Data protection for foreigners

All information on data protection rights applicable to foreigners (foreigner file, AZR, SIS).

Here you learn ...

which data is collected from foreigners
which databases are relevant for foreigners
when you can request information and deletion of data
how to submit requests for information and deletion (AZR and SIS)

1. Data storage of foreigners

2. Foreigners’ file and database of the immigration authorities

3. Central Register of Foreigners

4. Visa databases

4.1 Visa Information System (VIS)

4.2 Schengen Information System (SIS)

5. Asylum databases

5.1 EURODAC Regulation

5.2 Databases at the BAMF

6. Police databases

7. Data disclosure

7.1 Information from the VIS

7.2 Information from the SIS

7.3 Information from the AZR

8. Data deletion

9. FAQ

10. Conclusion

1. Data storage of foreigners

In Germany, personal data of foreign nationals is stored in numerous databases – depending on their residence status and contact with authorities. The general databases include the residents' register , the ELSTER tax database and the social security systems. Special databases for foreign nationals include the Visa Information System, the Schengen Information System and the Central Register of Foreign Nationals . When it comes to data storage for foreign nationals, it is also important whether the person concerned entered the country with a visa or is, for example, considered an asylum seeker. There are separate data systems for storing data on asylum seekers, such as EURODAC and MARiS. Previous contact with the police or the judicial system also influences which information is recorded and where. Many database entries are extremely relevant in practice, as the authorities evaluate the databases when conducting security screenings on foreign nationals (see our VISAGUARD specialist article on the topic of “Security screening for foreign nationals” ).

Since each of these databases is operated by different authorities, the respective legal bases, rights to information, and options for deleting data also differ. Data protection law for foreign nationals is therefore particularly complex and highly fragmented. In this article, we provide a practical overview of the most important databases relevant to foreign nationals. We also explain how data subjects can access their stored data and under what circumstances they can request deletion or correction.

2. Foreigners’ file and database of the immigration authorities

More and more immigration authorities in Germany are turning to digital solutions to make immigration processes more efficient and transparent. Systems such as OK.VISA , VOIS|ADVIS , and Stranger ABH enable digital case processing, document creation, and real-time communication with federal authorities such as the Federal Office for Migration and Refugees (BAMF) or the Central Register of Foreigners (AZR) at the Federal Office of Administration. Cities such as Berlin, Munich, Hamburg, and Wuppertal are leading the way, relying on fully digitized files and online application processes—including upload functions, multilingual forms, and online appointment booking.

The most important source of information in immigration proceedings is the so-called immigration file maintained by the immigration authorities . It is maintained by the relevant immigration authority and contains all data collected about a specific person over time—including applications, notices, correspondence, and internal agency memos. This file is not only used for internal administration but is also regularly used as evidence in court proceedings. In addition to the immigration file, there may also be a visa file or documents from the Federal Employment Agency, for example, if a visa application has been submitted or employment exists.

Contact us

Are you looking for a lawyer specializing in German immigration and visa law? We are happy to assist you with residence procedures before embassies, immigration authorities, and administrative courts. Our specialised attorneys are always by your side. Contact us to book an online appointment with a German immigration lawyer!

Book Appointment

Reputable VISAGUARD lawyer in a suit tying his jacket.jpg

According to Section 29 of the Administrative Procedure Act (VwVfG), every affected person has the right to request access to their immigration file . In this case, the file will be made available for inspection at the authority's premises or—if represented by a lawyer—sent directly to the office. The process is particularly standardized in Berlin: The State Office for Immigration (LEA) has a special form that makes it easy to request access to the file. Access to the immigration file is often the first and most important step for those affected to obtain a legal assessment of their situation. The fee for access to the file is €11.

3. Central Register of Foreigners

In addition to the local foreign nationals files, there is the so-called Central Register of Foreign Nationals (AZR) . The Central Register of Foreign Nationals (AZR) is a central database in Germany that stores information on foreign nationals residing in Germany. It is maintained by the Federal Office for Migration and Refugees (BAMF) and is used by authorities such as immigration authorities, the police, and courts, among others, to quickly identify and process immigration-related matters. The AZR contains data such as name, date of birth, nationality, residence status, and official decisions. It is recorded on a legal basis in accordance with the AZR Act (AZRG) . Everyone affected has the right to information about the data stored about them.

