Legal Alert: Family Fund Management Poland

Digitization of Family Foundations: Register Goes Online Starting July 29, 2026

The legacy, strictly paper-based operations of the Register of Family Foundations (RFR) are coming to an end. Effective July 29, 2026, the system transitions into its digital phase. This represents a significant shift for founders, board members, banks, notaries, and business partners. Under the new regulations, core administrative tasks can be completed fully remotely, eliminating the need for in-person visits to the Regional Court in Piotrków Trybunalski or reliance on traditional mail.

What Changes on July 29?

1. Online Data Access

An online registry will be launched on the registry court’s website, providing basic information on registered foundations, including their legal name, registered seat, and RFR, NIP (Tax ID), and REGON numbers. Anyone can download a free printout. However, please note that the database will update once daily after business hours, and these self-generated printouts serve informational purposes only.

2. Electronic Filing and Document Issuance

Certificates, extracts, official statements, and copies of entries from the RFR will now be issued digitally. Applications must be prepared electronically, signed via Trusted Profile (Profil Zaufany) or a qualified electronic signature, and emailed to the registry court's dedicated address alongside proof of the PLN 20 court fee payment. The court will deliver the final document directly to the applicant's email address. Documents bearing the court's qualified electronic signature or digital seal retain full official legal force.

    3. Impact on Business Practice

Rapid access to digital registry extracts will significantly streamline third-party due diligence, bank KYC/AML compliance procedures, and notary closings. The new electronic process resolves previous mail delivery delays and eliminates mandatory physical visits to Piotrków Trybunalski - a practice previously used solely to retrieve paper documents required for urgent transactions.

    4. System Limitations (Alert for Executive Boards and Advisors)

While this rollout is a major step forward, certain limitations apply. The online registry does not sync in real time; updates made during the day will only appear following the overnight batch update. Furthermore, this initial phase of digitization does not grant access to historical case files or foundational documents, such as the articles of association (statute).

It is also important to note that while the new rules expedite document requests and entity verification, they do not shorten processing times for registering new foundations. Due to the high volume of pending applications, the current wait time for initial family foundation registration remains approximately 14 to 16 months.

Legal Basis:

Regulation of the Minister of Justice of April 22, 2026, amending the regulation on the register of family foundations (Journal of Laws of 2026, item 577).