Everything You Need to Know About the Czech Datová schránka
Who Can Access a Datová schránka in the Czech Republic?
A Datová schránka is available to any resident of the Czech Republic, includingg:
- Individual residents of the country, including Czech citizens and foreigners residing here under long-term visas, temporary residence permits, or permanent residence permits.
- Individual entrepreneurs (please note that a Datová schránka for a private individual is separate from a Datová schránka for an individual entrepreneur).
- Any legal entity registered in the country, including private companies and state organizations.
When a Datová schránka is issued to a private individual or an individual entrepreneur, access can be requested directly by that individual. Access to one assigned to a legal entity can be requested by the company's director.
How and Where to Obtain or Restore Access to a Datová schránka
Legal entities and individual entrepreneurs. Currently, a Datová schránka is automatically assigned to every Czech individual entrepreneur upon registration. Similarly, a Datová schránka is automatically created and assigned to every director of a Czech legal entity. The access details are sent by post (including to addresses outside the country) to the residential address of the individual entrepreneur or director. This process has been fully automatic and mandatory since 2009.
It is not uncommon for these letters to be lost or never arrive, especially when the delivery address is outside the Czech Republic. It is important to understand that once the access details for a Datová schránka have been generated and sent, the recipient is legally deemed to have received them - even if they never physically arrive. Consequently, all state authorities may and will use this communication channel to send official requests as necessary.
Therefore, it is VERY IMPORTANT to verify that you have successfully received your access details after becoming an individual entrepreneur or registering a legal entity.
Private individuals. The situation is different for private individuals, as they are not required to have a personal Datová schránka and may obtain one if they wish. However, if you live in the Czech Republic, we strongly recommend obtaining one, as it is an extremely useful tool. When a private individual applies for a Datová schránka, the access details are usually issued at the time of the request. Therefore, the risk of losing them is practically nonexistent.
You can obtain or restore access to your Datová schránka at any Czech POINT location (for more information, see our detailed guide to Czech POINT and its office locations), including:
- Any Czech post office
- Any municipal office (Městský úřad or Městská část)
- Any notary's office in the country
- Czech embassies and consulates (an excellent option for restoring access remotely)
You must visit one of these Czech POINT locations in person and bring your identity document. Individual entrepreneurs and company directors do not need to bring company registration documents or extracts, as Czech POINT staff will find all the necessary information in the official registers. You will only need your identity document to verify your identity.
Although it is theoretically possible to obtain or restore access to a Datová schránka under a power of attorney, the procedure involves certain complexities and requirements.
Is It Possible to Restore Access to a Datová schránka under a Power of Attorney?
In theory, it is possible; however, there are several challenges. The main obstacles are logistical issues within the Czech Republic (which can be managed) and the greater difficulty of finding someone willing to perform this service under a power of attorney.
In more detail:
- A power of attorney must be prepared and certified. For a private individual, obtaining or restoring access to a Datová schránka is usually straightforward. However, for a Czech individual entrepreneur or legal entity, the procedure must be completed at a Czech consulate, as notaries in other countries rarely certify the specific power of attorney required. In such cases, it is often easier to complete the entire recovery or issuance procedure directly at the consulate.
- Practical difficulties arise during the procedure in the Czech Republic. Although the procedure under a power of attorney is possible, staff at local offices are often unfamiliar with it, and the electronic systems used for these services are not designed to handle such cases.
- The greatest challenge is finding someone willing to undertake this task. The issue is that a Czech Datová schránka has both an "owner" and a "user" with access rights. When access is obtained or restored under a power of attorney, the person carrying out the procedure is registered as the "user" of the Datová schránka. This "user" then bears full legal responsibility for any documents submitted through it. Naturally, few people are willing to assume responsibility for submitting documents on someone else's behalf. For example, when submitting accounting reports for a business, how can the "user" be completely certain that the information is accurate and that no tax fraud is involved? Therefore, finding someone who agrees to become such a "user" is very difficult and is usually possible only within a circle of highly trusted people.
For those unable to travel to the country, we strongly recommend restoring access to your Datová schránka directly at a Czech consulate - this is the most straightforward solution.
Can I Restore Access to a Datová schránka Without Visiting the Czech Republic?
Yes, it is possible. The best option is to contact a Czech consulate or embassy, as most of them provide this service. Given the extensive global network of embassies and consulates, you will likely find one in a major city near you. This is the recommended approach, as Czech consulates and embassies can issue or restore access to your Datová schránka directly on site. You only need to appear in person with your identification documents.
Please note that non-residents of the country are not eligible to obtain a Datová schránka. For non-residents, the main alternative is to act under a power of attorney - the specific requirements for this procedure are explained in the section above.