How do I set up a data box?

Quick Overview:

• The data box for individuals is free.
• You can setit uponline using Citizen Identity, such as through your bank identity, eID card, or eGovernment Mobile Key.
• You can applyin person at a Czech POINT location.
• For self-employed individuals with a Czech IČO, a data box is automatically set up by law.
• When you log in for the first time using the provided access credentials, the system will prompt you to change your temporary password.

While you can set up a data box on your own, it may be more complicated to determine what to send to government agencies via the data box and in what format, or how to respond to documents received through it. If you’re unsure about the legal procedure, our attorneys can advise you.

What is a data box and how does it work?

If you’re used to communicating via email, thena data box shouldn’t come as much of a surprise. What is a data box? It’s essentially the equivalent of email, with the difference thatthe owner’s identity isverified. Therefore, a document sent via a data box can be just as valid as one submitted in person at an office, or one submitted in paper form and signed by hand.

The rules governing data boxes are primarily set forth in the Act on Electronic Transactions and Authorized Conversion of Documents. Among other things, this law specifies who is automatically assigned a data box and who may apply to have one set up.

As a non-business-owning citizen, you can voluntarily set up a natural person’s data box. If you also run a business and have a Czech IČO, a data box for a business-owning natural person is generally set up for you automatically by law. Each data box serves a different purpose:

• You usea natural person’s data box for private communication with government agencies,
• you usea data box fora self-employed individual for business-related matters.

As a citizen, for example, you can request a criminal record check, while as a business owner, you may need to file a tax return. Of course, legal entities are also required by law to use data boxes.

What Can You Do Using a Data Box?

Data boxes are designed to make it easier for citizens to communicate with government agencies. What is a data box used for, and what can you do with it?

• Apply for a new driver’s license—in addition to your data box, you’ll also usethe Citizen Portal for this. Just log in and add your data box to your account. You’ll see a “My Documents” section there, and if your current driver’s license is about to expire, the portal will automatically offer you the option to “Apply for a New” driver’s license. You’ll then submit the application to the appropriate agency, where you’ll later pick up your license. Thanks to the electronic signature in your data box, the entire process can be completed online.
• File a tax return—you can do this in two ways. Either download the relevant electronic forms, fill them out, and submit them via the data box, or log in directly tothe Tax Portalusing your data box login credentials.
• Obtain extracts from registers(such as criminal records)—the data box makes it quick and easy to obtain a criminal record extract. Again, you’ll usethe Citizen Portal, where you select the extract you want to obtain and submit your request. The data box will receive the criminal record extract within a few minutes.
• Get an overview of your pension insurance – on the ČSSZ ePortal, you’ll find a form to request a personal pension insurance statement, which contains an overview of your pension insurance periods (employment) or, if applicable, substitute insurance periods, as recorded in the ČSSZ database.

• Track changes in the land registry —this service is offered directly by the Czech Office for Surveying, Mapping, and Cadastre (ČÚZK) on its website. However, you must log in to the service using your electronic ID.
• Receive notifications when documents are about to expire.
• Request a driver’s point record —here, too, you’ll use the Citizen Portal, where you’ll select the driver’s point record form and submit your request. You’ll receive the record in your data box within a few minutes.
• Apply for parental benefits —on the Ministry of Labor and Social Affairs website, simply find the appropriate form and submit it via data box.
• Submit income and expense reports to your health insurance company and the district social security office.

Benefits of a Data Box

If you’re the type of person who dreads dealing with government offices and waiting in line at the post office (which is almost all of us), you’ll feel a huge sense of relief once you set up a data box. What are all the benefits of a data box?

• Anytime, without waiting in line —if you have a data box, you don’t have to worry about government office or post office hours. You can submit your documents according to your own schedule, even at midnight on a Saturday. You won’t have to wait for a lonely lady who’s craving company to finish her conversation at the counter, or for the man in line behind her to vent all his frustrations. The same applies in reverse. Even if you travel a lot, sleep all day, or haven’t been able to fix your doorbell for a month, your package will reliably reach you.
• You can save significantly on postage —it depends, of course, on how often you communicate with government agencies and state institutions, but, for example, simply sending your tax return by mail currently costs you around 180 CZK (the price of a registered letter ranges from 72 to 87 Kč, depending on weight). Using the data box, you can do the same for just five korun (sending to the tax office and the Czech Social Security Administration is free, and sending to an insurance company—as a private entity—costs five korun).
• You can easily prove that a document was delivered—you don’t have to go anywhere to verify signatures, keep track of mailing receipts, or anything like that. You can easily prove delivery because the data box guarantees the signature, thereby verifying the authenticity of the sent message. If you actually send the aforementioned tax return as a printed copy via regular mail, you’re probably keeping a copy somewhere, along with the mailing receipt and, if applicable, the delivery confirmation text message. However, there’s a high probability that some of these documents will get lost. With a data box, you can save both sent and received messages and keep track of all official correspondence in one place. This way, you can prove at any time exactly what you sent to the authorities or anyone else and when, which a standard postmark does not allow. With an electronic signature in the data box, the process is simpler and faster.

