Zaufana profile: definition, usefulness, how to get and who can access it.

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What is a Zaufana Profile?

Let’s start by clarifying the terminology and sorting out the misunderstandings associated with it
Profil zaufany

There are only two methods of remotely confirming identity:

  1. Trusted ePUAP profile (Profil zaufany Elektroniczna Platforma Usług Administracji Publicznej).
  2. Qualified digital signature (Podpis kwalifikowany elektroniczny – KCP or EDS, or Polish PKE).

There is often misunderstanding, especially with regard to Profil zaufany ePUAP. When registering in this system, a regular profile is created, which cannot be used for identification. The trusted status of the profile is assigned only at the next step ( the step of confirming your identity).

In fact, in the context of identity verification, there is virtually no difference between Profil zaufany ePUAP and Podpis kwalifikowany elektroniczny. However, there are significant differences in how they are obtained:

  1. A trusted ePUAP profile requires the physical presence of the user or a trusted person to receive.
  2. A qualified digital signature can be obtained completely remotely.

To obtain a Profil zaufany ePUAP it is mandatory to have a PESEL identification number, while to obtain a Podpis kwalifikowany elektroniczny PESEL is not required. The ePUAP profile is stored in a cloud-based government service, while the MCC data resides on a removable storage medium.

Profil zaufany ePUAP is a trusted profile in Poland’s state electronic system, the data on which is stored on state servers and will require a PESEL and personal presence in the RP to obtain.

Podpis kwalifikowany elektroniczny is a method of remote personal identification in Poland, information about which is stored on a portable medium (flash drive) by the holder of the signature. You can get it without PECEL and without being in the country.

How can I obtain a trusted ePUAP profile and qualified digital signature for Polish citizens and foreigners?

The main difference is the presence of a personal identification number PESEL, which is usually inherent to Polish citizens, but may not be present for foreign residents.

Polish citizens holding a PESEL have the opportunity to obtain both a trusted ePUAP profile and a qualified digital signature. Foreigners with PESELs also have access to these tools. However, for foreign nationals who do not yet have a PESEL, only a qualified digital signature is available.

The crux of the differences is the presence of a PESEL, which may be optional for foreigners. Thus, foreigners who possess a PESEL can choose between the two instruments mentioned, while those who lack this tax identifier can only obtain a qualified digital signature.

There is a wide range of services provided through digital identity identifiers. These capabilities have a wide range of applications in different areas of life, and we will look at the key ones.

Available services through ePUAP and PKE.

Among the key features, the following capabilities are included:

  1. Filing applications for lost documents (e.g., ID card, driver’s license, and others).
  2. Reporting the sale of the vehicle and deregistering it accordingly.
  3. Check the penalty points on a driver’s license.
  4. Monitoring of social contribution payments by the employer on behalf of the employee.
  5. Addressing issues related to retirement benefits.
  6. Tax filing.
  7. Calculation of tax payments.
  8. Obtaining certificates of criminal record in Poland.
  9. Reissuing copies of civil status documents (e.g., marriage, divorce, birth, and other similar documents).
  10. There is access to labor exchange services.

Many of the services available to individuals are also available to businesses. For example, certificates of criminal record and records of social benefits can be obtained by both individuals and organizations.

In addition, the following capabilities are provided through the use of electronic identifiers:

  1. Registration of firms and companies.
  2. Submitting and processing applications for “invitations” for foreign workers.
  3. Filing reports with the accounting department.
  4. Dealing with issues related to social institutions and pension funds.

In practice, opening companies in Poland is often a hot topic for foreign nationals seeking remote services.
Next, we will look at two of our electronic identifiers individually: ePUAP and Podpis kwalifikowany elektroniczny.

Create a profile in ePUAP without PESEL and digital signature.

In this context, only the first stage of registration, namely the creation of a regular profile, is considered. The advisability of this step without the possibility of obtaining Profil zaufany (e.g., in the absence of PESEL) may be debatable. In any case, if a regular profile has not been previously created, this step is mandatory and is the first step before obtaining a trusted ePUAP profile.

A valid email address and cell phone number are required to successfully complete this phase of registration. This is critical, as all future communication and identity verification will be done through the contact information provided.

Instructions for creating an ePUAP account

  1. Go to the official ePUAP website.
  2. On the home page, select “Załóż konto” (create an account) and click “Zarejestruj się”.
  3. You will see a small form where the mandatory fields are: first name, last name, PESEL (if available), login (you need to create a unique one), password (repeat it twice to prevent mistakes), e-mail address (also repeat it twice), phone number, consent to process personal data and captcha.
  4. After completing all mandatory fields, enter the characters from the captcha and click the “Zarejestruj się” button at the bottom of the page.
  5. If you have selected the option “Nie posiadam numeru PESEL”, the normal registration will be successfully completed. You will receive a notification on the page that opens, as well as a confirmation via the contact details provided.
  • The field for the phone number does not allow you to change the country code, so only the Polish number is accepted.
  • Under the field for PESEL there is an option “Nie posiadam numeru PESEL” (I don’t have PESEL). If you select this option, complete the normal registration (which is described in this section). If you enter a PESEL number, the system will automatically prompt you to create a trusted profile (which we’ll cover in the next step).
  • Your password must be at least 8 characters long and include at least one upper and lower case letter and a number or special character.

