Requesting an ID copy: when it is allowed and how to attach it safely to a power of attorney
Updated September 5, 2026
Parcel shop, garage, public office: whoever collects something for someone else usually needs a copy of that person’s ID next to the power of attorney. At the same time an ID copy is a sensitive document that can be used for identity fraud. This guide explains when a copy may be requested, what the GDPR and national ID laws say, and how signhere attaches an ID copy to a document so that it is only good for that one purpose.
Is it allowed to ask for an ID copy?
Yes, when there is a legitimate reason and the copy contains no more data than needed. Under the GDPR the processing must have a purpose, the copy may not be kept longer than necessary, and data that is not needed may be blacked out. National rules add details: Germany, for example, lets the holder make copies themselves and requires the copy to be recognisable as a copy; the UK has no general ban but the Information Commissioner expects proportionality; in the US, requirements vary by state and by industry. In practice the same three things hold everywhere: clear purpose, short retention, minimal data.
The watermark is the most important protection
An ID copy with "Parcel pick-up only, 12 March 2026" written across it is worthless to a fraudster because no bank or provider will accept it. That is why data protection authorities recommend watermarks explicitly. With signhere the signer lays the watermark over the copy with one tap and types the purpose into it. It is printed permanently into the image and cannot be removed.
How it works with signhere
The ID copy is made right at signing time, without a scanner and without the photo lingering in a chat history.
- When uploading the power of attorney, switch on "Request ID copy" and state the purpose, for example "parcel pick-up, Main Street branch".
- The signer opens the link, signs and is then asked to photograph the front and back of their ID.
- signhere detects the card, crops and straightens it. Both sides of a two-sided scan are separated automatically.
- The signer checks the result, lays the watermark with the purpose over it and confirms.
- The copy is attached as the last page of the power of attorney. The complete PDF goes to whoever requested it.
Retention and deletion
Documents with an ID copy are deleted by signhere after seven days, not 30 like other signed documents. The photo is processed only for cropping and is not stored separately. Whoever keeps the PDF afterwards should delete it once the purpose is served, for example after the pick-up.
What has to be visible on the copy
For a pick-up the name, date of birth, photo and validity are enough. The document number and any access codes on the back are rarely needed and may be covered. Some organisations explicitly require both sides. When in doubt, ask beforehand which details must be visible.
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Upload a PDFFrequently asked questions
Do I have to copy both sides of the ID?
Only if the organisation requires it. For most pick-ups the front is enough. signhere asks for both sides, but you can skip the back.
Can I use a passport instead of an ID card?
Yes. Detection works with ID cards, passports and driving licences. For a passport only the data page is needed.
What happens to the photo?
It is cropped, watermarked and embedded in the PDF. The original is not stored. The PDF is deleted after seven days.
May a parcel shop ask for an ID copy?
Yes, that is common and permitted when collecting on behalf of someone else. The shop may use it only for handing over the parcel and must delete it afterwards.
This guide is general information, not legal advice.