Identity scans
Create customers quickly from an ID scan, with retention period and responsibilities
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With an identity reader, you scan passports, ID cards, driving licences, visas and residence documents. Tillor recognises the document type, reads the data and uses it to create a customer quickly, without retyping everything. The reader sends the scan to your organisation via the Tillor connector on your local network. How to create a customer afterwards is covered in Creating a customer from a scan.
Good to know
- Tillor automatically deletes a scan without a linked customer after 7 days, together with the associated files.
- A linked scan is kept until you unlink or delete it. You decide the retention period.
- Creating a customer from a scan requires at least a first name in the scan.
- If a customer with the same national register number already exists, link the scan to that customer instead of creating a duplicate.
- Scan files are stored encrypted. The page images carry a Not valid as ID watermark. The portrait stays without a watermark.
- The connector listens on port 8765 by default.
How does this fit together?
A scan starts as a pending scan. If you link it to a customer or contact, it is kept with that customer.
Creating a customer from a scan
Before you start:
- The scan must be in Tillor as a pending scan. If it is not there, see Problems at the bottom.
- The scan needs a first name.
Open the customer list
Go to CustomersOverview and click Create new customer. As long as there are pending scans, the button shows a menu: choose Manual or a scan from the list.
Check the scan
After you choose a scan, a confirmation opens with a preview of the document and the data from the reading strip. Click Create customer.
The same route works via Start reservation (New customer…) and via the panel at the bottom right with Make customer based on scan.
What happens next?
- Tillor creates the customer, links the scan and fills in first name, last name, date of birth, address and other fields where possible.
- You land on the new customer profile.
- The scan is no longer in the queue and is kept with the customer.
- The linking appears on the customer's Events tab.
Linking to an existing customer or contact
Besides a new customer, you can also link a scan to an existing customer or contact.
On the customer profile, a dotted card Assign a pending identity scan appears as long as there are suitable pending scans. Choose a scan with Choose scan… and click Assign to this customer.
After linking, Tillor completes the customer's or contact's details where possible. As first name, Tillor only takes over the first part of the first name, for example Andy from Andy Adhemar R. On the scan, all first names stay visible.
Unlinking, exporting or deleting a scan
A linked scan has actions for Download, Export PDF, Unlink scan and Delete scan. Deleting permanently removes the scan and all encrypted files and cannot be undone.
Retention period and your responsibility
7 days for pending scans
Tillor automatically deletes scans that are not yet linked to a customer after 7 days (the scan and the associated files). Link or process pending scans in time via Create new customer, the panel at the bottom right or the dotted card on a customer profile.
A different rule applies to linked scans: they are kept until your organisation unlinks or deletes them. You decide whether, when and on what legal basis identity documents are scanned and how long linked scans are needed. Tillor processes the scans as a processor on your instruction. Compliance with privacy legislation, retention periods for linked scans and timely deletion when storage is no longer needed are your responsibility as the controller.
Problems?
Terms
- Identity scan: the data and images read from one identity document.
- Pending scan: a scan that is not yet linked to a customer and disappears after 7 days.
- Reading strip (MRZ): the lines of letters and digits at the bottom of the document that the reader reads out.
- Connector: the box on your local network that forwards scans to Tillor. See connector.
- Customer: the record in Tillor. See customer.