Datová schránka in Czech Republic

Datová schránka is a multifunctional tool for electronic communication with various public and private organisations in the Czech Republic. Here are the main areas of application of this system:

1. IRS:
   • Filing tax returns electronically.
   • Managing tax liabilities through the "My Taxes" portal.
2. Social Security Administration (ČSSZ):
   • Sending income and expense reports.
   • Receive information on the status of insurance premiums and penalties.
   • Receipt of statements of advance payments.
   • Manage your health insurance and get information about your pension accruals.
3. Health insurance (VZP and other companies):
   • Sending and receiving financial reports and insurance statements.
4. Cadastral office:
   • Obtaining information on cadastre records.
   • Set up monitoring of changes to property data.
5. Citizen Portal:
   • Obtain transcripts of criminal records and other official documents.
   • Manage personal information about the ownership of real estate and other assets.
6. Labour Office:
   • Applying for parental allowance and other types of social support.
7. Other Services:
   • Automatic notification of inspection dates and other important dates.
   • Storing documents electronically for more than 90 days to ensure data security and availability.
8. Paid services:
   • Ability to send formal business messages and manage commercial documents via electronic registered mail.

These features make Datová schránka an indispensable tool for legal entities and entrepreneurs, simplifying many aspects of conducting business and personal affairs in a legally meaningful way.

Filing a tax return via Datová schránka is a simple and secure process. However, as you mentioned, tax returns can also be filed through the Moje daně portal. Here are the steps for filing a tax return via Datová schránka:

Steps for filing a tax return via Datová schránka:

1. Document preparation:
   • Make sure you have all the necessary financial documents and information to complete your tax return. This may include details of income, expenses, tax deductions, etc.
2. Login to the Datová schránka system:
   • Go to www.mojedatovaschranka.cz and log in using your username and password or other authentication method you have set up.
3. Creating a new message:
   • In the interface of your Datová schránka, find the option to create a new message. This is usually the button "Nová zpráva" or "Create new message".
4. Recipient selection:
   • Enter the relevant tax authority as the recipient. Each tax authority has its own unique identification in the Datová schránka system, which must be entered correctly.
5. Document attachment:
   • Attach your tax return and all related documents in PDF or other supported format. Make sure that all documents are legible and meet the requirements of the tax authority.
6. Sending the declaration:
   • After checking the attached documents and correctness of filling in the form, send a message. You will receive a confirmation in your Datová schránka box that the documents have been successfully sent.
7. Confirmation and retention of copies:
   • Keep copies of the documents you sent and the confirmation you received for your records. This may be useful for future tax audits or if you have questions about your tax return.

Additional tips:

• Make sure your information is up to date: Before filing your tax return, make sure you are using the latest forms and following current tax guidelines, which may change each year.
• Using the Moje daně Portal: For a simpler filing process and automatic tax calculation, consider using the Moje daně portal, which offers interactive forms and directions for filing.

This process will help you file your tax return easily and securely through the Datová schránka system.

To access your Datová schránka email account, you can use several methods. Here are detailed instructions on how to log in:

Login via the portal mojedatovaschranka.cz

1. Go to the website:
   • Open your browser and enter the address www.mojedatovaschranka.cz. This is the official portal for accessing Datová schránka.
2. Logging in:
   • Use the login and password you received by mail from the state when activating your Datová schránka. If you did not receive or lost your login data, follow the instructions to regain access or obtain new data.

Obtaining or restoring access data via CzechPoint

1. Visit to the CzechPoint office:
   • Find your nearest CzechPoint office, which is located in most municipal and state offices throughout the Czech Republic. Addresses and information are available on the Czech POINT website.
2. Access Data Request:
   • Ask a CzechPoint employee to provide the data for accessing your Datová schránka. You will receive a so-called virtual envelope, which includes the necessary instructions and links for logging in.

Additional features on the Citizen Portal

• View content Datová schránka:
  • If your Datová schránka has already been activated, you can see its contents on the Civic Portal, where the option to save copies of messages and attachments free of charge is also available.

Note the following:

• Data Security:
  • Make sure that your device is protected by reliable antivirus software and that you use a secure connection to access your Datová schránka.
• Data Vault:
  • For long-term and full-fledged saving of messages with all the details, you can consider the paid service Data Vault.

Using these methods, you will be able to securely and conveniently manage your Datová schránka and communicate effectively with public and private organisations in the Czech Republic.

Datová schránka is a digital platform designed to ensure reliable and secure communication between citizens, businesses and public authorities in the Czech Republic. Here is how the system functions:

Activation and operation of Datová schránka

1. Data Box Activation:
   • The data box is activated automatically when the user logs in for the first time.
   • For data boxes that have been created automatically (e.g. for entrepreneurs or legal entities), activation takes place 15 days after the user receives the access data by mail, even if no login has taken place during this period.
2. Access to Datová schránka:
   • To log in to the system, it is necessary to use the provided access data or to be identified through one of the acceptable methods, such as SMS authentication, use of digital certificates or through portals providing public services.
3. Information Sharing:
   • Once activated, Datová schránka allows you to send and receive official documents and messages. Each message is legally binding, which makes it suitable for official document circulation.
   • The system supports archiving, searching and sorting of messages to simplify document management.
4. Security and Privacy:
   • All transmitted data is protected by state-of-the-art encryption methods.
   • The system provides a high level of protection for personal data and information.
5. Integration with other services:
   • Datová schránka is integrated with other government portals and services, which allows for the use of unified authentication and access to various government services.

