Publication date: 02.06.2025
I am a qualified lawyer with many years of experience in the field of legalization of stay in Poland. My goal is to make legalization of stay simple, understandable and accessible.
Case Background:
In May 2025, a Ukrainian citizen approached me for legal assistance in updating her personal data in the Straż Graniczna (Polish Border Guard) register. This request came after she discovered outdated information in the system while checking the status of her migration case — including incorrect residential address, contact details, and date of her protection application.
The client was concerned that discrepancies in the register might lead to difficulties in communicating with the authorities or presenting her case in court or other institutions relying on the Border Guard register. There was also a risk that without updating the data, her case could be delayed or dismissed on formal grounds.
The Problem:
According to Polish legislation and administrative practices, a foreigner undergoing legalization procedures in Poland (e.g., awaiting a residence permit or applying for international protection) is obligated to notify the authorities of any changes in personal data such as address, phone number, email, or other essential circumstances.
Failure to provide up-to-date information can have serious consequences — from case processing delays to decisions made in absentia or even automatic denial. In my client’s case, the update had not been submitted on time, and the ePUAP submission system seemed complicated and unclear to her.
Solution:
After gathering all the necessary initial information, I analyzed her situation and identified exactly what data needed to be updated in the Straż Graniczna register. These included:
- new residential address;
- updated phone number;
- new email address;
- correction of the date the international protection application was submitted.
I prepared an official letter to the Straż Graniczna in Polish, fully compliant with administrative requirements — including formal structure, proper addressing, case reference, justification, and the request for data correction. The letter included a detailed explanation of the situation and a list of attached supporting documents (e.g., the decision on temporary protection, residency registration certificate, passport copy, etc.).
I also explained to the client how to use the ePUAP system, helped her create a digital profile, and verified her e-signature setup to ensure validity. She then submitted the request via ePUAP to the appropriate branch of Straż Graniczna.
Just a few days later — in less than a week — we received an official response confirming that all necessary changes had been made in the register and the client’s data was now up-to-date in the Border Guard system.
Outcome for the Client:
The client obtained an updated profile in the Border Guard register, ensuring uninterrupted legal processes related to her residence status, protection application, or residence permit filing. She is now no longer at risk of missing official communications due to address changes or of being uninformed about important procedural steps.
In addition, she received a full explanation on how to independently use the ePUAP system going forward — including secure login, digital signature creation, and submitting requests to government offices.
Result:
✅ Legal analysis conducted and data requiring correction identified
✅ Official letter prepared in Polish with justification and case reference
✅ Proper submission of the request through ePUAP without delays or errors
✅ Received a positive response from Straż Graniczna confirming data update
✅ Legal risks and potential rejections due to formal issues successfully avoided
This case demonstrates that even seemingly minor data corrections can be crucial in migration matters. Thanks to a clear plan, legal precision, and effective use of electronic tools, the updates were made quickly and without complications.
The client regained full control over her legal status in Poland, along with the knowledge to continue interacting with public authorities electronically in the future.
