Poland has introduced new rules governing how entrepreneurs register business representatives and disclose contact information in the country’s central business register, with further changes to online company registration due to take effect on 1 November 2026.
The amendments, which entered into force on 14 October, allow a wider range of organisations to be recorded as authorised representatives, introduce new electronic procedures for publishing their details and give entrepreneurs greater control over the public disclosure of business contact information.
The changes affect Poland’s Central Register and Information on Economic Activity (CEIDG), the national database used primarily by sole traders and other individual entrepreneurs.
According to the Ministry of Development and Technology’s announcement, published on 12 October, the measures are intended to strengthen protection of entrepreneurs’ data and simplify administrative procedures.
They form part of a broader reform introduced by the Act of 13 March 2026, published in the Journal of Laws as item 507.
However, not all provisions of that legislation became effective in October. Other measures are scheduled to begin in November and December 2026, with further changes planned for November 2028.
Companies can be registered as business representatives
One of the most significant changes concerns the publication of information about representatives, known in Polish as pełnomocnicy.
Entrepreneurs can authorise another person or organisation to act on their behalf in specified business or administrative matters.
Under the revised CEIDG arrangements, the register can publish information about representatives that are legal entities or other organisational units possessing legal capacity under Polish law.
This extends the practical arrangements available to entrepreneurs using professional service providers.
For example, a business owner who relies on an external accounting practice organised as a Polish general partnership (spółka jawna) can now register that partnership as a representative.
The legislation extends the range of eligible organisational forms; it does not mean that companies with legal personality were previously excluded from acting as representatives.
The change may be particularly useful to sole traders who outsource accounting, compliance and administrative work rather than employing dedicated staff.
Instead of relying exclusively on the publication of information about an individual accountant or adviser, an entrepreneur can use the revised arrangements to publish information about a qualifying organisation.
The business must still ensure that the representative has the appropriate authority for the intended activities.
Publication of representatives now handled online
The October changes also make publication and amendment of information about representatives an electronic procedure.
The ministry says applications to publish representative information in CEIDG must now be submitted online.
The process is handled through the government’s business services system, accessible via Biznes.gov.pl.
Entrepreneurs can also identify which representative should receive correspondence when several representatives have been registered.
This provides greater administrative flexibility for businesses working with multiple advisers.
For example, an entrepreneur could authorise different representatives to deal with specific types of business administration while identifying the appropriate representative for correspondence.
The ministry’s announcement does not establish that every type of official notification can automatically be redirected through this facility. Applicable procedural and electronic-delivery rules still matter.
There is also an important distinction between publishing information about a representative and the wider legal scope of that person’s authority.
Under Poland’s CEIDG legislation, properly publishing information about a representative through the electronic system can have the same legal effect as granting written power of attorney.
However, the authority is limited by the scope of the authorisation and relevant legal requirements.
According to the government’s official guidance on CEIDG representatives, entrepreneurs can use the register to make the representative’s authority visible to public institutions and other businesses.
In qualifying administrative proceedings, this can remove the need to present a separate paper power-of-attorney document.
It does not mean that CEIDG registration automatically authorises every possible activity, including tax matters, which may require separate procedures.
Entrepreneurs gain more control over contact information
The changes also affect the way entrepreneurs’ contact details are made publicly available.
CEIDG applications now provide an explicit mechanism for consenting to the publication of contact information, including telephone numbers and email addresses.
The aim is to give entrepreneurs more direct control over which contact details appear publicly in the register.
This is particularly relevant because CEIDG information can be consulted by customers, suppliers, professional advisers and other parties checking registered businesses.
Making contact information available can help customers reach a business, but it may also increase unwanted marketing calls or messages.
The revised system distinguishes the provision of contact information for administrative purposes from consent to make those details publicly accessible.
Entrepreneurs should therefore check the relevant publication options when submitting a new application or updating their information.
The amendments do not mean that all company addresses, registration information or other statutory business details become private.
They concern specified contact information, while other disclosure obligations continue to apply.
Changes also strengthen safeguards for minors
The reform includes provisions affecting entries relating to entrepreneurs who are under 18.
The register will identify entries concerning minors more clearly, while the legislation regulates information about their legal representatives.
These provisions are intended to make the register more transparent and improve the reliability of information about who is legally entitled to represent a minor entrepreneur.
The system also provides for information to be checked or updated using relevant public registers and court information.
The changes have a narrower application than the general rules for adult entrepreneurs, but they are important for ensuring that public information reflects the correct legal authority.
New business registrations move online-only from November
A more substantial procedural change is approaching for people planning to establish businesses in Poland.
From 1 November 2026, applications to register a new sole-trader business in CEIDG will generally have to be submitted electronically.
For adult applicants, the existing option of filing a paper registration application through a municipal office will be withdrawn.
The change is part of Poland’s wider programme to digitalise business administration.
The Ministry of Development and Technology has confirmed that new registrations can be handled through digital services including Biznes.gov.pl and supported identity-verification channels.
The mObywatel application, Poland’s government digital identity and public services platform, already provides business-registration functionality.
An important exception applies to applications involving minor entrepreneurs, which continue to follow special procedures during the transitional period.
The new November requirement concerns the establishment of a business. It does not mean that all other CEIDG applications immediately become electronic-only.
Existing businesses retain other paper application options
Entrepreneurs already registered in CEIDG will continue to have access to existing submission methods for several other categories of application during the transitional period.
These include applications to change registered information, suspend business activity, resume operations or remove a business from the register.
Under the enacted legislation, the broader requirement for electronic submission of these remaining applications is scheduled to take effect on 1 November 2028.
This distinction is particularly important for entrepreneurs who continue to use municipal offices for administrative changes.
The reform is being introduced in stages, rather than requiring every business to change its administrative arrangements immediately.
The legislation also provides for a wider digitalisation of civil-law partnership procedures from November 2028, including changes intended to improve information-sharing between government registers.
Those future services should not be confused with the representative-registration changes introduced in October 2026.
What existing entrepreneurs should check
For most established sole traders, the October reform does not create a general requirement to file a new CEIDG application simply because the legislation has changed.
However, businesses may benefit from reviewing their existing registration details and the way they use representatives.
Entrepreneurs employing accounting firms or other professional advisers can check whether their current authorisations accurately reflect who is entitled to act on their behalf.
Those using several representatives may wish to consider the new option for identifying the appropriate recipient of correspondence.
Businesses concerned about privacy can review whether their telephone number and email address are intended for public disclosure.
Entrepreneurs preparing to establish a new business after 31 October should ensure that they can complete the registration process electronically.
The ministry has also advised users of Biznes.gov.pl to check the status of submitted applications before attempting to resubmit them if a technical error occurs.
This followed a scheduled service interruption between 13 and 14 October to implement the register changes.
Users with unfinished draft applications affected by that interruption may need to prepare them again.
Further reforms scheduled through 2028
Poland’s CEIDG modernisation programme will continue beyond the October update.
Under the March 2026 legislation, selected additional provisions will take effect on 1 November and 18 December 2026, with a larger package scheduled for 1 November 2028.
The later changes include the wider digitalisation of administrative applications and new arrangements for handling civil-law partnership information.
For individual entrepreneurs, the immediate practical developments are the new rules for business representatives, the revised contact-information publication options and the approaching switch to electronic-only registration for new adult sole traders.
Businesses that do not need to change their registered details or representative arrangements generally have no new application to submit solely because the October amendments have entered into force.