Important features

• Notifications: Users can set up to receive notifications of new messages via email or SMS.
• Access from mobile devices: There are mobile applications that allow you to manage Datová schránka from mobile devices, providing access to the data box at any time and from anywhere in the world.

Datová schránka provides an efficient and secure environment for electronic interaction, greatly simplifying the process of communication between citizens and government agencies, as well as between businesses themselves.

Yes, in the Czech Republic you are obliged to file your tax return electronically if you fulfil certain criteria. According to the information you have provided:

1. If you were a self-employed individual on 1 January 2023,
2. And you had self-employment income in 2022,

then you must file your tax return for that period solely electronically.

How to file a tax return electronically:

• Using the My TAX portal: Go to the official tax portal www.mojedane.cz, where you can complete your tax return online. The portal offers convenient instructions and automatic prompts to help you fill in the required forms correctly.
• Submitting the declaration: After completing the form, you can directly submit it to the tax office through the same portal. This simplifies the process and reduces the time for filing.

Advantages of electronic filing:

• Fast and convenient: Electronic declarations are processed faster than paper declarations and you can file from the comfort of your own home.
• Fewer errors: Electronic systems often include error checking, which helps to reduce the number of possible errors in the declaration.
• Confirmation of Acceptance: You will receive an email confirmation from the IRS that your return has been accepted.

Electronic filing of tax returns not only ensures compliance with legal requirements, but also facilitates more efficient and transparent management of tax liabilities.

Yes, as of 1 February 2024, the rules for the publication of data in the publicly accessible list of data boxes have changed in the Czech Republic, in accordance with amendments to Act No. 300/2008 Coll. According to the new rules, the data boxes of natural persons and natural persons-entrepreneurs are automatically removed from the list of data box owners. This means that your data will no longer be automatically published in the publicly accessible register.

What it means to you:

• Consent required: In order for your data to reappear on the list, you must explicitly consent to its publication. This consent can be given through the settings of your data box.

How to consent to publication:

1. Log in to your data box: Use your credentials to log in to Datová schránka via the official portal.
2. Go to settings: Find the section of settings related to managing your account.
3. Manage consent: Look for an option that allows you to manage the publication of your data. Activate or confirm your consent to the publication of your data.

The benefits of removing data from the public list:

• More privacy: Removing data box owners from the list of data box owners increases your privacy by restricting access to your contact information.
• Control over personal data: You control who can see your information and when, reducing the risk of unauthorised use of data.

These legislative changes emphasise the increased focus on privacy and give individuals more control over how their information is shared in public registries.

In the Czech Republic, the Datová schránka (DS) system is mandatory for all legal entities, including those organisations whose activities have been temporarily suspended but not officially terminated. Your case with the establishment of Datová schránka, even with suspended activities, is in line with the current legislation. Here are some key aspects to help you understand this situation:

Reasons for establishing Datová schránka:

1. Legal Obligation: The law requires all legal entities, regardless of their activity status, to have an active data box. This includes companies whose activities have been suspended, but they are still registered and considered active entities.
2. Contact with Public Authorities: The Data Box is used for official communication between legal entities and public authorities. Even if your business is temporarily out of operation, government authorities can use Datová schránka to send important notices or requests.
3. Maintaining Records: Datová schránka makes it easier to keep legal records up to date by ensuring that all legal entities can receive and send legally relevant information even if their operations are temporarily suspended.

How to manage Datová schránka when business is suspended:

• Regular Monitoring: It is recommended that you check your Datová schránka regularly, even if business is suspended, in order to respond in a timely manner to any requests or notifications from government authorities.
• Manage Notifications: You can set up Datová schránka notifications to receive information about new messages via email or SMS, helping you to keep up to date with important matters without even logging in regularly.

Termination of Activity:

If you decide to completely cease operations of your business, you will be required to officially close the company in accordance with the applicable law. After the official cessation of operations and deletion of the entry from the register, Datová schránka will also be deactivated.

In the Czech Republic, the Datová schránka (DS) system distinguishes between natural persons and natural persons engaged in business activities as two separate entities in terms of legislation. This is why a separate data box is created for each of these roles:

The difference between the two types of data crates:

1. Datová schránka for a natural person:
   • Personal Use: This type of box is designed to manage your personal matters such as obtaining criminal records, interacting with government agencies on personal matters, and other non-government requests.
2. Datová schránka for a natural person engaged in business:
   • Professional use: This box is created to manage matters related to your business activities. Examples of uses include filing tax returns, liaising with government agencies on matters related to your business, and receiving business-related documents.

Reasons for dividing into two types of drawers:

• Legal protection: Separating personal and professional data helps ensure the legal protection and confidentiality of both personal and business information.
• Organisation: Allows personal and professional messages and documents to be more clearly organised and separated.
• Convenience: Simplifies the management of various aspects of your life and business by ensuring that relevant messages and documents are directed to the right box, minimising confusion.

