ePUAP trusted signature or qualified signature?

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In the age of digitalization, more and more official and business matters can be dealt with without leaving home – all you need is the right tool for signing documents online. The two most popular solutions in Poland are the trusted profile (available through ePUAP) and the qualified electronic signature. Although they may seem similar at first glance, they differ in their scope of application, level of security, and technical requirements.

In this article, we explain exactly how ePUAP differs from a qualified signature, in which situations each of these tools works best, and how to obtain them. You will also learn which official matters you can handle from your web browser and when you need a more advanced signature, e.g., to register a company or sign a commercial contract. If you run a business or plan to handle formalities electronically, this knowledge will allow you to choose the right tool and operate efficiently, in accordance with the regulations.

WHAT IS EPUAP?

ePUAP, or the Electronic Platform for Public Administration Services, is a tool that allows you to handle many official matters online, without having to visit an office in person. In order to use the platform, you must set up a trusted profile, which allows you to sign documents when dealing with the public administration.

To authenticate data and set up a trusted profile can be used:

Bank Account,
Personal confirmation at a confirmation point (e.g., tax office),
Qualified electronic signature.

QUALIFIED ELECTRONIC SIGNATURE - WHAT IS IT AND WHO CAN HAVE IT?

Qualified electronic signature is a widely used tool that allows signing documents online with a guarantee of their integrity. A document signed in this way has the same legal force as one signed by hand. Moreover, it ensures that once it is signed, the applied changes will be visible.

This type of signature can be obtained by individuals and representatives of institutions and companies, including board members and authorized persons. The signature can be purchased from certified suppliers, and is usually valid for one to three years. This tool is particularly useful for entering into contracts, submitting tenders or signing business documents.

QUALIFIED SIGNATURE VS. TRUSTED PROFILE - DIFFERENCES AND APPLICATION

Although a trusted profile and a qualified electronic signature can be used to sign documents, their uses are different.

A qualified electronic signature has the widest application and can be used to sign virtually any electronic document, including commercial contracts or official documents. The service of obtaining a qualified electronic signature is paid and requires personal proof of identity and the acquisition of appropriate tools, such as a card or USB reader.
The trusted profile is free, but its use is limited to interactions with the public administration, such as submitting applications via ePUAP. It is a tool suitable for official matters that do not require advanced authentication.

WHAT CAN BE DONE WITH A TRUSTED PROFILE THAT CANNOT BE DONE WITH A QUALIFIED SIGNATURE?

The trusted profile allows you to handle most official matters on the ePUAP platform, such as:

Applying for an identity card,
Vehicle sale notification,
Obtain copies of civil registry records,
Social Security and National Health Fund matters.

A qualified electronic signature, on the other hand, allows for many more operations, such as:

Contracting at a distance,
Submission of documents to the KRS,
Participation in electronic tenders.

A trusted profile is not a substitute for a qualified signature when we need advanced identity verification and full legal validity of the document outside the public administration.

CONFIRMATION OF A TRUSTED PROFILE WITH A QUALIFIED SIGNATURE - WHEN IS IT POSSIBLE?

To set up a trusted profile, you can use a qualified electronic signature. All you have to do is fill out a form on the ePUAP website and sign it with a qualified signature, which allows you to immediately confirm your identity without having to visit an office or confirm it through a bank.