It is important to note that in-person registration for ePUAP is free and does not include any fees or charges.

Procedure for obtaining a trusted profile on ePUAP

The aim is to obtain a trusted profile (Profil zaufany), which enables full use of digital public services.
In order to achieve this goal, the process is divided into two main stages: entering the required data online and then confirming the identity afterwards

Data Entry Procedure:

  1. Return to the ePUAP website and log in to your previously created profile.
  2. In the upper right corner of the page, you will see your profile information under which you have logged in. Click on it and a menu will appear. Select the “Profil zaufany” option.
  3. On the next page, select “Złóż wniosek o profil”.
  4. Now carefully fill in the required details: surname, first name, PESEL (it is mandatory at this stage), email address and phone number. The authentication method is via SMS (no other options are currently available). When you have finished entering data, press “Złóż wniosek”.
  5. An authentication code will be sent to the specified phone number, which must be entered in the appropriate field. Then follow the system instructions and complete the remaining steps.

This step completes the entry of the required data, but confirmation is required to continue. The details of this procedure will be discussed further below.

How to confirm the Zaufana Profile on ePUAP

There are three main methods of profile confirmation: in-person profile confirmation office visits, online banking, and using a digital signature.

Method 1: Personal visit to the office.

For this method, you will need a passport and a visit to the most convenient point. To select a point, refer to the special page on the official state portal.
Select the country (Poland) as well as the province, city and location from the menu that opens. Filling in all fields is not mandatory – the fewer restrictions are set, the more options will be available in the list provided.

Method 2: Online banking.

The second method, using online banking, is convenient for those who already have an account with one of the accredited banks. When entering into a contract with the bank, your details have already been provided and your identity confirmed at the bank branch.
Almost all major banks participate in this program. For a full list of participating banks, you can visit the relevant page.

Once you have selected your bank icon, you will be redirected to a special bank page designed to confirm Profil zaufany. Each bank has its own page, but in general terms the information you need to provide is the same:

  2. Login / Password.
  3. Account number or customer (contract) number.
  4. Passport details.

The confirmation procedure may take a few minutes, but in some cases the bank may request a personal visit to the client’s office for additional verification.

Method 3. Using a qualified digital signature

In this case, the digital identity options under consideration overlap. The procedure is simple: if you already have Podpis kwalifikowany elektroniczny, you can validate the trusted ePUAP profile by selecting the appropriate menu item and using PKE from the existing media.

Method 4. Confirmation via video link

This method was originally designed to create a temporary profile, granting full access to all functionality, but limiting its validity to 3 months (as opposed to regular profiles, which are valid for 3 years).
As of 06/17/2021, this method has become a full-fledged method of confirming a regular full-fledged zaufana profile. In addition, all previously created temporary profiles that are still active are automatically made permanent.
To use this method:

  1. When registering a zaufana profile (see above), select the appropriate confirmation type “Via video call of an official (official, Polish, urzędnika)”.
  2. Select the date of the call (you cannot select the time).
  3. On the same page, you will be prompted to download the video calling app.
  4. Make sure your device is equipped with a microphone and camera – without this, the video call will not take place.
  5. Two notifications should arrive at the end of registration: confirmation of record creation and confirmation of submission.
  6. The second message will contain the application number: save it and do not share it with anyone until the call.
  7. Wait for the official’s phone call (no video yet!) on the designated day. It’s impossible to say exactly when this will happen – it depends on the load. The official explanation, in the call time section, states, “Be patient.”
  8. When you call, the official will give you an application number – check to see if it matches yours. If so, continue the communication.
  9. Once the application number is verified, a link for the video link will be sent to the email address provided during registration. There may be more additional clarifications to come.
  10. Click on the link (in Skype, additionally click on “Call”).
  11. After the connection, the number and other parameters of the application will be reconciled again.
  12. If everything is in order, the official will ask to see your passport or other identification. Show it in such a way that it can see all the necessary data – photo, full name, number, etc.

On successful completion, the official will confirm your profile and a notification will be sent to you. From now on, you will be able to fully utilize profil zaufany.

Profil zaufany is valid for three years and can be renewed for another three years. The renewal procedure can be done both offline, by visiting one of the offices, and online via the Profil zaufany website. Let’s take a closer look at the latter method.

To renew your trusted profile for the next three years, follow these steps:

  1. Check the remaining validity of your profile by logging in to Profil zaufany and selecting “Profil zaufany” and then “Szczegółach profilu”. There you will find information about the current profile expiration date.
  2. If the remaining time is short, extend it according to the following instructions:
  3. a. Log in to the trusted profile site, if you haven’t already, and go to “Profil zaufany”, then “Szczegółach profilu”.
  4. b. Select the function “Przedłuż ważność lub zmień dane” and press “Dalej”.
  5. c. Provide contact information (phone, email) for confirmation or correction.
  6. d. Wait for SMS and e-mail with confirmation codes to the specified contacts. Enter the codes you received on the trusted profile site and click “Dalej”.
  7. If everything is done correctly, you will receive a notification to renew your trusted profile for the next 3 years. A confirmation will also be sent to your email address.