What's the next step?

You should actively manage both data boxes, checking each one regularly for new messages and documents. This ensures that you do not miss important information, whether it is personal or professional.

It is important to note that each type of data box requires separate attention and management to meet different legal and personal requirements. This separation ensures better regulatory compliance and increases the efficiency of document management in both personal and business settings.

If the access data for your Datová schránka was delivered to an address where you have not lived for several years, this is most likely due to the fact that the Register of Persons still lists your old address. In the Czech Republic, public authorities and municipalities use addresses from the Register of Persons to send official correspondence, including information about access to electronic data boxes.

What to do in this situation?

1. Update your address:
   • You need to update your address in the Register of Persons. This can be done by contacting your local municipality or through other government agencies that can make changes to your registration information.
2. Check your current status in the Register of Persons:
   • Check which address is currently registered to you. This will help avoid similar problems in the future and ensure that all important notices and documents are delivered to the correct address.
3. Liaising with the authorities that sent the correspondence:
   • If you know which authority sent the data, you can contact them to notify them of the incorrect address and provide up-to-date forwarding details.
4. The use of temporal solutions:
   • If an urgent address update is not possible, a temporary redirection of mail from the old address to the new address can be set up through the national postal service to ensure that all parcels and letters are received.

Importance of data relevance

Keeping your address up to date on the Register of Persons is essential as many official and legally relevant documents are sent to a registered address. An incorrect address can lead to the loss of important correspondence and possible legal problems. Updating your address will help avoid these problems and ensure that you always receive important information in a timely manner.

If you are referring to the possibility of merging several data blocks within Datová schránka or another information system, according to the information you have provided, this is not possible. Data blocks are usually independent units that are not intended to be merged with other data blocks.

This can be due to a number of reasons, including:

• Legal and regulatory restrictions: Individual blocks of data may contain information that must be strictly segregated to comply with data privacy laws or other legal requirements.
• Technical Limitations: Data management systems can be designed so that each block of data is handled separately to ensure system security, performance, and reliability.

What can be done?

If your goal is centralised data management or easier access to information from different data blocks, here are some alternative approaches:

1. Systems integration: Instead of merging blocks of data, you can explore integrating different information systems or platforms so that they can share data or provide unified access to information.
2. Creating aggregation tools: Developing software or using existing tools that can aggregate data from different sources for analysis or reporting.
3. Consolidation of information for analytics: If data from different blocks needs to be analysed together, you can use data analytics tools that allow you to load and process data from different sources into a single analytical repository.

If you have specific requirements or objectives related to data management, it is advisable to contact IT specialists or professional advisors who can offer the most appropriate solutions, taking into account the technical and legal aspects of your situation.

If you don't pick up, throw away or return your access data, a mechanism known as "dummy delivery" comes into play. Here's what will happen in different scenarios:

1. Not picking up a registered letter:

• Fictitious delivery: If you do not collect the registered letter within 10 days of delivery, it will be considered delivered. This means that you are legally recognised as having been informed of the contents of the letter, even if you have not physically received it.

2. Throw away or return the letter:

• Activation of the data box: Whether you discard the email or return it to the sender, the data box will be activated and available 15 days after the data has been sent. This happens automatically and does not require your involvement.

Consequences:

• Access to the data box: Even if you have not obtained or deliberately refused access data, your data locker will be activated. If you have lost or destroyed data, you will need to initiate a data recovery process to log in.

How to restore access data:

• Through a Czech POINT office: You can go to one of the Czech POINT offices to obtain new access data. This is one of the most convenient ways, as Czech POINT provides various public services locally.
• Using your bank ID: If you have access to online banking that supports e-government services, you can use your bank ID to retrieve your access data.
• E-Government Mobile Key: This method is suitable if you already have a mobile key set up to access e-government services.

Importance of action:

Regardless of how events unfold, it is important to actively manage access to your data box. This not only ensures that you have access to important information and services, but also protects your personal data from unauthorised access. If access data is lost or compromised, immediate action must be taken to restore it to maintain the security and functionality of your data box.

If in your context the user ID refers to the Datová schránka system or similar data management and access systems, it is usually not possible to change the user ID. This is due to the need to maintain the permanence and security of user identification and authentication within public and corporate information systems.

Reasons why the user ID cannot be changed:

1. Security: A user ID is associated with your account and its history of interactions and transactions. Changing this identifier could create security risks such as unauthorised access or confusing record keeping.
2. Data Integrity: Identifier persistence helps ensure data integrity, making it easier to audit and track activities in the system.
3. Account Management: In many systems, user IDs are used to manage access rights, roles, and responsibilities, changing which can lead to errors in access settings.

What can be done:

• Contact System Support: If you have a need to change your ID due to an error or a change in personal data (e.g., a change of last name), it is best to contact the system's helpdesk or the administrative authorities managing the system to discuss possible steps.
• Create a new account: In some cases, if changing the ID is critical, it may be necessary to create a new account with a new ID and then migrate data or links from the previous account, if allowed by the system.

If there are specific circumstances or requirements related to your request to change your User ID, it is recommended that you seek assistance from your system administrator or technical support for more detailed information and instructions.

