PESEL number allows the identification of a foreigner. It also provides access to social benefits available in Poland. In turn, the trusted profile makes it easier for foreigners to deal with official matters online. In this article, we explain what the PESEL number and Trusted Profile are. Moreover, you will find out why it is important to have them, and how to obtain them.
Table of Contents
- PESEL number for a foreigner in Poland – what is it?
- PESEL number for a foreigner in Poland – what is it needed for?
- PESEL number for a foreigner in Poland – how to obtain it?
- Trusted Profile for a foreigner in Poland – what is it?
- Trusted Profile for a foreigner in Poland – what is it needed for?
- Trusted Profile for a foreigner in Poland – how to obtain it?
PESEL number for a foreigner in Poland – what is it?
The PESEL number is a numerical symbol that allows for easy identification of a person. It contains the date of birth, serial number, gender identification, and a check digit.
The minister responsible for administration and digitization issues a PESEL number.
It is assigned ex officio or at the request of the person concerned.
The PESEL number is assigned automatically by the authorities in the following situations:
- by the Polish registry office when preparing a birth certificate for a child born in Poland,
- by the city/district office when registering for permanent or temporary residence. This applies to Polish citizens who do not have a PESEL number,
- by the city/district office when applying for an ID card. This applies to Polish citizens who live abroad and do not have a PESEL number,
- by the national passport office when applying for a passport. This applies to Polish citizens who live abroad and do not have a PESEL number,
- by the Polish consul when applying for a passport. This applies to Polish citizens who live abroad, do not have a PESEL number, and apply for a passport at the consulate.
It is also possible for a foreigner in Poland to obtain a PESEL number automatically.
In other cases, you can obtain a PESEL number upon request. You should submit a relevant application to the city/district office that registered temporary residence. If there is no place of registered residence you should proceed at the city/district office adequate based on the employer’s registered office. In other cases it should be done at the office of the capital city of Warsaw (district Śródmieście).
The interested person (or its legal representative) should submit a justified written application to the competent authority. Documents confirming the data in the application should be also enclosed. Moreover, you should indicate in the application the actual legal basis from which the obligation to have a PESEL number arises.
PESEL number for a foreigner in Poland – what is it needed for?
The main reason why a foreigner is assigned a PESEL number is to identify the person and their information in national systems.
The PESEL number is used in many areas of life, such as:
- Tax payments, where the PESEL number identifies taxpayers in the system and helps to process payments.
- Education, where the PESEL number is used in the recruitment process for schools and universities. It also enables storing data about students.
- Pensions and social benefits, where the PESEL number helps to identify individuals entitled to pensions and other social benefits.
It is important to remember that the PESEL number is sensitive data. You should protect it from unauthorized access. The use of the PESEL number by third parties can lead to abuse.
PESEL number for a foreigner in Poland – how to obtain it?
The easiest way for foreigners in Poland to obtain a PESEL number is to register a residence. In such case, you will automatically receive a PESEL number. If a foreigner cannot do this, he can request a PESEL number by submitting an application. Below, we present what you need to do.
Who can obtain a PESEL number for a foreigner in Poland?
- It can be assigned automatically (ex officio) to a foreigner who registers his residence in Poland for a stay longer than 30 days.
- It can also be assigned upon the foreigner’s application submitted at any city/district office.
What is necessary to get a PESEL number for a foreigner?
- Firstly, the foreigner should fill out an application for a PESEL number. You can download it from the internet, print and fill out at home. Alternatively, you can get one at the city/district office and complete it on-site. Additionally, a document confirming the foreigner’s identity will also be needed.
- Then, the foreigner should submit the application for a PESEL number at any city/district office.
A foreigner can submit the application in person or have it done on his behalf by a proxy.
The application should state the actual legal basis for the obligation to have a PESEL number. If an authority requires a foreigner to provide PESEL number, it should also specify the legal basis for the request.
If there are deficiencies in the application, the foreigner will be notified and asked to complete them. The office may not consider the application for a PESEL number if it doesn’t meet the formal requirements.
Obtaining a PESEL number for a foreigner in Poland is free of charge.
The application is received immediately by an official. If there is a basis for assigning a PESEL number, the foreigner is notified about obtaining it.
A document confirming issuing a PESEL number can be picked up at the city/district office where the application was submitted.
Trusted Profile for a foreigner in Poland – what is it?
A trusted profile is a free method of confirming a person’s identity. It was created in the systems of public entities.
The user of a trusted profile can be any natural person who has full or limited legal capacity and a PESEL number. This also applies to foreigners, as long as they have a PESEL number. This results from Appendix 1 to the Regulation of the Minister of Digitization of 29th June 2020 on the trusted profile and trusted signature.
Trusted Profile for a foreigner in Poland – what is it needed for?
Thanks to a trusted profile, you can:
- confirm your identity in electronic administration systems,
- sign documents with a trusted signature.
A trusted profile is a tool that allows for the identification of a person when dealing with official matters online. The data assigned to the profile include first and last name, date of birth, and PESEL number. This means that each person can have only one unique trusted profile.
A user of a trusted profile can also use it to sign any electronic document with a trusted signature. The signature is an integral part of a person’s trusted profile. A trusted signature, confirmed by a trusted profile, replaces a handwritten signature in contacts with public entities.
Additionally, a trusted profile is connected with the Electronic Platform of Public Administration Services (ePUAP). By using a trusted profile, a foreigner can thus log in to the electronic service of a specific office.
With a trusted profile, a foreigner can:
• send online e-forms provided by a given office,
• submit any documents to offices that use the ePUAP platform,
• gain access to a catalog of matters that can be handled through ePUAP.
Trusted Profile for a foreigner in Poland – how to obtain it?
There are 3 ways to create a Trusted Profile for a foreigner in Poland:
- Through an online form that should be filled out on the Trusted Profile website.
- Using an internet account (bank or Polish Post – envelo).
- Using an e-ID, which is a personal ID card with an electronic layer.
In the first method, a foreigner should enter his personal data on the Trusted Profile website. They must include first name, last name and PESEL number. One must register the completed form and then:
- confirm it personally by visiting an office or service point
- confirm it online with an electronic qualified signature
Identity providers are entities that are authorized to confirm a Trusted Profile. They verify customer data when setting up their accounts. By using their services, a foreigner no longer has to confirm anything in person at the office. They can create a Trusted Profile through an internet account.
A trusted profile can also be created using an e-ID. It has a built-in chip that contains all the foreigner’s data. To use this option, you must connect a special reader to the computer that allows reading the data. You will also need the appropriate software.
For foreigners who live and work in Poland and use various social benefits, a PESEL number and Trusted Profile are essential. They allow for handling various formal matters. Among them you can find applying for benefits, registering a company, opening a bank account, or obtaining health insurance.