If you are stuck in such a situation, here is what to do.

Mr. Alok Verma, a resident of the city of Rampur, recently shared a distressing experience concerning the police verification process for his passport renewal. His case highlights significant procedural lapses and potential data privacy breaches that any applicant could face. After submitting his renewal application at the local Passport Application Centre, Mr. Verma received no communication from the police for over two weeks. The listed landline numbers for the Suryanagar Police Station were perpetually unresponsive.

Frustrated, he managed to find the contact number of the Officer-in-Charge from the Rampur City Police website. Only after he made contact was his file assigned for verification. To his surprise, the entire process was handled by a “Civic Aide,” not a uniformed police officer. On the scheduled day, the Civic Aide escorted him to a separate, isolated room. At no point did a police officer meet him or supervise the verification.

The aide demanded additional documents, such as his parents’ identity cards and a recent utility bill, but flatly refused to provide any form of receipt or official acknowledgment for the submitted papers. The most alarming part of the process was when the aide instructed Mr. Verma to sign a completely blank sheet of paper. The aide then took a photograph of the signature on his personal mobile phone before striking a cross on the paper itself. When questioned, the aide vaguely stated it was “for verification purposes.” Mr. Verma was given no status update, no confirmation, and no way to track the progress, being told only to “keep checking the passport website.” This left him deeply concerned about the misuse of his documents and his unsecured signature.

Advice in such cases

• Document Everything: Keep a detailed record of all events, including dates, times, the name or description of the person you dealt with, and what was said.
• Never Sign Blank Paper: Under no circumstances should you sign a blank document. Politely refuse and insist on signing a proper, filled-out verification form.
• Demand Acknowledgment: Always ask for a receipt or an official acknowledgment for any documents you submit. If they refuse, make a note of it.
• Escalate Immediately: Do not wait. If you sense any irregularity, immediately bring it to the attention of senior police officials, such as the Deputy Commissioner of Police (DCP) or the Commissioner of Police for your city.
• File a Grievance: Lodge a formal grievance with the Regional Passport Office (RPO) detailing the procedural violations. This creates an official record of the problem.
• Consult with Lawyer: The very basic and important step to start is talk to Lawyer / advocate. You should not hesitate in paying his consultation fee i.e. might be in range of Rs. 10,000 to 50,000 depends case to case. He is helping you in this situation of come out. He is expert in the domain and can help you explain the procedure which you might have never explored. A good lawyer can get the issues resolved much faster than you think.

Applicable Sections of Law

Such a situation involves potential violations under several Indian statutes:

• The Passports Act, 1967: This Act and the rules made thereunder prescribe the standard operating procedure (SOP) for police verification, which must be conducted by a designated police officer.
• Bharatiya Nyaya Sanhita, 2023 (BNS): If your signature or documents are misused, it could lead to offences such as cheating by personation (Section 318), forgery (Section 334), and using a forged document as genuine (Section 337).
• Information Technology Act, 2000: Storing your personal data, like a photo of your signature, on a personal, unsecured device is a violation of privacy and can be an offence under this Act.
• The Digital Personal Data Protection Act, 2023: This Act imposes strict obligations on how personal data is collected, stored, and processed, which appear to have been violated in this case.

If you are the complainant

• Draft a Formal Complaint: Write a detailed letter outlining the entire incident with all relevant facts. Address it to the senior-most police officer in your district/city (e.g., Commissioner of Police or Superintendent of Police).
• Submit the Complaint: Submit the complaint in person and get a stamped, received copy for your records. You can also send it via registered post.
• Approach the Magistrate: If the police do not take action, you have the right to file a private complaint before the local Magistrate under Section 175 of the Bharatiya Nagarik Suraksha Sanhita, 2023 (BNSS), seeking a direction for the police to register an FIR and investigate.
• Consult with Lawyer: The very basic and important step to start is talk to Lawyer / advocate. You should not hesitate in paying his consultation fee i.e. might be in range of Rs. 10,000 to 50,000 depends case to case. He is helping you in this situation of come out. He is expert in the domain and can help you explain the procedure which you might have never explored. A good lawyer can get the issues resolved much faster than you think.

If you are the victim

• Report to the RPO: Immediately file a detailed written complaint with the Regional Passport Officer, explaining how the verification process was compromised. Request them to put your application on hold until a proper and secure verification is completed.
• Alert Financial Institutions: As a precaution, inform your banks that your signature may have been compromised. While it is a remote risk, it is better to be cautious.
• Preserve Evidence: Keep copies of your passport application, any communication you may have had, and your written notes of the incident.
• Consult with Lawyer: The very basic and important step to start is talk to Lawyer / advocate. You should not hesitate in paying his consultation fee i.e. might be in range of Rs. 10,000 to 50,000 depends case to case. He is helping you in this situation of come out. He is expert in the domain and can help you explain the procedure which you might have never explored. A good lawyer can get the issues resolved much faster than you think.

How the police behave in such cases

Initially, a local police station might be defensive or try to downplay the incident, claiming that Civic Aides are authorized to assist. However, they are not authorized to conduct the entire verification process independently. When a formal complaint is escalated to senior officers (like a DCP or Commissioner), it is generally taken seriously due to the national security implications of passport issuance. An internal inquiry is often initiated to identify the personnel involved and ascertain the facts. A persistent and well-documented complaint is difficult for the department to ignore.

FAQs people normally have

• Is a Civic Aide/Volunteer authorized to conduct the entire police verification process alone?
• No. Standard procedure requires a police officer, typically not below the rank of a Head Constable, to conduct the verification. Civic Aides are meant to assist in administrative tasks under the direct supervision of police personnel, not to act independently in such sensitive matters.
• What should I do if I am asked to pay a bribe for a “favourable” report?
• Refuse to pay any bribe. Report the demand immediately to senior police officials or the anti-corruption bureau. Paying a bribe is also a criminal offence.

What evidence is required?

• A copy of your passport application file number.
• A detailed written account of the incident, preferably in the form of a sworn affidavit.
• Any call records or messages exchanged with the police station or the individual who contacted you.
• The names or physical descriptions of the individuals involved, if you can recall them.
• Copies of the documents you submitted during the flawed verification process.

How long will the investigation take?

The timeline can vary. An internal departmental inquiry by the police might conclude within a few weeks to a couple of months. If a formal criminal complaint (FIR) is registered, the investigation and subsequent legal proceedings can take significantly longer, potentially stretching over several months or even years, depending on the complexity and the cooperation of the authorities.

Advocate Sudhir Rao, Supreme Court of India