Trusted profile and electronic signature. How are they different?

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Each application submitted to state authorities via the Internet, e.g. to the tax office, to the Social Insurance Institution (ZUS) must be signed. Many matters can be dealt with online, using a trusted profile or qualified electronic signature. So what is the difference between an electronic signature and a trusted profile?

Definitions, or what is what?

Trusted profile (eGo) - is a signature confirming identity (assigned to a specific PESEL number) in online contacts with offices. This is a non-commercial product.

ePUAP - is an electronic platform for public administration services through which citizens can deal with official matters via the Internet.

Having an account on the ePUAP platform is not required to set up a trusted profile.

Electronic signature - data (identifying a specific person) in electronic form, which serves as a signature equivalent to a handwritten signature. This is a commercial product.

Qualified electronic signature - an advanced electronic signature that is created using a qualified electronic signature creation device and is based on a qualified electronic signature certificate.

Trusted profile and electronic signature - what's the difference?

Both the electronic signature and ePUAP are signatures that confirm your identity. The main advantages of having e-signatures include the possibility of settling a given matter at any time. So what is the difference between an electronic signature and a trusted profile?

Application:

The trusted profile is used only in dealing with official matters online (e.g. via ePUAP ,byw.gov.pl, PUE ZUS, praca.gov.pl) - i.e. on official platforms.

A qualified electronic signature has a wider application, because it can be used to both settle official matters and, for example, sign some computer documents (eg PDF, WORD) or e-mails.

Payment:

Trusted profile is free.

A qualified electronic signature is payable.

Importance:

A trusted profile is valid for 3 years. After this time, you can extend the validity of a trusted profile free of charge.

A qualified electronic signature is valid for 1 or 2 years. After this time, you can extend its validity for a fee (the fee is lower than when buying an electronic signature).

Regardless of the differences, it makes sense to have one of the "online signatures": be it an electronic signature or a trusted profile. The advantages of this solution include:

  • the possibility of settling matters not only from 8.00 to 16.00, but 24 hours a day,

  • no need to appear in person at the office,

  • saving time (for travel to offices), money (for paper printouts, shipping) and nerves (while standing in a queue).

How to get a trusted profile?

To obtain a trusted profile:

  1. set up an account on the "trusted profile" portal,

  2. submit an application for profile confirmation,

  3. report in person with an identity document in the so-called Confirmation Point (e.g. ZUS, tax office) to confirm the application. The list of confirmation points can be found at: https://pz.gov.pl/pz/confirmationPointAddressesList

A trusted profile can also be set up in its entirety without leaving your home - for this purpose, the confirmation of the application should be signed with a qualified electronic signature or via electronic banking, at banks that offer the service of creating a trusted profile.

The information contained in a trusted profile includes, first of all, name, surname, e-mail address, PESEL number and user ID, i.e. login.

Establishing and using a trusted profile is free of charge and is valid for 3 years from the date of signing the application. After this period, you can extend the validity of the trusted profile.

How to sign a document with a trusted profile?

When we fill out a given document online (eg on ePUAP), we can find the option "sign with a trusted profile".

After clicking the given option, you will be redirected to the login page of the trusted profile.

After logging in (authentication) to the trusted profile, the user is redirected to the document signature page.

After pressing the button "signature with a trusted profile", the authorization page for signing a document with a trusted profile is launched, where you must enter the authorization code sent by the system to the authorization channel indicated in the external profile (previously provided by us), eg SMS, e-mail.

Correct completion of the document signing process will be redirected back to the client system.

What matters can be done with the use of a trusted profile?

Through a trusted profile, you can deal with, among others:

  • matters related to company registration - sign an application for entry in the National Court Register, in CEIDG, in the National Court Register,

  • matters related to the change of company data - notification of changes to the CEIDG address, company name, liquidation or suspension of the company,

  • matters in ZUS, for example:

    1. sign an application for a certificate of non-arrears in paying contributions,

    2. report and deregister the insured,

    3. grant a power of attorney in relation to ZUS relations,

    4. check the balance of contributions,

    5. make an appointment at ZUS,

  • matters in the tax office, e.g.

    1. report a change in the form of taxation via CEIDG,

    2. sign and submit declarations: PIT-WZ, PIT-OP, PIT-37, PIT-38, JPK_VAT,

    3. register a cash register,

    4. appoint a representative to sign the electronic declaration,

    5. submit an application for a certificate of non-arrears in taxes.

One ePUAP account can be accessed by several people - it is a useful solution when a given document requires the signature of at least two people.

In order for many people to use one account and, for example, to sign the same document, each of them must be registered in ePUAP.

Start a free 30-day trial period with no strings attached!

How to get a qualified electronic signature?

A qualified electronic signature is a commercial tool, it can be purchased from certified suppliers supervised by the Ministry of Digitization. The list of suppliers can be found on the website of the National Certification Center (NCCert).

The amount of the fee is determined by the entities offering the electronic signature - the price depends on the certificate validity period (one or two years) and the type of electronic signature creation device (USB card reader, USB token or PCMCIA).

When purchasing a qualified electronic signature, you must:

  • sign the so-called subscription agreement - its terms and conditions are specified in the certification procedure code or certification policy,

  • appear in person at the certification center with an identity document - so that the supplier can confirm the identity of the buyer,

  • install the received software.

Note: The purchase of a qualified electronic signature for company purposes can be counted as tax deductible costs.

The legal requirement for a secure qualified electronic signature can be found in the so-called The eIDAS Regulation, i.e. the Regulation of the European Parliament (...) on electronic identification and trust services for electronic transactions in the internal market and repealing Directive 1999/93 / EC.

How to sign a document with an electronic signature?

Once we have purchased an electronic signature kit (software, cryptographic card and card reader) from one of the certified suppliers, the first step is to install the received software on the computer.

Then insert the card into the card reader and run the software.

The next step is to use the "sign" button and select the document to be signed from the computer.

After selecting the appropriate documents, just enter the PIN in the desired place.

What matters can be done with the use of an electronic signature?

Using a secure electronic signature, you can sign a document file, e.g .:

  • electronic invoices,

  • trade agreements,

  • register a business,

  • pleadings in court writ proceedings,

  • e-tax returns,

In addition, with the use of an electronic signature, you can handle official matters, which were listed in the header of the trusted profile.