Removal declarations

Municipality of Utrecht

With the limited automatic assessment of removal declarations, we will be able to process removal declarations from our residents better and faster. This is done because we check these removal applications against checks to be set by the municipality of Utrecht. These checks include, for example, whether someone is already registered at the new address or if an address search is ongoing

Last change on 1st of August 2025, at 11:40 (CET) | Publication Standard 1.0

• Publication category: Impactful algorithms
• Impact assessment: Uthiek
• Status: In use

General information

Theme

Living

Begin date

2024-02

Contact information

[e-mail]

Link to publication website

https://loket.digitaal.utrecht.nl/nl/producten/verhuizing-doorgeven

Responsible use

Goal and impact

We would like to provide good and fast service to residents moving within or to the municipality of Utrecht

Considerations

Results Uthiek Assessment: by deploying these automatic checks, we can process removal declarations better and faster. As a result, residents are better and quicker at communicating a change of address. Multiple automatic checks are performed on a removal declaration. If a declaration passes all the checks, it is processed automatically. If the declaration does not pass a check, it is presented to an employee for verification. This prevents incorrect registrations. When selecting checks, the Utrecht ethics committee expressly checked that they have no advantages or disadvantages for different groups of residents

Human intervention

The algorithm automatically processes removal declarations that meet a fixed set of defined conditions. If a declaration does not meet any of the criteria in the checks, it is presented to a Civil Affairs officer.

Risk management

The Utrecht data scientists, Information and Process Advisors (IPA) and Decentralised Information Security Officers (DISO) within the Utrecht municipality have a controlling and monitoring role in the application of the algorithm, in addition to the employees directly involved. The controls were developed by the supplier and further set up by functional management, information managers and specialists in Civil Affairs. The risks of this algorithm have been identified through an Ethics Assesment. This assesment is available on request. After implementation, the algorithm was monitored for any unwanted effects; these have not come to light so far.

Legal basis

Personal Records Act (BRP)

Link to Processing Index

https://www.utrecht.nl/bestuur-en-organisatie/privacy/privacyverklaring/register-verwerkingen

Impact assessment

Utrechts Uthiek Assessment

Operations

Data

The application of the algorithm within this process uses, among others, the following data of Utrecht residents from the BRP:

- NAW (name, address, place of residence)

- Future residential address

- Family relationships (of any co-movers)

Technical design

The checks are performed in the task application also used for manually processing removal declarations. The checks are performed on every new declaration. If a declaration does not pass the checks, it is prepared in a digital 'waiting room' to be manually assessed by a Civil Affairs employee

External provider

Centric Public Solutions BV