By Zuzanna Świątek, radca prawny, associate, Staniek & Partners

 

In recent years, the rapid advancement of information technologies has become a pivotal driver of modernisation, significantly influencing social structures, economic frameworks, and legal systems. The experiences following the pandemic have highlighted the essential role of digitalising processes and services, which help ensure continuity and resilience in both public and private sectors by maintaining uninterrupted operations and enhancing access to information. In response, Poland’s regulatory landscape is increasingly adopting digital solutions to streamline administrative tasks, reduce bureaucratic obstacles, and improve efficiency through automation and data-driven decision-making.  Notable initiatives in this area include the ePUAP platform, which facilitates the completion of numerous administrative tasks online, and the mandate to submit tax declarations through specialised portals. And the National e-Invoicing System (KSeF), slated for launch in 2026, will transition business-transaction documentation into a government IT framework. Collectively, these solutions are reshaping the interaction between citizens and businesses with the state, making communication more formalised and efficient, and enabling users to meet their bureaucratic obligations at their convenience, regardless of location.

A recent legislative proposal aligns with the ongoing trend of digitalisation as the government aims to amend existing laws to permit individuals to sign employment contracts online. This initiative began with the Act of 16 November 2022, which facilitated online agreements for various employment types, including mandate contracts and those for nannies, caregivers, and housekeepers. Initially, the system was limited to individuals, microenterprises, small businesses, and farmers. However, in response to feedback from entrepreneurs and employers, the government is now revising these regulations to improve functionality and accessibility for a broader audience. The new amendment removes restrictions on user categories, enabling anyone, regardless of their legal status or business size, to use the system. Access will necessitate authentication through the national electronic gateway or other approved methods. A substantial number of Poles are already using these digital solutions, thereby reducing the likelihood that the newly established e-contract platform will become obsolete. For instance, by 31 July 2025, over 10 million people were actively using the mObywatel app, which represents nearly one-third of the country’s adult population, all of whom can potentially become system users.

Once launched, the system will be equipped to manage a broader range of contract types, including non-compete clauses, professional development agreements, volunteer contracts, and shared material liability agreements. Furthermore, the platform will streamline the processing of termination notices, continued employment agreements, and contract amendments. Both employers and employees will benefit from secure, instant access to digital employee records, significantly reducing paperwork and associated costs. For initial users, particularly individuals and microenterprises, this enhancement will facilitate digital record management, including traditional employment contracts and other relevant documents. Users will need to upload their documents to the system. This approach provides flexibility for all parties to customise contract terms according to their specific needs, thus eliminating the necessity to conform to rigid contractual formats. Employers and employees will have the opportunity to collaboratively develop all provisions, with the only limitations being those set by legal frameworks and labour regulations.

Integrating the system with the e-services of key institutions, such as the social insurance institution (ZUS), the national tax administration, the central business register, the national court register, and foreign workers agencies, will improve workforce management and facilitate automated data sharing. This integration will streamline administrative procedures and provide swift access to essential services. Future phases will incorporate enhancements like the ability to attach occupational health and safety documents and electronically verify employee attendance.

The recent changes will play a crucial role in fostering inclusion within the labour market. Many potential employees from socially excluded groups, such as individuals with disabilities, will have the opportunity to sign essential contracts from the comfort of their homes. Additionally, these changes will alleviate obligations for another significant group of remote workers. Undoubtedly, the newly established system will benefit a variety of groups, which is notably rare in achieving satisfaction among parties with competing interests.

The proposed changes aim to reduce administrative burdens and promote the adoption of analytical tools, enabling organisations to thrive in today’s technology-driven economy. By embracing cloud services within the legal framework, Poland can remain attuned to global trends while leveraging its expertise in developing advanced IT solutions to gain a significant competitive advantage. The shift towards electronic signatures and AI-driven platforms is phasing out traditional paper-and-pen methods, thus opening new integration opportunities and enhancing business operations. Consequently, HR departments will need to familiarise themselves with the procedures of the new system. Meanwhile, the reduction of bureaucratic tasks will enable a greater focus on other employment management issues, such as anti-discrimination initiatives, mobbing prevention, and fostering a supportive workplace environment. Conversely, ensuring cybersecurity for users and safeguarding their data stored in the system has become a critical concern, particularly in light of recent cyberattacks in Poland. Fortunately, both the government and private sectors are aware of this threat and have already implemented a range of regulations and tools to protect their networks and databases, in addition to complying with EU data protection rules.

Integrating the upcoming e-contract system with existing public administration platforms will significantly enhance efficiency by minimising paperwork, accelerating processes, and reducing administrative costs for Polish businesses. The widespread adoption of advanced digital tools will further increase productivity and optimise operations, positioning Poland amongst leaders in digital innovation. Foreign investors will find it easier to navigate the local labour market due to streamlined recruitment procedures and more effective employment management. The digitalisation of these processes fosters an attractive environment for international collaboration, facilitating seamless cross-border transactions and firmly establishing Poland as a compelling destination for investment.

[1] https://www.gov.pl/web/cyfryzacja/mobywatel–10-milionow-uzytkownikow-nowa-odslona-aplikacji-i-plany-jej-rozwoju