FREQUENTLY-ASKED QUESTIONS (FAQs)

Q: Can the security staff of a building ask me to enter my ID card number in a visitors' log book at the entrance of a building?

A: This depends on whether the monitoring of your activities inside the building is feasible or not. If this is feasible, the security staff should not collect your ID card number. If such monitoring is not feasible, they are allowed to collect your ID card number. However, the security staff should take appropriate security measures to ensure that such entries in a visitors' log book are concealed from subsequent visitors who enter their details. If you are unhappy about providing your ID card number, you may wish to suggest other alternatives. Examples of such alternatives may include identification by another identification document, e.g. a staff card issued to you by your company, or identification by someone known to the security staff, e.g. by a resident in the case of a residential building.

Q: Can an equipment rental company ask to record my ID card number if I rent a piece of equipment?

A: This depends on the value of the equipment for rental. Generally, if the equipment is of a trivial value, for example, in the case of the rental of a beach umbrella, the company should not record your ID card number. If the equipment in question is of a more than trivial value, e.g. a vehicle, the individual's ID card number can be recorded by an organisation as a condition for allowing the individual to have custody or control of property.

Q: Can a police officer ask me to show him/her my ID card?

A: A request to show your ID card, without the requester making a record of any information on the card, is not covered by the Code. Generally, however, if a police officer or other public officers, i.e. staff members of government departments, ask to record your ID card number in your dealings with them, you should let them do so, as these officers have statutory powers to require individuals to furnish their ID card numbers in dealings with the Government.

Q: Can an organisation ask me to provide my ID card number or copy for a lucky draw?

A: Generally speaking, there is no justification under the Code for collecting either the ID card number or copy of the ID card where the individual entering a lucky draw is issued a ticket. This is because the ticket already serves to identify the winner. If the lucky draw is of the sort that no numbered ticket is issued, and the prize is of a value that is more than trivial, collection of the entrants' ID card numbers may be justified in order to ensure that the prizes are given to the true winners. However, generally speaking, the Privacy Commissioner sees no justification for collecting copies of ID cards of entrants to such competitions whether they involve tickets or not.

Q: Can a club ask to record my ID card number and to provide a copy of my ID card if I apply to be a member?

A: Generally speaking, collection of ID card numbers of its members by a membership club may be justified under the Code to enable the club management to check membership. However, there appears to be no justification to collect copies of members' ID cards.

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