Electronic signatures & stamps in Poland

Having e-signature you can use many Polish e-administration services - and this has many advantages.

The main benefit of having a trusted profile (Profil zaufany) and qualified signature is the ability to handle official matters without the need to visit offices and adhere to their working hours (e.g. open a company in Poland, apply for licences, sign contracts, etc.).

A document signed with an electronic signature or trusted profile (Profil zaufany) has legal validity. Most matters can be handled around the clock. You can do this also while abroad. All that is needed is a device with internet access. The handling of electronic signatures and trusted profiles is straightforward.

An increasing number of administrative platforms enable their use and the completion of many tasks online, additionally, some matters can only be dealt with online.

Although both the trusted profile and electronic signature aim to confirm a person's identity, they differ significantly from each other.

The trusted profile is non-commercial and serves exclusively for communication with government offices, while the qualified electronic signature (QES, as defined in eIDAS regulation) can also be used for private or business purposes and requires purchase. Currently, the electronic signature enables the handling of a greater number of matters than the trusted profile.

To use an electronic signature, it is necessary to purchase a device and install software. The trusted profile is available to everyone and remains free of charge. Take note, that to obtain trusted profile, you need to have Polish personal ID (PESEL).

Both signature types confirm your digital identity allowing you to sign documents, and it is not allowed to share them with others. They also facilitate the handling of official matters. Although the trusted profile replaces a verified signature in lots of cases, in some cases it is required to use qualified electronic signature (ie. while signing a work contract, some leasing contracts, filing some tax statements, etc.). Only qualified signature, in terms of legal effects, is considered equivalent to a handwritten signature.

The electronic signature can be purchased for a period ranging from one year to five years. The trusted profile (Profil Zaufany) is valid for three years.

The price of an electronic signature certificate starts at 219 PLN (50 EUR) net (valid for one year). However, additional costs may apply for:

• the authorization device,
• identity verification (including the inspector's travel expenses if required),
• device setup and training (if needed).

Trusted profile "Profil Zaufany" is free of charge, but remember, that you need to have your Polish personal ID and in some cases Polish mobile phone number to obtain it.

It depends on the purpose for which the electronic signature is being used - some matters such as signing contracts do not require the PESEL number in the signature, while others - such as certain matters related to opening a company - may require the PESEL number. We recommend obtaining a PESEL number before obtaining either trusted profile or qualified electronic signature.

Trusted profile "Profil Zaufany" was created for handling processes with Polish government administration. You can sign company articles of association, applications for permits and licences, obtain work permits for your employees and manage lots of other matters. Take note that you will not be able to sign and file some tax statements using trusted profile.

With qualified electronic signature (QES) you can sign everything, including all that is possible to sign with trusted profile "Profil Zaufany". Qualified signature is equivalent to handwritten signature. Polish legal system requires handwritten form for some particular documents. For example to legally sign employment contract, you need to use QES, some banks require QES to sign e.g. leasing contracts, etc.

The process itself is very simple, and the dedicated application will guide you through the signing step by step.

In case you use trusted profile - you need to be sure your phone is working and you remember your login and password to the system.

In case you use qualified signature - you need to be sure you have qualified device with certificate, application installed on your computer an remember your PIN.

It is an excellent tool for digitization of paper documents and document authentication. It ensures the authenticity of the origin of documents. When signing digital documents, security is fundamental, which is to be provided by successive electronic solutions listed in the eIDAS regulation. The CenCert qualified electronic stamp fully meets security requirements.

The qualified electronic stamp is a modern tool that can be used wherever we expect certainty regarding the preservation of the integrity and authenticity of the origin of a document from a particular organization/company. Any individuals can be authorized by the company to use the electronic stamp.