The verification process and documents required after the purchase of the Certum electronic signature

The verification process and documents required after the purchase of the Certum electronic signature.

PERSONAL Certificate (Universal)
BUSINESS Certificate (with Additional Data)

Detailed list of additional required documents
Where can I complete the Identity Verification process?
Where to send the set of documents necessary to issue a qualified certificate?

A qualified certificate is always issued to a natural person. During the activation process the user selects the type of certificate:

PERSONAL certificate (general)	BUSINESS certificate (with additional data)
Recommended for everyone who signs documents (e.g. Social Insurance Institution declarations) on their own behalf or on behalf of other entities (enterprises, institutions, local government administration, government administration).	Recommended (although not necessary) in the case of people performing public or professional functions, where the scope of rights resulting from the function performed is clearly defined by law, e.g. president of a city, mayor, notary public, attorney-at-law

PERSONAL certificate (general)

Recommended for everyone who signs documents (e.g. Social Insurance Institution declarations) on their own behalf or on behalf of other entities (enterprises, institutions, local government administration, government administration).

BUSINESS certificate (with additional data)

Recommended (although not necessary) in the case of people performing public or professional functions, where the scope of rights resulting from the function performed is clearly defined by law, e.g. president of a city, mayor, notary public, attorney-at-law

PERSONAL certificate (general)

If you select the PERSONAL (general) certificate, containing only personal data of the Subscriber, please prepare the following documents.

Documents required to apply for issuance of a certificate by Certum

Declaration

Documents required for verification of the subscriber’s (person applying for the certificate) identity

Identity document – a valid ID Card or passport.

Optional:

If the certificate is to contain a PESEL number, please provide: a document confirming the PESEL number (e.g. permanent residence card, confirmation of issuing the PESEL number, etc.) – required when using a non-Polish identity document.
If the certificate is to contain a NIP (Tax ID) number, please provide: a document confirming that the NIP number has been assigned (the subscriber’s personal NIP number), issued by the Polish Tax Office, does not apply to the NIP number assigned to a Company. The NIP number field is intended for people who are entitled to use a NIP number (e.g. have an entry in CEiDG).
An identity document (ID Card or passport) confirming the subscriber’s national identifier, if this identifier is to be shown in the certificate.

BUSINESS certificate (with additional data)

If you have selected the BUSINESS certificate (with additional data), containing the personal data of the Subscriber and the data of the company/institution, then in addition to the verification of identity, it is necessary to provide additional documents that will confirm the data of the represented entity.

Documents required to apply for issuance of a certificate by Certum

Declaration
Power of attorney

Documents required for verification of the subscriber’s (person applying for the certificate) identity

Identity document – a valid ID Card or passport.
Optional:
If the certificate is to contain a PESEL number, please provide: a document confirming the PESEL number (e.g. permanent residence card, confirmation of issuing the PESEL number, etc.) – required when using a non-Polish identity document.
If the certificate is to contain a NIP (Tax ID) number, please provide: a document confirming that the NIP number has been assigned (the subscriber’s personal NIP number), issued by the Polish Tax Office, does not apply to the NIP number assigned to a Company. The NIP number field is intended for people who are entitled to use a NIP number (e.g. have an entry in CEiDG).
An identity document (ID Card or passport) confirming the subscriber’s national identifier, if such identifier is to be shown in the certificate.

