Record a person's identity details

A director's date of birth, passport and home address are needed for filings and checks but must not be visible to everyone. IQ Entities keeps them on Identity & PII, a page of their own that only people whose role includes PII access can read or edit. These are the details Companies House itself withholds from the public register.

Record the details

1. Open People, click the person's row, and choose Identity & PII in their sidebar.

2. In the Personal Identifiable Information (PII) card, fill in the Date of birth, Driver's licence and Passport number with their expiry dates, and the National insurance number (UK) or Social security number (US). Click Add second passport for someone who holds two.

   

3. Under Usual residential address (Companies House), enter their home address, or tick Same as their service address. This is the address officer appointment and change forms file, so it is entered once here.

4. Tick Withheld from the public register (s.243 protection granted) if the director has protection over their residential address.

5. Tick Verified once you have checked the details against the documents, then click Save changes in the bar at the foot of the page.

Who can see these details

Someone whose role does not include PII access still sees the Identity & PII page, with a message that the fields are restricted and the permission they need. They never see the values. Your organisation's admins decide which roles include it.

Tips from practice

• A date of birth does not change. Saving a new one corrects a mistake; where Companies House was told the old date, a task asks for its record to be corrected.
• Keep passport expiry dates current: an expired document is the first thing a bank or auditor asks about.
• The service address is not here. It is recorded on each appointment, because it can differ from company to company.