PESEL-UKR and PESEL-NUE: What Data the Register Contains and What Errors Occur
Legal Nature of the PESEL Register
The PESEL register is Poland’s central population database containing core identification and status-related information about individuals. Under the Act on Population Records (ustawa o ewidencji ludności, art. 8), the register includes:
– surname, first name, date and place of birth;
– sex, citizenship, or stateless-person status;
– parental data (names and, where applicable, PESEL numbers);
– the assigned PESEL number;
– civil status events (marriage, divorce, death, acquisition or loss of citizenship);
– information on permanent and temporary residence.
Additional Data Concerning Foreign Nationals
For foreign nationals, the register stores an extended set of details, including:
– series, number, and validity dates of the document presented when applying for PESEL (passport, travel document, visa);
– declared period of stay;
– citizenship;
– administrative category of the foreigner:
– UE – EU/EEA/Swiss citizen;
– CUE – family member of an EU citizen;
– NUE – non-EU foreign national.
Following the start of the war, an additional technical flag “UKR” was introduced for Ukrainian citizens benefiting from temporary protection.
Difference Between PESEL-UKR and PESEL-NUE
“PESEL-UKR” and “PESEL-NUE” are not different types of PESEL numbers. The number itself is identical; the distinction lies in the status recorded in the register.
3.1. PESEL-UKR
A technical note on temporary protection is added to the individual’s record. It affects:
– the right to legal stay;
– access to public healthcare through NFZ;
– access to social benefits;
– eligibility to apply for the CUKR residence permit (upon activation of the system).
3.2. PESEL-NUE
The status “other foreign national” indicates the absence of temporary protection.
A transition from UKR to NUE without factual grounds is an administrative error and results in:
– termination of social benefits;
– loss of NFZ insurance;
– risk of losing the lawful basis of stay.
The ŹRÓDŁO System and Data Accuracy
Since 2015, all data entries into the PESEL register have been processed via ŹRÓDŁO, the central governmental database used by gmina (local municipal authorities). The system:
– validates data formats (dates, addresses according to TERYT, transliteration);
– prevents duplicate entries;
– ensures consistency of data across all municipalities.
Although this significantly reduced the frequency of technical errors, older records (pre-2015) may still contain inaccuracies unless updated upon the individual’s request.
Common Errors in the PESEL Register
Despite formal safeguards, inaccuracies in PESEL records continue to occur. The main categories include:
5.1. Incorrect Change of Status: UKR ↔ NUE
The most frequent issue is the automatic removal of the UKR status due to inconsistencies in border-crossing data. Typical situations:
– border officers register an exit but fail to register a subsequent return;
– the system interprets the absence as a stay abroad of over 30 days;
– the status is switched to NUE, even though the individual did not actually leave Poland for that period.
Consequences include loss of social benefits and suspension of healthcare rights.
5.2. Incomplete or Incorrect Personal Data
Errors may arise due to incorrect entry of:
– surname transliteration;
– date of birth;
– citizenship;
– passport details or validity dates.
Thanks to ŹRÓDŁO, such mistakes are less common today but still appear in older records or mass registrations.
5.3. Missing Data Required for the CUKR Permit
Upon activation of the CUKR residence-permit system, the following PESEL fields will be verified:
– surname, first name;
– date of birth;
– citizenship;
– valid travel document;
– fingerprints (or a valid exemption note);
– specimen signature.
Missing elements may lead to automatic rejection of a CUKR application.
5.4. Duplicate Entries or Outdated Documentation
Although issuing more than one PESEL number to the same person is prohibited, the following cases still occur:
– duplicate records created due to technical errors;
– conflicts between old and new passport data;
– outdated records for individuals who left Poland or died but were not removed.
5.5. Delays in Updating Data
Changes in status, address, or border-crossing information may appear in the central register with delays. This may cause:
– temporary loss of UKR rights (e.g., forced switch to NUE);
– interruption of NFZ insurance;
– requests to repay “overpaid” social benefits.
Legal Consequences of Errors in the PESEL Register
6.1. Refusal of Residence Permits
Incorrect or incomplete PESEL records may lead to:
– formal refusal once CUKR is activated;
– return of the temporary-stay application for corrections;
– doubts regarding identity consistency with submitted documents.
6.2. Loss of UKR Status
Incorrect removal of the UKR status results in:
– loss of free medical assistance;
– suspension or termination of social benefits;
– formal recognition that the individual “left” Poland.
6.3. Disruption of Stay-Continuity Records
Incorrect entries concerning long-term absences may negatively affect:
– assessment of stay continuity;
– evaluation of grounds for temporary or permanent residence;
– other administrative procedures.
How to Review and Correct Data in the Register
7.1. Online Verification
Official service:
“Sprawdź dane w rejestrze PESEL i pobierz zaświadczenie”
(online access via Profil Zaufany, electronic ID, or qualified signature).
This service allows individuals to:
– review all PESEL data;
– download an electronic certificate;
– view the technical status, including the UKR flag.
7.2. Offline Extract from the Register
Any gmina office may issue a full official extract containing:
– identification data;
– document details;
– address records;
– status flags (including UKR/NUE).
7.3. Correction of Errors
The gmina is legally obliged to correct data if:
– the entry does not reflect the factual situation;
– it was entered incorrectly;
– it contradicts documents presented by the individual.
Corrections are made through an administrative decision without involvement of other authorities.
Conclusion
The PESEL register contains the key personal and administrative data that determine a foreigner’s access to healthcare, social benefits, and residence procedures. Errors occur primarily in UKR/NUE status, passport data, and border-crossing records.
Regular online verification and obtaining an official extract from the gmina allow timely detection of inaccuracies and initiation of corrections.
Ukrainian version of this article
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