If you are having difficulty logging in to Datová schránka, the reason is often due to incorrectly entered credentials. Here are some steps and tips to help you successfully log in:

Verification of credentials

1. Check the keyboard layout: Make sure you are using the correct keyboard layout (Czech or English) when you enter your login and password. Incorrect layout may cause some characters to be entered incorrectly.
2. Note similar characters: Characters such as capital "I" and lowercase "l" and "0" (zero) and "O" (letter O) can look similar and be easily confused. Make sure you distinguish them correctly.
3. Check Caps Lock and Shift: Make sure Caps Lock is off and Shift keys are used correctly to avoid accidentally entering uppercase letters instead of lowercase letters and vice versa.
4. Entering special characters: If your password contains special characters, make sure you enter them using the correct keyboard layout. For example, characters with hooks and commas may not be entered correctly if the keyboard layout is not the same as the one used to create the password.

Practical tips

• Character Testing: If you are unsure about entering some characters correctly, try entering them first in a text editor where you can visually test each character.
• Graphical keyboard: Using the on-screen keyboard can help you accurately enter each character, especially if you are unsure of the layout of your physical keyboard.
• Reset or Restore Password: If all attempts to log in have failed, it may be worth considering resetting or restoring your password via the Datová schránka system by following the instructions on the website.

Login problems can be annoying, but consistently following these steps should help you successfully log in to your Datová schránka account.

To ensure long-term storage of messages in the Datová schránka system and beyond, users can take advantage of several strategies. Here is an overview of the most common methods and their features:

1. Saving in the local system

• How it works: Users can download messages and save them on their local computer or on external media.
• Advantages: Full control over data; one-time save time.
• Disadvantages: Risk of data loss due to hardware failures or virus attacks; need for regular backups.

2. using cloud storage

• How it works: Messages can be uploaded to cloud storage such as Google Drive, Dropbox, or Microsoft OneDrive.
• Benefits: Access data from any device and anywhere; cloud providers typically provide high levels of security and regular backups.
• Disadvantages: Dependence on a third-party vendor and potential data privacy issues.

3. Paid archiving services

• How it works: Some service providers offer specialised data archiving solutions that may include advanced security and management features.
• Benefits: Professional data management; additional features such as automatic backups and encryption.
• Disadvantages: Monthly or annual costs; potential dependence on a single supplier.

4. using specialised backup software

• How it works: Specialised backup software can automatically save copies of your messages in encrypted form on various media.
• Advantages: High level of safety and automation of the process.
• Disadvantages: Need to purchase and configure software; requires technical expertise to set up and manage.

Recommendations

When selecting a data storage method, it is important to consider factors such as the importance and sensitivity of the data, information availability requirements, and your budget and technical capabilities. For critical or sensitive data, it may be appropriate to use a combination of multiple methods to provide additional security and reliability.

You want to know how to set up notifications between your Datová schránka and email. Here are the step-by-step instructions:

Setting up notifications in Datová schránka

1. Logging in:
   • Go to the Datová schránka portal (www.mojedatovaschranka.cz) and log in to your account using your credentials.
2. Go to settings:
   • Click on the Settings icon (Nastavení), which is usually labelled with a gear or similar symbol.
3. Customising notifications:
   • In the settings menu, select "Notifications" (Upozornění).
   • Make sure you already have an email address and phone number set up to receive notifications. If not, add or edit this information.
4. Activation of notifications:
   • Activate the option to send notifications to email and/or SMS, depending on your preference.

More info

• Age restrictions: Datová schránka is available for registration to citizens who are at least 18 years old.
• Use: Datová schránka can be used to send official messages and documents to public institutions, legal entities and private organisations. Messages sent through this system are legally valid and do not require an electronic signature.
• Cost: Using Datová schránka to communicate with public authorities is free of charge. Fees are only charged for some specific public services or when sending messages to individuals and organisations.

These steps will help you set up notifications and ensure that you don't miss important messages and documents arriving in your Datová schránka.

Yes, you can download a mobile app to access your Datová schránka on your smartphone. The app is called Datovka and is available for both Android and iOS users. Here's how you can install it:

For Android users:

1. Open Google Play:
   • Launch the Google Play app on your device.
2. Search:
   • Type "Datovka" in the search bar and click the search button.
3. Installation:
   • Find the app in the search lists and click on the "Install" button to download and install the app on your phone.

For iOS users (iPhone or iPad):

1. Open the App Store:
   • Launch the App Store app on your device.
2. Search:
   • Use the search bar and type "Datovka" to find the application.
3. Downloading and installing:
   • Once you find the app, click on "Download" or the cloud icon with an arrow to start the installation.

Features of the Datovka app:

• Language support: The app supports Ukrainian language, which can be useful if Ukrainian is your preferred language.
• Functionality: The application allows you to receive, send and manage messages in your Datová schránka, providing access to your data anytime and anywhere.

By installing the app, you will be able to manage your messages and documents more efficiently through Datová schránka, accessing them directly from your mobile device.

