What are the rules?
Every s.r.o. has a data box created automatically, but you can also set one up voluntarily as a self-employed person. It is completely free and easy to log in to using your assigned data box name (a combination of 7 numbers and letters) and a password. It works much like email: you can see your incoming and outgoing documents. Unlike email, however, messages are deleted after 3 months. If you want to retain them longer, you must pay for a Data Vault. Most clients simply download messages to their own computers and do not need the storage service.
Opening a message in your data box counts as officially accepting delivery of the document. But do not worry about forgetting to check your data box while important messages pile up: in settings, you can easily enable email notifications for incoming messages, so you receive an email alert whenever something arrives. For an extra fee, you can also receive text messages.
By default, the data box requires a password change every 90 days, which some users find annoying. You can easily turn this feature off in settings. 🙂
If you stop trading, you can deactivate it again.
What are the benefits?
It is a very simple, quick and modern way to handle official matters – you can do everything from the comfort of your office or, even better, let your accountant handle it all. 🙂
You can use a data box to submit tax returns and registrations for all taxes, as well as statements to the Social Security Administration and health insurers. You can also report a change of permanent address or a switch between primary and secondary self-employment. In short, everything you need to handle with the tax office, Social Security Administration, health insurer, trade licensing office and other authorities. Delivery to a public authority’s data box counts as an official submission of a document – I recommend downloading the confirmation (the delivery receipt), just in case.
Just as you can contact these institutions this way, they should also contact you in the same way. No more trips to the post office to collect letters. 🙂
You can also use it as an official way of sending, for example, contracts between business partners.
I am the managing director of an s.r.o. – how do I log in for the first time?
Your initial login details arrive by post in an envelope with a yellow stripe. The envelope contains one-time login details for the company data box and instructions for activating it. Each shareholder receives their own access under their name.
I am self-employed – how do I arrange a data box?
Complete and submit an application to set up a data box at a Czech POINT, usually found at larger post offices or municipal offices. Bring your ID card (Czech citizens) or passport (foreign nationals). Have your company registration number (IČO) ready too. An extract from the Trade Register should not be needed. When applying, make sure you request a data box for your company registration number! You can also set up a data box as a private individual. The application is usually approved on the spot, and you leave with one-time login details. Your first login is straightforward on the portal www.mojedatovka.cz, where you change the one-time password, and that is it.
You can also set up a data box using eIdentity. You can log in to this portal in several ways: using eObčanka (an ID card with a chip), mojeID or Bank Identity (identity verification using bank details; this service is currently provided by AirBank, Česká spořitelna and Komerční banka). More information is available on the service’s website.
I want my accountant to be able to send all necessary documents herself
You can grant any third party access to your data box. Of course, you should do so thoughtfully. To grant access, you need the authorised person’s personal details (first name, surname, permanent address and date of birth). The ministry then sends that person a letter with one-time login details for your data box. If they already have their own data box, the login details are delivered there promptly instead.
To conclude, I would emphasise that this is a very useful service and nothing to be afraid of. I would recommend it to every self-employed person: it is a faster, more convenient way to deal with official matters. Public authorities also support its use. If you file your income tax return electronically, certain advantages apply regarding extended deadlines and tax due dates.
A final reminder: handle your login details with great care, just as you would your online banking details or payment card PIN.
If you are unsure what to do, please get in touch and we can look at it together. 🙂