4. Visa databases

Furthermore, various European databases exist for the personal data of foreign nationals. Within the Schengen Area, the cross-border exchange of visa and residence data plays a central role in securing external borders and controlling both legal and illegal entry. The most important EU databases in this context are the Visa Information System (VIS) and the Schengen Information System (SIS) .

4.1 Visa Information System (VIS)

The Visa Information System (VIS) was introduced to inform all Schengen member states about visa applications submitted and visas already issued . In addition to biometric data (fingerprints and photograph), it also stores information on refusals, annulments, and revocations of short-stay visas. Border authorities, visa offices, and immigration authorities can thus reliably determine whether an applicant has already received a visa, whether they have been rejected in the past, or whether they may have submitted multiple applications at the same time.

Contact us

Book Appointment

4.2 Schengen Information System (SIS)

The Schengen Information System (SIS) is a Europe-wide database supporting border controls, the police, and immigration and judicial authorities. It contains, among other things, alerts for refusing entry , such as in the case of an entry ban under Article 24 of the Schengen Implementing Agreement, as well as for searching for persons based, for example, on a European arrest warrant. The SIS is therefore a central instrument for maintaining public security and preventing abusive residence.

5. Asylum databases

Data protection also plays a central role in the German and European asylum systems. Asylum seekers, tolerated persons, and persons with protection status are subject to special regulations regarding the processing of their personal data. This concerns not only the handling of sensitive information, but also the functioning of the central asylum databases required to conduct the asylum procedure . EURODAC, MARiS, and the BAMF core data system are particularly relevant in this regard.

5.1 EURODAC Regulation

The European Fingerprint Database (EURODAC) is used to identify individuals applying for asylum in an EU country. The fingerprints of all asylum seekers aged 14 and over are recorded and stored centrally. This storage is done to determine whether a person has already undergone an asylum procedure in another member state. The database thus enables the practical implementation of the Dublin Regulation, which governs which state is responsible for conducting the asylum procedure. The processing of this biometric data is subject to the requirements of the EURODAC Regulation (Regulation (EU) 603/2013) .

5.2 Databases at the BAMF

At the national level, the Federal Office for Migration and Refugees (BAMF) is responsible for collecting, processing, and storing data related to the asylum procedure. One of the central databases is MARiS (Module for Mapping the Asylum Procedure), which documents all procedural steps of an asylum application – from the application to the decision. In addition, the BAMF operates the so-called core data system, which compiles all relevant information on identity, residence status, the status of the procedure, and decisions.

Contact us

Book Appointment

6. Police databases

In addition to the foreign national databases, there are also numerous police databases used by the police for criminal prosecution and by immigration authorities for security clearances. In addition to national police systems such as the Federal Central Criminal Register or the intelligence information system NADIS, European databases such as the Europol Information System (EIS) and the European Criminal Records Information System (ECRIS) are also used. Even those who have never been convicted of a criminal offense may have personal information recorded there – for example, based on previous investigations, observations, or police measures. For foreign nationals in Germany, such entries can have far-reaching consequences – for example, when applying for a visa, entering the country, or applying for a residence permit in the country.

7. Data disclosure

7.1 Information from the VIS

Individuals whose data is processed in the Visa Information System (VIS) as part of a visa application have a comprehensive right of information in accordance with Article 37 of the VIS Regulation . Applicants are informed about who is responsible for the data processing, which data is processed, for what purpose and how long the data will be stored. They are also given clear information about their right to have inaccurate or unlawfully processed data rectified or erased . This information must be provided in writing at the time the data is collected. In addition to access to information about data processing, applicants and certain third parties - such as hosts or inviters - are also given insight into their data protection rights. This includes the contact details of the controller, the competent authorities, the data recipients and information on national data protection bodies for complaints.

7.2 Information from the SIS

Every private individual has the right to receive information about whether and which personal data about them is stored in the Schengen Information System (SIS) . This right arises from European and national data protection regulations, in particular Article 58 of the SIS II Council Decision and Section 57 of the Federal Data Protection Act (BDSG). Only natural persons can request such information. Legal entities – such as companies – are excluded from this right to information. Furthermore, information is provided only about one's own data, not about that of third parties.

The application must be submitted in writing or electronically to the Federal Criminal Police Office (BKA). The following are required:

an informal request for information,
a legible copy of a valid identification document,
the full residential address.

The information will be sent exclusively to the person concerned personally via registered mail with return receipt. Further information on SIS information can be found on the website of the Federal Criminal Police Office (BKA) .