In the Datová schránka system in the Czech Republic, a message is considered officially delivered according to two main criteria:

1. Automatic read delivery: A message is officially considered delivered on the tenth day after it is delivered to your Datová schránka, regardless of whether you actually log in to view the message. This principle is known as "fictitious delivery" and is similar to the rules for registered mail.
2. Active reading of delivery: The message is also considered delivered at the moment when you or an authorised person logs in to your Datová schránka or the Citizen Portal (if Datová schránka is attached to the portal) and is authorised to access messages.

The importance of activating notifications

To ensure that you receive and review all important notices in a timely manner and do not miss any deadlines related to official communications:

• Activate notifications on the Citizen Portal. This will allow you to receive notifications by email or SMS about new messages in your Datová schránka.
• Regular login: Check your Datová schránka regularly to make sure you see all messages as soon as possible after they are delivered.

These measures will help you manage your official documents efficiently and avoid potential legal issues related to missed communications or missed deadlines.

To manage your messages in Datová schránka and prevent them from being automatically deleted after 90 days, you have several options. Here is a detailed guide to each of the available methods for saving your data:

1. using the Citizen Portal to save messages

• Attaching Datová schránka to the Citizen Portal: This allows you to manage your messages through a user-friendly web interface.
• Free storage: In the Citizen Portal, you can save messages for longer periods of time, which avoids automatic deletion after 90 days.
• Process:
  1. Log in to your account on the Citizen Portal.
  2. Attach your Datová schránka to your profile on the portal.
  3. Use the archiving options to save important messages.

2. Paid data safe deposit box service

• Paid services: Many providers offer paid data retention services, which may include additional security and convenience features.
• Advantages: High level of data protection and the ability to access archived messages at any time.
• Choice of provider:
  1. Explore the various offerings from archiving service providers.
  2. Choose the right package that fits your needs and budget.
  3. Subscribe and set up message redirects to your data vault.

3. Saving messages on a computer

• Local saving: You can save copies of messages on your computer or other media.
• Process:
  1. Log in to your Datová schránka.
  2. Open the message you want to save.
  3. Use the "Save As" or "Export" function to download the message to your computer.
• Important: Keep your stored data secure by using strong encryption methods and make regular backups to avoid data loss due to hardware failures or malware.

Each of these methods has its own advantages and can be chosen depending on your individual needs and preferences. Keeping important information safe is a key aspect of managing your emails.

Datová schránka (or data box) is a state-guaranteed means for secure electronic communication between citizens, entrepreneurs, legal entities and public authorities of the Czech Republic. It is an analogue of a classic mailbox, but with a higher level of verification and security, which makes it a legally significant tool.

Basic characteristics and functions of Datová schránka:

1. Security and identity verification:
   • Unlike regular e-mail, Datová schránka provides proof of the identity of the sender and the recipient. This ensures that the message really comes from the person who is declared as the sender.
2. Legal Validity:
   • Messages sent via Datová schránka are legally binding and can be used in official and legal processes. This is especially important for interactions with public authorities.
3. Use for liaising with authorities:
   • Datová schránka is used to send and receive official documents from public authorities (tax office, social security, courts, etc.), which simplifies and speeds up the process of interaction.
4. No need for an electronic signature:
   • Messages sent via Datová schránka do not require an electronic signature, as the system itself already provides verification of the sender's identity.
5. Application to private communication:
   • In addition to being used to communicate with public authorities, Datová schránka can also be used to communicate with legal entities and individuals. However, a fee may be charged for such communications.

How to set up and use Datová schránka:

1. Obtaining access data:
   • Access to Datová schránka is available on request through public institutions such as Czech POINT or automatically for entrepreneurs and legal entities. Login data is delivered by post.
2. Use with an ID card:
   • Datová schránka can be integrated with electronic identification via citizen card or other electronic means, making it part of the overall e-government system.
3. Logging in and working:
   • You can log in via the portal mojedatovaschranka.cz. Once logged in, you can receive, send and manage messages, as well as save them for future use.

Datová schránka enables efficient and secure management of interactions with public and private entities, simplifying legally relevant electronic correspondence.

There are several types of data blocks (Datová schránka) in the Czech Republic, each of which has a different purpose and corresponds to different entities, be it individuals, businesses or public authorities. Here are the main types:

1. Individual's data box:

• Description: This type of Datová schránka is created at the will of the citizen and is not compulsory. It is used for personal needs and is not related to business.
• Use: For example, when applying for a driving licence, requesting extracts from registers, interacting with government agencies in personal matters.
• Features: This box can be created at will and is not related to business operations.

2. Data box of a natural person engaged in business (physical business person):

• Description: This type of box is created automatically for persons engaged in business activities and is linked to their identification number (IČO).
• Application: Used for all business-related communications, such as tax filing or liaising with the financial administration.
• Features: Starting from 2023, entrepreneurs are obliged to use this box for official correspondence with tax and other state authorities. It is impossible to cancel or refuse this box.

3. legal person's data box:

• Description: Legal entities such as companies (s.r.o., a.s.) are obliged to have a data box. This box is set up automatically by the Ministry of the Interior after the company is registered in the commercial register.
• Application: Used for all official communications between the company and government agencies, as well as for interaction with other legal entities and individuals.
• Features: The data to access the box is sent by mail and the box cannot be cancelled as long as the company exists.

