Share this content

does your employer need to have a copy of your passport?

does your employer need to have a copy of your ...

Didn't find your answer?

My head office are asking for a copy of our passport and say it is a requirement of HRMC that they hold on file evidence of their employees eligibility to work in the UK. Is this the case or not as we are reluctant to send a copy of our passport which holds alot of personal data in the post to be put on file (they will not take copy's). We are all British citizens and have worked for the company for 5 years.
Any advice will be appreciated. Thank you
julia brent

Replies (7)

Please login or register to join the discussion.

avatar
By lindanugent
08th Jul 2008 15:54

The laws relating to the prevention of illegal were updated and from 29th February 2008 it became illegal to employ someone who does not have the right to work in the UK.
Employers do not need to check that workers employed prior to 29th February are eligible to work in the UK. However, I think that the number of prosecutions and the high fines have led some employers to decide that the best policy is to hold evidence of eligibility for all employees.
This may put them on the wrong side of the Data Protection Act however, as they should only hold data about you when it is essential to do so and for as short as time as possible.

Thanks (0)
avatar
By brogers1962
03rd Jul 2008 16:57

Why not get a copy 'Certified True Copy' by a solicitor, police officer, vicar, JP, GP, IFA; they will normally do this type of thing free of charge and are normally acceptable to those who need them?

Thanks (0)
avatar
By Juliet LeFevre
04th Jul 2008 10:49

Thanks Neil,

that's what I was trying to say.

Problem solved!

Thanks (0)
avatar
By User deleted
04th Jul 2008 10:07

The law requires employers to see the original documents used to prove a right to work in the UK. They would have no defence against penalties for employing illegal workers if they allow employees to take and submit their own photocopies.

Neil.

Thanks (0)
avatar
By Clare Anderson
03rd Jul 2008 14:35

Hi Julia, previous employers of mine have insisted on copies of employee passports for personnel files so I would not suggest any hidden meaning to your employer's request although it seems a tad odd to be asking for the info especially after people have built up some significant service. Incidentally it is not the whole passport which is copied, just the parts to support your citizenship and this amounts to just a page or two. I sense a little defensiveness on your part ....?? I recently read about a similar request on another discussion forum so I think some employers are playing catch up. However there is one factor which might cause problems, that being verifying that the original passport was viewed. I'd love to know how they'll get around that one! Juliet's suggestion about someone coming in to collect the copies is a darned brilliant one ....

Thanks (0)
avatar
By Juliet LeFevre
03rd Jul 2008 12:44

Grant is correct,

>>>ll companies have a legal obligation to check that all their employees are eligible to work in the UK regardless of nationality.>>>

Therefore you can play this to your advantage. there is no need to post it,. Receipt of a COPY of a passport does not prove its your passport, or that it has been inspected not tampered with or anything, it just proves that someone sent them a photocopied document of something that looked like a passport.

Most employers ask to see and inspect passports FIRST HAND. Also in view of Data Protection issues I'd stick to my guns and insist they visit you and take copies if they wish.

Thanks (0)
avatar
By thunderofhooves
03rd Jul 2008 11:58

All companies have a legal obligation to check that all their employees are elgible to work in the UK regardless of nationality; though this proof does not necessarily have to be a passport (there may well be some who do not have one!)

You mention your head office, so I take it you work in a different location?

If there are a substantial number of you, you could suggest that someone from Head Office visits your premises on a pre-arranged date to copy your proof of eligibility, therefore eliminating the need for anything to be posted.

Alternatively could not a senior member of staff at your location co-ordinate such an activity?

Thanks (0)
Share this content