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Qualified signature vs. proof of identity - why is it so important?

We are doing more and more things online. As a result, the electronic qualified signature has become an indispensable tool. It provides a guarantee of the authenticity and integrity of electronic documents, equal in legal force to a handwritten signature. However, in order to use a qualified signature, prior proof of identity is necessary. But why? And who can do it?
Qualified signature vs. proof of identity - why is it so important?
2-minute read Updated: November 21, 2025

Separation of services - a key aspect

It is worth noting that qualified signature issuance service and identity proofing service are two separate services. 

This means that it is not always the same entity that issues the certificate that can confirm your identity. Often qualified trust service providers work with partners that have a network of identity validation points.

Why is proof of identity so important?

Confirmation of identity is crucial for several reasons:

  • Safety: It ensures that a qualified certificate is issued to the right person, minimizing the risk of phishing and fraud.
  • Credibility: It confirms the authenticity of the signature, which is especially important for documents of great legal importance (e.g. contracts, declarations).
  • Trust: It builds confidence in electronic documents and the entire qualified signature system.

 

Responsibilities of the person confirming identity

The person confirming the identity bears great responsibility. Its responsibilities include:

  • Verification of identity documents: Checking the authenticity and validity of the document (ID card, passport).
  • Identification of the person: Making sure that the person requesting the certificate of identity is indeed the person they claim to be.
  • Adherence to procedures: Adhere to strict identity confirmation procedures to ensure the highest level of security.
  • Documenting the process: Preparation of appropriate documentation to confirm the verification.

 

Who can provide an identity confirmation service?

Not everyone can verify their identity. According to the regulation eIDAS, this service may be provided by:

  • Qualified trust service providers: Certification centers that issue qualified certificates.
  • Qualified supplier partners: Entities that cooperate with certification centers and have the appropriate authorization.
  • Some offices and institutions: E.g., post offices, banks.

 

Remember! When choosing an identity confirmation point, make sure it is authorized to provide this service. Check whether the entity appears on the list of qualified trust service providers maintained by the National Certification Center.

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Check also:

  • Confirmation of identity

A Foreign National Running a Business in Poland — From IDnow Identity Verification to KSeF

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E-Delivery and Qualified Signatures for Foundations and Associations — Requirements for 2026

  • Qualified Electronic Seals

e-CMR and Digital Waybills — The Role of Signatures and Seals

  • Qualified signatures

Qualified Digital Signatures for Notaries — Electronic Extracts of Deeds and CREWAN

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