Electronic Digital Signature in Poland

What is an Electronic Digital Signature in Poland?

Currently, there are two options for Electronic Digital Signatures available to both residents and non-residents of Poland.

Trusted Profile (profil zaufany) ePUAP

This is the preferred signature option as it does not require a physical medium and is linked to your phone number. Online document signing occurs using one-time codes that you receive via SMS messages on your mobile phone.

It is issued for a period of 3 years (subsequent renewal for 3 years is free), however, it requires the applicant to have a PESEL number (analogous to a tax identification number). This is the main difficulty, as obtaining a PESEL number requires temporary registration in Poland.

Electronic Digital Signature (kwalifikowany podpis elektroniczny) on a physical medium, typically a flash drive. Only certified centers or their representatives have the exclusive right to issue such Electronic Digital Signatures.

An Electronic Digital Signature on a flash drive is issued for 1 (2) year(s) and requires renewal. To sign documents, you need to install special software and connect the medium to your desktop computer or laptop at the time of signing.

Any foreigner (regardless of citizenship or residence permit in Poland) can obtain an Electronic Digital Signature on a flash drive in Poland, and personal presence is not mandatory. It is sufficient to sign a contract for obtaining the signature in the presence of a notary in the country of residence. The notary, at the time of signing the contract, will identify your person and confirm the authenticity of your signature.

Differences between Electronic Digital Signature and ePUAP Profile

The ePUAP profile is a “cloud” solution (comparable to online banking) and does not require any physical media. You simply log into your personal account and generate an SMS message with a code to sign the document.

Using an Electronic Digital Signature on a medium requires a token, which provides 2-factor user authentication. The token is typically manufactured as a USB flash drive. Also, for a qualified electronic signature to work, we will need special software, which is not always supported by the operating system you are using; for example, many Electronic Digital Signatures are incompatible and conflict with macOS devices.

Most importantly, the “EPUAP trusted profile” is a state program, while the Electronic Digital Signature is an offer from commercial companies. This means that obtaining and maintaining an Electronic Digital Signature is always more expensive than working with an EPUAP profile.

With an EPUAP profile, you can sign documents in any format (WORD, PDF, JPEG). Documents signed with a qualified Electronic Digital Signature always have the Xades extension. Such documents cannot be read without special software.

Can an Electronic Digital Signature obtained in another country be used?

You can use any qualified signature issued by certified representatives in other European Union countries to sign online documents in Poland. Electronic Digital Signatures obtained in Ukraine, Russia, and other CIS countries cannot be used in Poland.

How to Obtain an Electronic Digital Signature in Poland as an EPUAP Profile?

If you are in Poland

If you are in Poland, have temporary registration and a PESEL number, you just need to register on the state ePUAP platform and activate your signature at one of the confirmation points. The procedure is as follows:

1. Create an account on the ePUAP platform at epuap.gov.pl.
2. Apply for a trusted ePUAP profile
3. After submitting the application, you must appear at one of the confirmation points within 14 days with your passport to undergo identity verification and activate your signature.
4. The full list of verification points can be found here. If you do not confirm the application within 14 days, it will be canceled, and you will need to repeat the entire procedure.

What if you are in Poland but do not have registration or a PESEL number? Contact us at one of the phone numbers listed on the website, and we will help you resolve your issue.

If you are outside Poland?

If you are currently not in Poland, do not have temporary registration or a PESEL tax number, but wish to obtain an ePUAP profile, IZIBIZ can help you resolve your issue remotely. The remote ePUAP acquisition procedure takes 1 to 3 days:

• We will help you obtain temporary registration without your presence
• we will obtain a PESEL number
• we will generate an application for an ePUAP profile
• we will send a request to the Polish Consulate in your country of residence
• You will only need to visit the Consulate and activate the profile (takes approximately 10-15 minutes)

You will need a notarized copy of your passport from your country of residence and a power of attorney for our employee.

The cost of our services for remote ePUAP acquisition is 120 Euro.

How to Obtain a Qualified Electronic Signature (QES) in Poland?

If you wish to obtain an Electronic Digital Signature on a flash drive, simply contact one of the certified EDS issuance points or their representatives in Poland with your original international passport and conclude a contract on site.

A list of companies that have received NCCert certification and provide qualified Electronic Digital Signature issuance services can be found on the website of the National Certification Center. Currently, these are:

• PWPW — Polish Security Printing Works — uses Sigilium Sign 4/5 software
• EUROCERT and KIR (Krajowa Izba Rozliczeniowa) — use Szafir 2.0 software
• CenCert — uses PEM-HEART 3.9 software
• ASSECO — uses proCentrum SmartSign software

All the companies listed above are private entities, so the cost of their services is regulated by the market, not the state. The cost of a certificate for using an Electronic Digital Signature for 1 year varies from 100 to 150 Euro. Renewal of the signature certificate for the next year starts from 50 Euro. The only advantage is that the applicant does not require any additional documents (such as a residence permit, registration, PESEL) other than an international passport. Anyone can obtain a signature.

Is it possible to obtain an Electronic Digital Signature remotely?

Remote Electronic Digital Signature issuance is possible through partners of certified companies. The legal company IZIBIZ is a partner of EuroCert.

To obtain an Electronic Digital Signature remotely with our assistance, please contact us at one of the phone numbers on our website or send a request to e-mail info@izibiz.pl

• Within one day, we will send you an electronic version of the contract for Electronic Digital Signature issuance, which you need to print, sign in the presence of a notary in your country of residence, and send the signed contract back to us by mail or courier to our office address.
• Within 2 days of receiving the contracts, your Electronic Digital Signature on a flash drive will be ready.