Qualified Electronic Signature and Trusted Profile (Profil Zaufany) — How to Get Them and Why You Need Them in Poland

ePUAP, Profil Zaufany, qualified electronic signature. For a Ukrainian who has recently arrived in Poland, these concepts may seem complex and confusing. In reality, all of them emerged relatively recently and are linked to the digitisation of document management in Poland.

Using these tools greatly simplifies bureaucratic procedures, and we sincerely encourage you to take advantage of the opportunities offered by electronic platforms and instruments. In this article we explain what ePUAP, Profil Zaufany and Podpis kwalifikowany elektroniczny are.

What digital methods of identity verification are available in Poland?

The above-mentioned ePUAP is the Electronic Platform for Public Administration Services (Polish: Elektroniczna Platforma Usług Administracji Publicznej). Among the services provided by ePUAP is the issuance of the Profil Zaufany (Trusted Profile). This electronic identifier is a way of confirming your identity. Note that when registering on ePUAP you first receive a standard profile, and only after confirming it do you get the Trusted Profile.

PKE (Podpis kwalifikowany elektroniczny) is a qualified digital (electronic) signature. It allows you to authenticate electronic documents, and a handwritten signature and a digital signature carry equal legal weight. For private individuals, this signature is issued by companies holding state accreditation. Below we will discuss each of these tools in more detail.

How to obtain an electronic signature in Poland?

The qualified electronic signature can be obtained remotely, online. It is available to foreigners, even those who do not have a PESEL number. The digital signature service is provided by Polish qualified trust service providers. The list of these companies can be found in the register of qualified providers of the National Centre of Certification.

To obtain a PKE you need to: ■ visit the website of your chosen company, ■ purchase the selected certificate (the purchase process is identical to shopping via a cart in an online store); ■ fill in your details; ■ confirm your identity — offline at a partner point (bring your passport or another identity document) or online by completing verification through electronic banking. After verification, you receive your electronic signature by post (on a USB drive) and can use it without any restrictions.

How much does a qualified electronic signature cost? Currently the price is approximately 250 zloty, with shipping paid separately. The cost depends on the signature limit you choose (from one to 100,000). Important: an electronic signature is issued for a period of 1–2 years, after which you can renew it.

It is also worth noting that a qualified electronic signature issued in Poland is valid in all EU countries. Across the European Union, around two hundred companies issue such signatures.

How to set up a Profil Zaufany in Poland?

Ukrainians, like any other foreigners, can obtain a Trusted Profile free of charge. The only exceptions are children under 13 years of age (from the age of 13 the profile can already be created) and persons declared legally incapacitated.

A PESEL number is required to set up a profile — without it you can only create a standard profile on the ePUAP portal. However, if you enter your PESEL when filling in your ePUAP account details, the system will automatically offer to confirm your Profil Zaufany using one of the methods listed below.

1. In person at a confirmation point.

All you need to do is bring your passport and go to the most convenient point for you. You can choose a point on this page. In the menu, select Poland (Polska) and then your city. It is not necessary to fill in all the fields — this will return more results (more addresses near you) and allow you to choose the best option.

2. Via online banking — considered by many to be the most convenient method.

You need to have an electronic bank account. The list of banks may change; the current list can be checked here. After clicking the icon with the bank's logo, the system will redirect you to the bank's website. You will need to enter your details — name, password, account or client contract number, and passport data. Confirming your Profil Zaufany via online banking usually takes just a few minutes. In rare cases, the bank may require the client's personal presence and invite you to a branch.

3. Via a qualified electronic signature.

During confirmation, simply select the relevant option in the menu and upload the PKE from the device you have.

4. Via a video interview with an official.

You submit an application online and select the option Wideospotkanie / Rozmowa z urzędnikiem (Video meeting / Conversation with an official). You choose the date of the meeting (you cannot choose the time) and download the video communication application from the website. When you receive a message with your application number — save it. You will be called on the designated day, asked to confirm the application number, and then sent a link to the meeting. For the meeting, prepare an identity document — you will need to show it to the official.

Data from your Profil Zaufany is stored in cloud storage managed by the state. This is what distinguishes it from an electronic signature — PKE is stored on a USB drive and you are personally responsible for keeping it safe. The Profil Zaufany is created for three years and can be renewed for a further 3 years.

What services are available with a Trusted Profile?

So what is a Profil Zaufany actually for? Can you manage without an electronic identity?

A Trusted Profile may be needed when dealing with:

• ZUS — the Social Insurance Institution;
• the tax office;
• USC (Urząd Stanu Cywilnego) — the Registry Office;
• the local municipal administration (gmina office) etc.

The Profil Zaufany allows individuals to:

• log in to the ZUS services platform;
• check the contributions your employer pays to ZUS;
• log in to the tax authority website, monitor tax payments, transfer them to the service, and submit tax returns;
• apply for the European Health Insurance Card (EHIC);
• check data on sick leave and related payments;
• register with the Polish employment centre;
• apply for the monthly child benefit "Rodzina 500+";
• submit applications for other types of support for families with children;
• resolve pension-related matters;
• register as an entrepreneur in Poland;
• register and deregister a vehicle;
• check data on fines and penalty points (available to drivers who hold a Polish driving licence);
• check and edit PESEL data;
• check and edit residency registration (meldunek) data;
• obtain a criminal record certificate;
• submit an application for the restoration of lost documents. With a Profil Zaufany you can not only order services from public authorities, but also track the status of your application.

A profile can also be created for a company or organisation. It is usually set up by one of the members of the management board who is authorised to represent the entity. An organisation's profile allows, among other things:

• tracking tax payments,
• submitting financial reports,
• resolving matters with social institutions etc.

We will continue to create useful articles and videos about life and work in Poland. Looking for a job? Call us at +38 (050) 334-93-51 or +48 525 275 003 or +38 (050) 334-93-51 or +48 525 275 003.