probably the best answer, that after 6 months things get deleted, and until it's stored somewhere secure.



  • Registered Users, Registered Users 2 Posts: 27,018 ✭✭✭✭Mrs OBumble


    Untrue.

    They have a tax obligation to keep financial records for 6 years. That includes payroll data, including data about how they proved that the PPSN you gave really belongs to you.

    Depending on the industry, there may be lots of other data-retention requirements too, especially if the employee had access to sensitive data or vulnerable people.

    You can ask for incorrect data to be removed. But you cannot wipe out history.



  • Registered Users, Registered Users 2 Posts: 3,095 ✭✭✭skallywag


    So you think you were 'sort of' unfairly dismissed, while you were still on probation, and then thought it worthwhile to take your employer to court nonetheless? And there is no evidence at all that this employer will seek to use your details in a malicious way?



  • Registered Users, Registered Users 2 Posts: 4,085 ✭✭✭Rocket_GD


    To be honest I'd say your previous employer would probably be fed up dealing with you and would have no interest to deal with you in the future for any reason.

    They're not going to use your passport/data for anything malicious.



  • Moderators, Business & Finance Moderators Posts: 11,190 Mod ✭✭✭✭Jim2007


    You have no basis for this other than opinion…. Legal advice generally is to retain as little as possible and payroll requirements does not imply that the may keep anything else.



  • Moderators, Business & Finance Moderators Posts: 11,190 Mod ✭✭✭✭Jim2007


    It's time to let go….

    First of all you don't know if they evey retained a copy of your passport. It might have been destroyed along with other recruiting material, retained for a short period etc… I guess you could make a request to see what they have on you if you want… but then you probably convince yourself they are holding back on you, if it is not there.

    As for them doing something criminal… once you have got shot of a "problem employee", it is over and most people want to close the issue and move on not keep at it.



  • Registered Users, Registered Users 2 Posts: 3,815 ✭✭✭tinytobe


    Well, what I thought was a good company to work for turned out to be an issue where I didn't fit in. The job was a bit junior I admit, but it was still from a technological point of view possible.

    The main issue wasn't fitting in. As part of the job it meant sitting in an office and being forced to listen to rather loud chart music and commericals by some radio station all the time. The music was louder than normal, louder than in supermarkets, more like it would have fitted a company celebration.

    A conversation with my colleague sitting around 2 meters away from me at normal speaking volume wasn't possible

    Having a video conference wasn't easy either as I could often hardly understand the other parties taking part

    I also had the bad luck of sitting right next to the loudspeaker and a different desk in the office wasn't considered, even though I've asked.

    I've also reached out to HR, and sadly no result.

    And then it's a bit hard to concentrate, if you're familiarizing yourself with a lot of technical knowledge, but aren't really able to concrentrate longer term and sort of forced to listen to the same songs by Taylor Swift or Sabrina Carpenter.

    In the end, if 50 people in the office want something and the 51st has a problem then he must either accept or go. To me it was the latter. ( Albeit others also complained about the loud music, but they were sort of accepting to the issue more…)

    We parted on a sour way, as I was certainly not happy to accept a job loss and a dismissal just because the music was too loud.

    But again, during probation they basically can do everything and anything.

    Thus I was thinking, what do they have about me, and the question about passport copies came up.

    I hope that clears the matter up.



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  • Registered Users, Registered Users 2 Posts: 4,085 ✭✭✭Rocket_GD


    So you're saying you were dismissed because you complained about loud music?



  • Registered Users, Registered Users 2 Posts: 3,815 ✭✭✭tinytobe


    Yes, it was because of that or that was the cause of everything.

    In the end, I used "louder words and straight talk" ( no f words, obscenities or the likes I might add as I didn't accept that the loud music was the reason for me giving up a job) and that kind of straight talk on my part was deemed as "inapropriate behaviour" with company regulations and was in their eyes grounds for dismissal.

    I guess during probation they can do everything.



  • Registered Users, Registered Users 2 Posts: 3,095 ✭✭✭skallywag


    It does not clear it up at all.

    What makes you think that a company who leaves a problematic employee go at the end of their probation period would want to harm them in any malicious way through using data such as passport details etc.? What is your basis for believing this?



  • Registered Users, Registered Users 2 Posts: 3,095 ✭✭✭skallywag


    Is your meaning that you shouted at your colleagues in the workplace?



  • Registered Users, Registered Users 2 Posts: 6,274 ✭✭✭Deeec


    Didnt you have problems with your last employment aswell - I remember you had a problem doing mundane training. Hopefully you have better luck in your next job.



  • Registered Users, Registered Users 2 Posts: 3,815 ✭✭✭tinytobe


    I don't think you're exactly creating the right atmosphere to have a discussion about that.

    Well, not shouting but talking louder than normal, or being a little closer like half a meter to a meter maybe.

    I went for junior roles also in different industries as I didn't have any luck finding something fitting my experience. Salary was also below to strongly below expectations. Geography lessons for 7 year olds wasn't really something I could take, not for a salary I could barely live on. And that was only one minor part of the challenges.

    Luck in the job search in these times, one needs a bit more than luck.



  • Registered Users, Registered Users 2 Posts: 4,085 ✭✭✭Rocket_GD


    Well, not shouting but talking louder than normal, or being a little closer like half a meter to a meter maybe.

    So it seems you spoke aggressively to your boss standing closer than you would be to most people during probation and you're surprised they let you go?

    Seems extremely reasonable.

    They won't want to deal with you again, they won't do anything with your passport if they even still have it saved, move on and try and learn a lesson from this.



  • Registered Users, Registered Users 2 Posts: 3,815 ✭✭✭tinytobe


    It was clear from day one that given the music was so loud, it would never work out.

    The kind of work was also far too technical to ever be handled whilst the music was that loud, as it caused distraction.

    How the others my age handled that, I don't exactly know. The colleague sitting next to me said, that he was more productive working from home than from the office, in response to myself stating to him that the music was too loud.

    Reaching out to HR didn't get me anywhere.

    Speaking to management also gotten me nowhere, - turning off the music or sitting at a different desk where the blaring wasn't as strong was considered as not in line with the company culture.

    So you can defend the employer all you want, or deny that youre doing that, but that's how things happened.

    So naturally this unresolved issue ended in an argument, in distrust, beyond repair.

    Thus I had my natural concerns what they could do or attempt to do with my passport copies, or other possible other data.



  • Registered Users, Registered Users 2 Posts: 6,274 ✭✭✭Deeec


    No job is ever perfect. If the culture there was to play loud music than thats it. You just have to put up with it and prove yourself. Once you have proven yourself you are then in a position to ask for the volume down or the music off or to be moved to another desk. Asking for changes to be made when your are new doesnt reflect well on you. Im sure there was people working there that liked the music.

    Your problem in your last job was training which you deemed beneath you. Every business must go through training with new employees - yes you may find it boring but you have to put up with it. Your new employer does not know that you know everything re world geography so in order to meet the training needs of everyone they have to assume you know nothing!

    Im not having a go at you, its just if you want to work you have to grit your teeth and put with things that annoy you. Eventually the job gets easier, you settle in and then you are listened to and your views are respected.



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  • Registered Users, Registered Users 2 Posts: 4,085 ✭✭✭Rocket_GD


    Majority seem to get on with it, place just wasn't for you.

    You still shouldn't have spoken aggressively with your employer.

    As I said, just move on and learn from it in your next role.



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