Disadvantages of the Data Box

Let’s not pretend that everything is rosy and sunny—data boxes do have some disadvantages after all. What are they?

• Beware of the legal fiction —any document you receive is considered delivered after 10 days (even if you haven’t logged into your data box and haven’t read the message). This is a legal fiction of delivery established by law. If you don’t use the data box for work purposes on a regular basis (such as weekly), be sure to set up notifications for received messages via text message or email.
• It won’t be free —there are three types of fees associated with operating a data box. First, you’ll pay 5 Kč for each message sent to a private entity (i.e., insurance companies, banks, businesses, etc.); second, the second and every subsequent password reset (the first one is free) costs 200 Kč; However, storing documents will cost you the most. If you don’t want a message to be deleted after 90 days, you must either download it and save it as a PDF (though doing so means you’ll lose the timestamp confirming receipt of the message). If you want to retain this confirmation later, you can set up the “Data Vault” service, for which you’ll pay 120 CZK (for twenty messages) or a surprising 29,500 CZK for 5,000 messages, depending on the number of messages stored. This price significantly exceeds that of any commercial data storage service.

How do I set up a data box?

You have three options for setting up a data box:

1) In person at a Czech POINT location

You can usually find Czech POINT locations at post offices or city halls. Bring a valid ID (ID card or passport) with you. If you are setting up a data box as a self-employed individual or a legal entity, you must either be registered in the Register of Persons or provide a document proving your authorization to conduct business. Legal entities not listed in the Register of Persons will need to provide a document proving their incorporation. Additionally, the company’s statutory representative must apply for the data box. Otherwise, the applicant will need to provide proof of authorization to act, such as a power of attorney.
Once your application is processed, you will receive a confirmation of the data box’s establishment, including the data box identifier. The office will then send you the confirmation via email or mail, depending on your preference.

2) By Mail

Download the data box application form, fill it out, and print it. However, you’ll still need to visit a Czech POINT location because you’ll require an officially certified signature. Then mail the signed application to the Ministry of the Interior. The data box should be set up within 3 days, and you’ll receive your login information by mail. However, consider whether you’d prefer to set up the data box directly at a Czech POINT location.

3) Online

For individuals, setting up a data box online is the easiest option . Log in to the Citizen Portal using your Citizen Identity —for example, Bank Identity, eObčanka, mojeID, or the eGovernment Mobile Key —and select the option “Set Up a Data Box.” You will then be redirected to the data mailbox client portal, where you can complete the setup.

Is setting up a data box free?

Yes. Setting up a data box is free —no administrative fee is charged for setting up a data box for an individual. You can set it up for free online or through a Czech POINT location.

How long does it take to set up a data box?

For a standard data box for a natural person, the law stipulates that it must be set up immediately after a valid application is submitted. The fastest way is usually to set it up online via Citizen Identity or in person at a Czech POINT location. If the application requires further verification or has deficiencies, the entire process may take longer.

How do I log in to my data box for the first time?

The method for your first login depends on how you set up your data box:

• If you received a username and a temporary password, use them to log in to the data box client portal . The first time you log in, the system will prompt you to change your temporary password to one of your own choosing.
• If you set up your data box online using Citizen Identity, you can also access it through that platform. If necessary, you can request separate login credentials.

From attorneys’ experience: The biggest issue with data boxes is not usually setting them up, but rather checking the messages that have been delivered. Clients sometimes realize too late that the deadline to respond to a document they didn’t read in their data box has already begun. That’s why we recommend setting up notifications for newly delivered messages as soon as you set up your account.

Did you miss a deadline because of your data box, or are you unsure whether a document has already been legally served? Our attorney can assess the specific circumstances of the service and the options for further action, as the consequences vary depending on the type of proceeding and document.

Data Box or Electronic Signature?

People sometimes confuse the electronic signature with the data box. A guaranteed electronic signature can also verify your identity. However, you can use your own email address for communication. There is a fee for the electronic signature, both for its initial setup and for each renewal. It is valid for only one year from the date the certificate is issued. After that, you must renew it. There is also no guarantee that a message will be sent or read, and the presumption of delivery does not apply here.

Summary

You can set up a data box for an individual free of charge, most easily online via Citizen Identity, or in person at a Czech POINT location, or by submitting a written request. For business owners with a Czech IČO, a data box is generally set up automatically by law. When you log in for the first time using the issued access credentials, you must change the temporary password. After setting up the mailbox, check it regularly and set up notifications for new messages, because for some documents, deemed delivery may occur after ten days, even if you have not actually opened them.