What is a Trusted Profile (Profil Zaufany)? Does a Foreigner Need it in Poland?

Do you want to settle an official matter via the Internet? You must confirm Profil Zaufany or your identity and electronically sign the document sent to the office. You can do it using the Trusted Profile.

So, Profil Zaufany is essentially an electronic signature with which you can confirm your identity in electronic contact with departments and offices of various government agencies in Poland.

When settling the matter in the office, you must show your identity document. Profil Zaufany is a kind of document that allows you to identify yourself when you deal with an official matter online. The data assigned to your Trusted Profile are your first name(s), surname, date of birth, and PESEL number. It means that one citizen can have only one unique Trusted Profile.

Profil Zaufany can be created by any person with a PESEL number, including a foreigner living in Poland. One person can have only one unique Zaufany Profil, which is valid for 3 years after creation. It may be extended for the next 3 years as well.

Authentication (logging) with a Trusted Profile consists of entering the username and password and confirming these data with the authorization code you will receive via SMS. This way you get electronic access.

You can use the Trusted Profile to sign any electronic document with a trusted signature. This signature is an integral part of your Trusted Profile.

The Benefits of Profil Zaufany:

Having a Trusted Profile, you gain access to the Electronic Platform of Public Administration Services, among them:
Ministry of Development;
Ministry of Climate;
Social Insurance Institution;
Ministry of Family, Labor and Social Policy;
Patent Office of the Republic of Poland;
Tax offices – you will check your tax settlements, as well as report an inheritance or donation on the Tax Portal.

Foreigners who have refugee status or a permanent residence permit may obtain a registration. Then the office automatically applies for a PESEL number.

Persons who cannot register (who do not meet the requirements for registration in Poland) may also submit an application that concerns sending the company’s financial statements in electronic form.

What This Means for Businesses in Poland

Tax policy changes in Poland have direct implications for both domestic and foreign-owned businesses. Companies operating in Poland must stay informed about regulatory developments to optimize their tax position and maintain compliance. The Polish tax system includes CIT (19% standard, 9% for small taxpayers), VAT (23% standard rate with reduced rates of 8% and 5%), and various sector-specific levies.

For international entrepreneurs and investors, understanding the Polish tax landscape is essential for business planning. Poland offers several attractive incentives including the Polish Investment Zone (up to 15 years of CIT exemption), R&D tax relief (up to 200% deduction), and the IP Box regime (5% effective CIT rate on qualified intellectual property income). Professional tax advisory can help identify the most beneficial structure for your specific situation.

The interplay between Polish domestic tax law and international tax treaties is particularly important for foreign-owned entities. Transfer pricing regulations, withholding tax provisions, and anti-avoidance rules (GAAR) require careful navigation to ensure both compliance and optimization.

If you are doing business in Poland or considering entering the Polish market, Zalewski Consulting can help. Learn more about our tax advisory services in Poland, or contact us for a free consultation.