4. Data box of the public authority:

• Description: This type of data box is intended for public administrations.
• Application: Public authorities are obliged to use Datová schránka when interacting with citizens and legal entities that also have such boxes.
• Special features: Public authorities conduct official correspondence via Datová schránka, which ensures a high degree of protection and legal validity of documents.

Important Aspects:

• Automatic Setup: Data boxes for business individuals and legal entities are created automatically by government agencies.
• Mandatory use: The use of Datová schránka is mandatory for business communications and interaction with government authorities.
• Security and legal validity: All messages sent via Datová schránka are legally valid and protected.

Thus, depending on your status (individual, entrepreneur, legal entity or public authority), you will be provided with the appropriate type of data box to ensure secure and official correspondence.

The difference between the data box of a natural person and a natural person entrepreneur lies in their purpose and mandatory use. Here are the main differences:

1. Individual's data box:

• Purpose: Used for personal communication with government authorities, not related to business activities.
• Examples of use: Applying for a driver's licence, criminal record discharge, unemployment benefit processing, pension applications and other personal matters.
• Mandatory: The creation of such a data box is not mandatory. It is a voluntary tool that can be customised as you wish to simplify your interaction with government agencies.
• Advantages: Convenient for personal needs, allows fast and secure messaging with government agencies.

2. Data box of a natural person engaged in entrepreneurial activity (entrepreneur):

• Purpose: Used exclusively for business correspondence related to business activities.
• Examples of use: Filing tax returns, reports to the Social Security Administration (ČSSZ), liaising with tax authorities, filing applications to change data in the commercial register and insurance reports.
• Obligatory: The data box for individual entrepreneurs is created automatically and is mandatory for all registered entrepreneurs. From 2023, entrepreneurs are obliged to use it for official correspondence with public authorities.
• Benefits: Ensures legally relevant business communication and reduces the risk of missing important notifications from government agencies.

Key Differences:

• Purpose: An individual's box is intended for personal matters, while an entrepreneur's box is exclusively business-related.
• Mandatory: A data box for a natural person is optional, whereas a data box for an entrepreneur is mandatory by law for everyone who conducts business activities.
• Usage: Authorities will use the appropriate data box depending on the nature of your enquiry or communication. An individual's box will be used for personal enquiries and an entrepreneur's box will be used for business enquiries.

If you want to file a tax return, you need to use the entrepreneur's data box. If you are applying for a driving licence, you will use the individual's data box, if you have one.

Thus, if you are an entrepreneur, it is important to know which data box to use on a case-by-case basis so that you do not make mistakes in communicating with government agencies.

The use of Datová schránka in the Czech Republic offers many advantages for citizens, entrepreneurs and legal entities. Here are the main ones:

1. Simplicity and accessibility:

• Remote access: With Datová schránka you can communicate with government authorities from anywhere in the world, as long as you have access to the internet. This is especially convenient for people who do not live at their permanent address.
• Official means of communication: Once you have a Datová schránka, public authorities are obliged to use it for official correspondence with you. This reduces the risk of missing important messages, as they are all received in your email account.

2. time saving:

• Fast delivery: Unlike traditional mail, sending and receiving messages through Datová schránka is almost instantaneous. A message can reach its recipient within minutes, significantly reducing the time required to interact with government agencies.
• No need to visit government offices: Many documents and requests, such as criminal records or tax returns, can be sent and received online from the comfort of your own home.

3. saving money:

• Free of charge: Setting up and using Datová schránka to contact public authorities is completely free of charge. This saves you the expense of postage or visits to government offices.
• Receiving official documents free of charge: Many documents, such as a criminal record extract, are delivered to your Datová schránka free of charge, while obtaining such documents by visiting government offices such as CzechPoint in person may cost money (usually around 100 CZK).

Additional benefits:

• Legal validity of messages: Messages sent via Datová schránka are legally valid and considered official, making their use safe and secure for legal and business communications.
• Data security: Messages and documents sent via Datová schránka are protected, ensuring a high level of security for the information transmitted.
• Archiving and control: You can archive messages received and access important documents at any time, making it easier to manage your files and control your interactions with government agencies.

Using Datová schránka is a great way to simplify interaction with government agencies, save time and money, and ensure legally relevant and secure correspondence.

To create a Datová schránka for a natural person, if you already have a business data box, you need to follow the steps below:

Steps for creating a Datová schránka for a natural person:

1. Visit a CzechPoint branch:
   • You can do this at any CzechPoint office, which is usually at a post office or municipal office.
2. Submission of application:
   • Fill out a simple form to create an individual's data box. You will need identification for this, so be sure to bring your passport or other form of identification with you.
3. Obtaining access data:
   • Once your application has been submitted and processed, the details to access your new data box will be emailed to you within a few hours.
4. Logging in:
   • Once you have received your login details, use them to access your new Datová schránka via the official portal mojedatovaschranka.cz.

• Creating a box for an individual is optional, but can be useful for personal needs unrelated to business, such as requesting a criminal record check, applying for benefits, or filing paperwork.
• Your business box has already been automatically created and should be used for all business communications.

So, if you want to have a separate box for personal purposes, the process of creating it is quite simple and can be completed within one business day.

