Data Protection and Photo ID Cards

From Prime ID — keeping your staff data secure and compliant

When creating ID cards, you’ll handle personal data such as names, job titles and photographs. That means you have a responsibility to keep that information secure and only use it for its intended purpose.

This guide outlines simple, practical steps to help you stay compliant and protect staff privacy.

🧾 1. Understand what counts as personal data

Personal data includes:

Names and job titles
Staff photos, user email addresses
ID numbers or QR codes linked to individuals
Any other details that could identify someone

Always treat these items as confidential information.

Illustration representing data protectio

🧠 2. Only collect what you need

Keep your spreadsheet or database limited to the information necessary to print and issue cards.
If something isn’t needed for the ID, don’t include it.

🧍‍♀️ 3. Get permission for photos

Before collecting staff photos, make sure each person knows what the image will be used for and that it’s only for their ID card.
Avoid reusing images for marketing or social media unless you have explicit consent.

💻 4. Store files securely

Keep photo folders and staff spreadsheets in password-protected drives or secure cloud storage.
Restrict access to the people responsible for managing IDs.
Avoid sending files by unsecured email when possible.

🧹 5. Delete data when no longer needed

Once your cards are printed and checked, remove or archive the personal data safely.
This reduces risk and helps you stay GDPR-compliant.

💡 Final tip

We locally delete customer data and photos after completing each order, unless you’ve requested us to keep them for repeat printing. It’s a small step that ensures your team’s privacy stays protected.

📤 Next step

Need advice on securely sharing files or repeat orders? Email hello@primeid.uk - we’ll help you set up a simple, compliant process.

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