(1) Passport authorities may collect, process or use personal data only in accordance with this or other Acts or statutory instruments.
(2) Passport authorities may transmit data in the passport register to other authorities at their request under the following conditions:
1. the requesting authority is authorized by law or statutory instrument to receive such data,
2. the requesting authority would not be able to fulfil its assigned duties without knowledge of the data and
3. the data cannot be obtained from the data subject without disproportionate effort, or the nature of the task for which the data are required means that the data cannot be collected in this way.
Data which are also kept in the civil register are additionally subject to the restrictions contained in the legislation on registration.
(3) The requesting authority shall be responsible for ensuring that the conditions in paragraph (2) are met. Only those staff who are specially authorized by the head of the authority may submit requests pursuant to paragraph (2). The requesting authority shall keep a record of the reason for the request and the source of the data and files transmitted. If the Federal Office for the Protection of the Constitution, Land Authorities for the Protection of the Constitution, the Military Counterintelligence Service, the Federal Intelligence Service, the Federal Criminal Police Office or the Federal Public Prosecutor General requests the passport authority to transmit data, the requesting authority shall record the family name, the forenames and address of the data subject and the reason for transmitting the data. Such records shall be retained separately, secured using technical and organizational means and destroyed at the end of the calendar year following the year in which the data were transmitted.
(4) Data from the passport register may be used to correct data in the civil register and vice versa.
(5) Passport authorities gaining knowledge of the loss of a passport shall inform the passport authority with responsibility, the issuing passport authority and a police authority without delay; a police authority which obtains knowledge of the loss of a passport by other means shall inform the passport authority with responsibility and the issuing passport authority without delay. In doing so, information on the family name and on the forenames of the holder, on the serial number, on the issuing authority, on the date issued and on the duration of validity of the passport should be transmitted. The police authority shall include the passport in the police’s stolen property tracing procedure.
(6) If a passport authority without responsibility pursuant to Section 19 (4) issues a passport, it shall transmit to the passport authority with responsibility the family name, the forenames, the date and place of birth, the issuing passport authority, the issuing date, the duration of validity and the serial number of the passport.