Setting up a data box (Datová schránka) online is possible in two main ways: through the Citizens' Portal or directly through the portal www.mojedatovaschranka.cz. Here is a step-by-step guide for each option:

Option 1: Setup via the Citizen Portal (Portál občana)

1. Open the Citizen Portal:
   • Go to the Portál občana website and log in using your Citizen Identity through Citizen Identity.
2. Creating a data crate:
   • On the start page, click the "Create data block" button ("Založit datovou schránku").
   • After clicking on the "Continue" button ("Pokračovat"), you will be redirected to the Datová schránka portal, where you will complete the process of creating the data box by following the instructions.
3. Connecting to the Citizen Portal:
   • If you want to use Datová schránka via the Citizen Portal, return to it after creating the box and click on the button "Connect newly created box" ("Přidat datovou schránku") to integrate your new data box with the portal.

Option 2: Setup via the portal www.mojedatovaschranka.cz

1. Open the portal mojedatovaschranka.cz:
   • Go to www.mojedatovaschranka.cz and click on the option "Login to Citizen Identity" ("Přihlášení prostřednictvím Identita občana").
2. Logging in:
   • You will be redirected to a login screen via Citizen Identity, where you will be able to authorise using one of the identification options (e.g. bank ID or e-passport).
3. Creating a data crate:
   • If you do not have a Datová schránka yet, the system will offer you the possibility to create one on the Data Box client portal.
   • Follow the on-screen instructions to complete the process of creating a new data box.

• Citizen Identity: To log in and set up Datová schránka through both options, a citizen identification system is required. This can be a bank ID, electronic citizen card or another method supported by the system.
• Notifications: After setting up your data box, make sure you set up notifications to receive messages to your email or mobile phone so you don't miss important information.

Both options allow you to quickly and easily create your data box online without having to visit a CzechPoint office.

To enter Datová schránka, you have several ways:

Ways to log in to Datová schránka:

1. Entry via Citizen ID:
   • You can use the Citizen Identity system to log in to Datová schránka. This is a secure method that uses your electronic ID (e.g. bank ID or electronic citizen ID).
   • To do this, go to www.mojedatovaschranka.cz and select the option "Přihlášení prostřednictvím Identita občana" (Log in using a citizen's ID card).
2. Classic login by name and password:
   • If you have been given access details (login and password), you can use them to log in. This data is usually delivered by post in a yellow-striped envelope.
   • Go to www.mojedatovaschranka.cz and enter your username and password to log into your data box.

What to do if you don't have access data:

1. Loss of access data:
   • If you have lost your access data (login and password) or have not received them, you can request new ones. This can be done free of charge through a CzechPoint branch.
2. Obtaining new data:
   • You can request invalidation of old data and issuance of new data at the CzechPoint counter. You will then have 15 days to activate the data box with the new data.
3. Entry via Citizen ID:
   • If you have an electronic Citizen Identity, you can log into your data box online without using a username and password, and then change your password in the settings.

Procedure:

1. If you have login details: Go to www.mojedatovaschranka.cz, select a login method (citizen ID or classic login by username and password) and log in.
2. If you do not have login details or have lost them: Visit a CzechPoint branch to issue new details or use Citizen Identity to log in securely.

These steps will help you log in to your Datová schránka data box and manage your official correspondence.

The cancellation of a data box depends on its type. In 2023, the Czech Republic introduced mandatory rules for certain categories of data crates, but they can be cancelled or disabled depending on the circumstances.

1. cancellation of the data box of the physical entrepreneur:

• Mandatory Box: The data box for self-employed individuals is mandatory from 2023 for all self-employed individuals and entrepreneurs.
• Can't disconnect: This box cannot be disconnected or deleted while you are doing business.
• The only way to cancel: The Data Box will only be automatically deactivated if you officially cease business activities and stop registering in the relevant public registers (e.g. trade register).

2- Cancellation of the data box of an individual (non-business related):

• Voluntary Box: The data box of an individual who is not associated with a business activity can be cancelled at any time.
• How to switch off:
  • Go to the portal mojedatovaschranka.cz and log in using your credentials.
  • In your account settings, find the option to disable or delete the data box.
  • After confirmation, your data box will be deactivated and you will no longer receive messages through it.

• It is not possible to switch off the entrepreneurial data box as long as you are registered as an entrepreneur. In this case, Datová schránka is a mandatory tool for official correspondence.
• Disconnecting your personal data box is easy to do as it is a voluntary service.

Thus, if you want to switch off your personal data box, you can do so via the online system. However, to terminate the business box, you need to completely end your business activities.

The Datová schránka guidelines will help you manage your official correspondence as efficiently as possible and avoid problems related to message delivery, storage and charges for sending messages. Here are the key recommendations:

1. Delivery fiction: how it works

• If you receive a message in your data box and do not open it within 10 days, it will be considered delivered on the tenth day. This is similar to registered mail, which is also considered delivered after 10 days, even if you have not picked it up.
• Recommendation: Check your data box regularly to ensure you don't miss important messages, especially if deadlines depend on them (e.g. filing a tax return).