7.3 Information from the AZR

Information from the Central Register of Foreign Nationals (AZR) is also available. According to Section 34 of the AZRG (German Federal Act on the Registration of Foreign Nationals), every person living in Germany has the right to receive free information about their personal data stored in the Central Register of Foreign Nationals (AZR). The AZR is maintained by the Federal Office of Administration and contains information about foreign nationals living in Germany.

Information about the data subject can be requested in two ways:

Online via the federal portal (www.bundesportal.de): Identification with an identity card or electronic residence permit via the federal user account is required.
By mail: A completed application form is required. If the application is in a foreign language, a certified German translation must be enclosed.

To ensure the protection of personal data, proof of identity is mandatory. Within Germany, this can be done through a certified signature or a personal appearance at the Federal Office of Administration in Cologne. Abroad, certification is provided by German diplomatic missions abroad or authorized authorities in the country of origin. Third parties—such as creditors or authorities—may also request information under certain conditions in accordance with Section 27 of the AZRG (German Federal Registration Act). To do so, proof of a legal interest and a recent negative statement from the last registration authority must be provided.

8. Data deletion

The deletion of personal data from public databases such as the Central Register of Foreigners (AZR) or police information systems is usually carried out on a legal basis (e.g. in accordance with Section 36 of the Central Register of Foreigners Act (AZRG) or Section 32 of the Federal Data Protection Act (BDSG) ) and under certain conditions. Data deletion can be requested, for example, if the storage was unlawful, the purpose of storage no longer applies, or statutory retention periods have expired. The data subject can submit a request for deletion, after which the responsible authority checks whether the conditions are met. If deletion does not occur, there is generally a right to have the data blocked. Those affected also have the right to information about the stored data and to be heard.

If you would like to have your data deleted from certain databases, our VISAGUARD lawyers will be happy to advise you.

9. FAQ

In which databases are foreigners in Germany recorded?

Foreign nationals are stored in a variety of databases, depending on their residence status and contact with authorities. These include general databases such as the residents' register, the ELSTER tax system, and social security systems. There are also specialized databases such as the Central Register of Foreign Nationals (AZR), the Visa Information System (VIS), the Schengen Information System (SIS), EURODAC, MARiS, and police databases.

What is the foreigner file?

The foreigner file is maintained by the responsible immigration authority and contains all personal data and documents related to your stay.

What is the Central Register of Foreigners (AZR)?

The AZR is a central database at the Federal Office for Migration and Refugees (BAMF).

It contains among other things:

Name, date of birth, nationality
Residence status
Official decisions

According to Section 34 AZRG, you can request information about your data free of charge (online or by post with proof of identity).

Which European databases store visa and residence data?

The Visa Information System (VIS) stores data on Schengen visas, including fingerprints, photographs, decisions, and annulments. The Schengen Information System (SIS) contains, for example, entry bans, wanted notices, and security-related alerts within the EU.

Can data also be deleted?

Yes. Data deletion is possible under certain conditions.

What is biometric data and how is it used?

Biometric data includes:

fingerprints
Digital passport photos

Biometric data is collected and stored for visa applications, residence permits or asylum procedures, among other things:

VIS (Visa)
AZR (residence)
EURODAC (asylum)

The legal bases include the GDPR, the BDSG, Section 49 of the Residence Act and the EU Visa Code Regulation.

10. Conclusion

The storage and processing of personal data of foreign nationals in Germany is highly complex, highly fragmented, and governed by numerous national and European regulations. Depending on the residence status, contact with authorities, and the type of procedure—whether visa, residence, asylum, or police check—different databases are used, each with its own legal basis and access authorizations. Central systems such as the Central Register of Foreign Nationals (AZR), the Visa Information System (VIS), the Schengen Information System (SIS), and the Federal Office for Migration and Refugees' (BAMF) asylum databases play a key role in official processing and decision-making. At the same time, the importance of digital foreign national files at the municipal level is growing, intended to enable more efficient administration.

For data subjects, this not only means extensive collection of sensitive data – including biometric characteristics such as fingerprints and photographs – but also access to rights to information and deletion that can sometimes be difficult to understand. This is precisely why it is crucial to be well informed about the existing databases, their contents, and one's own rights. Anyone seeking access to or deletion of their data should familiarize themselves with the legal requirements early on – ideally with expert support. Only those who know their stored data can effectively decide on its use.