Judicial Documentation System for Rotterdam Residents

Judicial Documentation System for Rotterdam Residents

The Judicial Documentation System (JDS) is the national database where the Dutch justice system records criminal offenses and judicial records of individuals. For Rotterdam residents, this system is essential for VOG applications for jobs in the port, at the Municipality of Rotterdam, or in security roles. The JDS contains information on convictions, discontinuances, and settlements, and is consulted by employers, courts, and citizens.

What does the Judicial Documentation System mean for Rotterdam?

Managed by the National Judicial Documentation System (NJDS) of the Ministry of Justice and Security, the JDS stores data on Dutch nationals and foreigners who come into contact with the justice system in the Netherlands – including cases at the Rotterdam District Court. This confidential database is not public but accessible to police, the Public Prosecution Service (PPS), the Rotterdam District Court, and other authorities.

In addition to full criminal cases, the JDS also records settlements (such as fines without trial) and discontinuances (termination of prosecution). This gives Rotterdam authorities a complete overview of an individual's history, for example, when assessing recidivism risk or suitability for local positions.

Legal basis of the JDS

The JDS is governed by the Police Data Act (PDA), which replaced the old Judicial and Police Data Act on January 1, 2015. Key provisions:

• Article 4 PDA: Judicial data concerns suspects, convicts, or victims.
• Articles 16-22 PDA: Cover storage, retention, and access.
• Article 35 GDPR: Ensures lawful and proportionate data processing.

Retention periods are set out in the Police Data Retention Periods Decree, ranging from 2 to 40 years depending on the severity of the offense.

How does the JDS work in practice?

Data enters the JDS as soon as someone becomes a suspect. Police, PPS, and the Rotterdam District Court forward information to the NJDS, linked to a unique judicial documentation number (JDN) based on name, date of birth, and address.

Rotterdam authorities consult the JDS for:

1. VOG screening in job applications, such as at the Port of Rotterdam Authority.
2. Recidivism checks following repeated incidents in the city.
3. Residence or work permits for expats in Rotterdam.

It integrates with systems like the police HIS (Recognition and Information System).

What data is stored in the JDS?

Only judicial notifications are recorded. Overview:

Children under 12 are not included; young people have shorter periods.

Rights and obligations regarding the JDS

Your rights as a Rotterdam resident:

• Access: Request your 'personal statement' from Justis (€20-€30). For help: Rotterdam Legal Aid Office.
• Correction: Rectify errors via NJDS or court (art. 41 PDA).
• Deletion: Automatic after retention period.

Obligations: Be honest in VOG requests; providing false information is punishable.

Practical examples from Rotterdam

Example 1: Jan from Rotterdam-South accepts a €400 settlement in 2015 for a small cannabis grow. It remains in the JDS for 5 years. In 2022, he wants to become a security guard at the port; no VOG due to the record, despite possible rehabilitation.

Example 2: Sara's shoplifting in the Lijnbaan area is discontinued due to identity mix-up. The discontinuance stays in the JDS for 5 years. It blocks a rental check; she requests access and correction via the Rotterdam Legal Aid Office.

Example 3: Port of Rotterdam Authority screens via VOG; an old fraud conviction (20-year retention) leads to dismissal.

Link to criminal record and VOG

The JDS forms the core of your criminal record. A VOG is issued if the JDS is clear for the role. More info: Criminal Record and VOG. Rotterdam residents: check with the Municipality of Rotterdam for local VOG procedures.

Frequently asked questions