Detailed list of additional documents required

Function performed	Additional formal documents required to confirm the entity’s data.
Owner of a company conducting individual business activity.	a document which is the legal basis for the company’s operation – a copy or printout from the Register of Business Activity (CEiDG)
Employees and representatives of a company and institution with legal personality (e.g. accounting firms, companies, local and public administration) as well as units without legal personality (e.g. budget entities, schools, registered partnerships and private partnerships).	Company – enterprise power of attorney – signed in accordance with the rules of company representation (the form is available for download together with the Declaration), document serving as the legal basis for the company’s operations: an extract or printout from the National Court Register (KRS) – no older than 6 months, ✔ an extract or printout from the CEiDG or a certificate of the ✔ REGON identification number, confirming the company’s details. Public institution power of attorney – signed in accordance with the rules of company representation (the form is available for download together with the Declaration), a copy of the document setting out the rules of representation, a resolution or other decision on nomination, appointment to a given position, confirmation of the assignment of the NIP number of the represented entity, a certificate on the REGON identification number of the represented entity.
Persons belonging to the management or supervisory board of a given entity (e.g. President of the Management Board, Member of the Management Board, Proxy). The data of these persons is contained in the excerpt from the National Court Register or another document setting out the rules of representation.	Company – enterprise an excerpt or printout from the National Court Register – not older than 6 months, a resolution or other decision on nomination, appointment to a given position, confirmation of the assignment of the NIP number of the represented entity, a certificate on the REGON identification number of the represented entity. Public institution a copy of the document setting out the rules of representation, resolution or act of nomination, appointment to the position, confirmation of the assignment of the NIP number of the represented entity, a certificate on the REGON identification number of the represented entity.
Persons performing important functions in public and local government administration (e.g. President of a City, Mayor, Commune Head). The data of these persons is contained in a relevant document setting out the rules of representation.	a copy of the document setting out the rules of representation, a relevant decision on nomination, an act of appointment or any other document on the basis of which the person applying for a certificate acts as a public authority, confirmation of the assignment of the NIP number of the represented entity, a certificate on the REGON identification number of the represented entity.

Function performed

Owner of a company conducting individual business activity.

Employees and representatives of a company and institution with legal personality (e.g. accounting firms, companies, local and public administration) as well as units without legal personality (e.g. budget entities, schools, registered partnerships and private partnerships).

Persons belonging to the management or supervisory board of a given entity (e.g. President of the Management Board, Member of the Management Board, Proxy). The data of these persons is contained in the excerpt from the National Court Register or another document setting out the rules of representation.

Persons performing important functions in public and local government administration (e.g. President of a City, Mayor, Commune Head). The data of these persons is contained in a relevant document setting out the rules of representation.

Additional formal documents required to confirm the entity’s data.

a document which is the legal basis for the company’s operation – a copy or printout from the Register of Business Activity (CEiDG)

Company – enterprise

power of attorney – signed in accordance with the rules of company representation (the form is available for download together with the Declaration),
document serving as the legal basis for the company’s operations: an extract or printout from the National Court Register (KRS) – no older than 6 months,
✔ an extract or printout from the CEiDG or a certificate of the
✔ REGON identification number, confirming the company’s details.

Public institution

power of attorney – signed in accordance with the rules of company representation (the form is available for download together with the Declaration),
a copy of the document setting out the rules of representation,
a resolution or other decision on nomination, appointment to a given position,
confirmation of the assignment of the NIP number of the represented entity,
a certificate on the REGON identification number of the represented entity.

Company – enterprise

an excerpt or printout from the National Court Register – not older than 6 months,
a resolution or other decision on nomination, appointment to a given position,
confirmation of the assignment of the NIP number of the represented entity,
a certificate on the REGON identification number of the represented entity.

Public institution

a copy of the document setting out the rules of representation,
resolution or act of nomination, appointment to the position,
confirmation of the assignment of the NIP number of the represented entity,
a certificate on the REGON identification number of the represented entity.

a copy of the document setting out the rules of representation,
a relevant decision on nomination, an act of appointment or any other document on the basis of which the person applying for a certificate acts as a public authority,
confirmation of the assignment of the NIP number of the represented entity,
a certificate on the REGON identification number of the represented entity.

Additional documents required to confirm the data of the represented entity for the Company Certificate (with additional data).

In the case of foreign companies and institutions, the equivalent of these documents issued in the country of origin of the entity will be required. The documents provided, if they are in a language other than Polish and English, must be translated by a sworn translator into Polish or English before they are delivered to Certum.

Where can Identity Verification be carried out?

The authentication of identity can be done throughout the country in:

Identity Authentication Points – Partner Points
Registration Points – Certum Business Points
Notarial offices

The authentication of identity in a Registration Point – Certum Business Point is a paid service. In Identity Authentication Points – Partner Points and notarial offices, on the other hand, there is a fee in accordance with the current price list of the Partner or the Notary Public.

The identity verification should be done after receiving (by e-mail) from Certum a set of completed documents (pdf format) on the basis of data you have entered in the form.