Key Takeaway
Obtaining a Trusted Profile is critical for board members of Polish companies to sign financial statements and handle official matters remotely.
What is a Trusted Profile?
A Polish Trusted Profile (ePUAP) is a free, digital identity tool that allows you to confirm your identity when interacting with Polish public administration online. While it functions similarly to an e-signature for official governmental matters (such as dealing with the Tax Office or the National Court Register – KRS), it is crucial to note that it is not a Qualified Electronic Signature (QES). Therefore, it cannot be used for signing private commercial B2B contracts, but it is mandatory for official administrative duties.
How Trusted Profile can be used?
Polish Trusted Profile can be used for various activities, such as:
register for permanent residence while being a foreigner,
set up, suspend and resume a individual business activity (sole proprietorship)
sign the financial statements of a limited liability company (as a member of its Management Board),
sign Articles of Association for creating a Limited Liability Company in Poland,
obtain a copy of civil status documents,
register for an appointment with the Social Insurance Institution (ZUS),
act as a board member of a Polish limited liability company (sp. z o.o.), including entities applying for a CASP license in Poland, where remote, secure communication with the Polish Financial Supervision Authority (KNF) is essential.
apply for a European Health Insurance Card.
The above-mentioned are just examples, as the entire spectrum of possibilities of using the Trusted Profile is very broad. It streamlines handling official matters and accessing a wide range of online services provided by the Polish public administration. In conclusion it can become very handy in running your business.
How to set up a Polish Trusted Profile?
Most importantly it is free – you do not have to pay anything to obtain Trusted Profile. Nonetheless, to create a trusted profile, you must obtain a PESEL number and use electronic banking for authentication on the ePUAP platform, which is essential for accessing various public services online. Without it, you will not be able to complete the whole procedure.
After you will get your PESEL number you will have to:
register an account on Polish Governmental Website,
prove your identity.
And that’s it – you can use your Trusted Profile. While registering an account on a government website should not be a problem, the most difficulties come with confirming your identity – below you will find all the possible ways to do so.
Passport or ID Card
The most common method of proving identity is by using a document – either a passport or identity card. The only way to do this is visiting in person a specified government office and meet with the civil servant.
When registering an account, as the method of verifying your identity you should choose to visit an office:
You then need to complete your details on the registration form. Once you have set up your account, you must go to the office of your choice within 14 days and confirm your identity with you document.
List of places where you identity can be confirmed can be found here – List of Confirmation Points. It can be done in every city in Poland and in other countries (in embassies and diplomatic posts).
Bank account in Polish bank
Another popular method is using your bank account to verify your identity online. Unfortunately, it can only be an account set up in a Polish bank.
Firstly, you must choose this method to confirm your identity online through your bank account:
Afterwards, you must choose your bank, log in to your account, provide all the necessary authorizations, and the Trusted Profile will be created. In the future, every time you use the Trusted Profile, you will need to log in to your electronic banking. Below is a list of banks that allow you to set up a Trusted Profile (as of 18.02.2024):
Qualified electronic signature
Before initiating the Trusted Profile registration, you must obtain a Polish PESEL number. Non-residents can apply for a PESEL number specifically for legal or business purposes (e.g., to serve as a company director). Once your PESEL is issued, the most efficient method of confirming identity is the use of a qualified e-signature. Firstly you will have to download governmental application called ‘Podpis Kwalifikowany’ (Qualified Signature).
The general process is very similar to confirming your identity with documents, except that you can choose to confirm your identity with an e-signature instead of at a branch. This qualified electronic signature serves the same legal purpose as a handwritten signature, emphasizing the transition from traditional to digital verification methods.
After the registration is done, and the motion for obtaining Trusted Profile has been generated you can sign it with your e-signature using governmental app.
Need help setting up your business in Poland?
Navigating Polish bureaucracy as a foreign founder can be challenging. We assist non-EU and EU entrepreneurs in obtaining PESEL numbers, verifying their Trusted Profiles, and forming fully compliant Polish companies. Book a scoping call with us to ensure your corporate setup is done right.
Can a foreigner get a Trusted Profile without a PESEL number?
No, a PESEL number is strictly required to create a Polish Trusted Profile. However, non-resident foreigners can obtain a PESEL number specifically for legal or business purposes (e.g., when serving as a board member in a Polish company). Once the PESEL is issued, you can proceed with the Trusted Profile registration.
Is a Trusted Profile the same as a Qualified Electronic Signature?
No. A Trusted Profile (ePUAP) is a free tool primarily used for communication with Polish public administration. A Qualified Electronic Signature (QES) is a paid commercial service that has the same legal weight as a handwritten signature across the entire EU and can be used for private B2B contracts, which the Trusted Profile cannot.
Do I need to visit Poland to verify my ePUAP profile?
Not necessarily. While the standard process involves a visit to a “Confirmation Point” (like a consulate or a tax office), foreigners can verify their Trusted Profile entirely online if they already possess a valid Qualified Electronic Signature (QES) issued by an EU-approved provider.
Why is a Trusted Profile mandatory for board members?
Under Polish law, financial statements of a limited liability company (sp. z o.o.) must be signed electronically by all members of the management board. Furthermore, it is required for handling official matters with the National Court Register (KRS), the Social Insurance Institution (ZUS), and for staying compliant with CASP/MiCA regulations.
How long is the Trusted Profile valid and is there a fee?
The Polish Trusted Profile is completely free of charge. It is valid for 3 years from the date of verification, and you can easily extend its validity for another 3-year period online before it expires.