2. Setting up email notifications

• To avoid missing new messages in your data box, set up notifications. This allows you to receive information about new messages to your email address.
• How to set it up:
  1. Log in to your data box.
  2. Go to Settings (Nastavení).
  3. Tap on Upozornění (Notifications).
  4. Activate the option "Notifications by e-mail" (Upozornění na e-mail).
• Recommendation: Set up notifications to always be aware of new messages, even if you rarely check Datová schránka.

3. Deleting old messages after 90 days

• Messages in the data box are automatically deleted 90 days after delivery unless you use a paid Data Vault service to store them long-term.
• Recommendation: Save important messages on your computer or external media. You can do this by downloading messages in PDF or other supported formats.

4. Free use for correspondence with state authorities

• Sending messages via Datová schránka to public institutions (tax office, social security, etc.) is always free of charge.
• Commercial correspondence: If you send a message to commercial entities (e.g. banks, insurance companies, other entrepreneurs), you will be charged a fee of 5 kronor per message sent.
• How to check for paid messages: Before sending a message, you may see a yellow dollar sign next to the recipient's name, indicating that the message is paid.

5. Procedures and organisation of communications

• You can download and save delivery notes for each message sent via Datová schránka. This will help you keep track of all sent and received documents and their delivery times.
• Recommendation: Organise your messages by saving important data in separate folders on your computer or use external storage.

Using Datová schránka provides you with a convenient and legally relevant way to communicate with government and commercial organisations. By following these guidelines, you can manage your communications efficiently, avoiding overdue documents and unnecessary costs for paid services.

If you are not satisfied with the classic Datová schránka interface, there are alternative ways that can simplify your work with this system. One of the most popular external clients is Datovka from CZ.NIC, which offers a more user-friendly interface and advanced features. Here are some ways to simplify your work with Datová schránka:

1. Using Datovka - free client for Datová schránka

• Intuitive interface: Datovka resembles classic email clients (e.g. Outlook or Thunderbird), which makes it more intuitive and user-friendly. This makes it easier to navigate and work with messages.
• Message archiving: One of the main advantages of Datovka is the ability to save and archive messages. Even after a message is deleted from the Datová schránka system after 90 days, it will remain available in the client's local database.
• Sending messages without downloading your inbox: Datovka allows you to send messages without downloading all your inboxes at once, which saves time and helps you avoid automatic delivery dummy delivery if you're not ready to open new messages yet.

2. archiving and saving messages

• In the classic Datová schránka interface, messages are deleted after 90 days. To avoid data loss, you can save important documents on your computer or use external data storage (e.g. cloud services).
• Datovka automates the process of saving and archiving messages, which simplifies correspondence management.

3. setting up notifications

• Even when using an external client like Datovka, it is important to set up notifications via email to receive notifications of new messages. This can be done in the settings of your Datová schránka account.

4. using the mobile application

• If it's important for you to receive notifications and manage your messages on the go, consider using the Datovka mobile app for Android or iOS. This will allow you to manage your messages from anywhere you have internet access and respond to important messages in a timely manner.

5. Automation with API

• For more technically savvy users, an API for Datová schránka is available, which allows you to automate some processes, such as mass sending of messages or automatic archiving of data. This can be useful for entrepreneurs and companies that often interact with government agencies via Datová schránka.

The use of external clients such as Datovka greatly simplifies the work with Datová schránka, making the interface more user-friendly and intuitive, as well as extending the functionality of the system. Message archiving, intuitive interface and mobile access help to manage correspondence more efficiently and avoid loss of important data.

The use of a data box (Datová schránka) in the Czech Republic in general is not compulsory for everyone, but for certain categories of individuals and organisations it becomes essential. Here are the main points:

1. The state is obliged to use Datová schránka to contact the owners:

• If you have a data box, public authorities must use it to communicate with you. This applies to official documents, notices and other correspondence.
• For example, all notices from the IRS or other government agencies will arrive in your data box rather than through the traditional postal system.

2. Individuals can use Datová schránka at will:

• For private individuals (natural persons), the use of Datová schránka is not mandatory. They can choose whether they will use this tool to communicate with public authorities or continue to send documents in paper form.
• Exception: It is important to note that some public institutions, such as the financial office (tax office), require mandatory electronic submission of documents if you have Datová schránka. This applies, for example, to tax returns.

3. compulsory use for entrepreneurs:

• If you are running a business, you will automatically have an entrepreneur data box (Datová schránka pro podnikatele). This box is linked to your entrepreneur identification number (IČO) and cannot be deactivated while you are running a business.
• Even if you have not activated this box, the state has done it for you automatically in 2023. This means that you are obliged to use Datová schránka to submit tax returns, reports and other official business documentation.

4. compulsory use for legal entities and organisations:

• For non-profit legal entities, such as various associations, the state also automatically creates and activates data boxes.
• These organisations are obliged to use Datová schránka to interact with public authorities, just like companies.

Key Findings:

• Individuals may use Datová schránka at will, except when required for financial management.
• Entrepreneurs and legal entities are obliged to use Datová schránka for official correspondence with state authorities, and it is impossible to switch off this box as long as their activities continue.

This makes Datová schránka an important and mandatory tool for businesses and organisations, and for individuals a convenient but voluntary means of communicating with the state.