When you register a company in the Czech Republic, you automatically receive a Datová schránka — also known as a data box. This digital mailbox connects your business with Czech authorities and replaces paper communication.
In this article, we explain how the data box works, who can access it, and what steps to take if your company loses access.
What Is a Datová schránka (Data Box)?
A data box is a secure electronic mailbox created by the Czech Ministry of the Interior. It allows companies to exchange official messages with government offices online.
Key facts:
- Every registered Czech company automatically obtains a data box when it’s entered in the Commercial Register.
- The platform is administered via the government’s official portal mojedatovaschranka.cz.
- Messages sent through this system are legally equivalent to paper delivery.
Why the Data Box Matters for Your Czech Companies
In Czechia, the data box serves as the main digital gateway for all official communication between companies and public institutions. Government offices, courts, and regulators use it to exchange formal messages — including tax notices, legal decisions, and audit outcomes. Each document sent through the system carries full legal weight, the same as a signed and delivered paper letter.
Through the data box companies can:
- Receive messages from institutions such as the Tax Office, Trade Licensing Office, Social Security Administration, and Customs Office.
- Submit applications and official documents electronically — including licence applications to authorities such as the Czech National Bank (ČNB)
- Communicate during the licensing process — responses, clarifications, and document updates are often exchanged through the company’s data box
- Manage payroll, insurance, and other mandatory regulatory reporting
- Receive administrative decisions, fines, or penalties directly from public authorities
- Keep a full record of all correspondence with proof of delivery and timestamps
The data box makes every step of communication — faster, more secure, and fully traceable.
Who Can Access a Company’s Datová schránka
By default, only the executive director or statutory representative has access. However, you can authorize other users — such as your accountant, lawyer, or compliance officer. Access rights are managed directly inside the system. You can:
- Add or remove authorized users
- Grant limited or full access
- Assign a person to monitor the box regularly
Each user’s actions are recorded, providing full transparency and control over company communication.
What Happens If You Lose Access to the Data Box
Even if you lose access, your data box continues to receive official messages. According to Czech law, every message in the Data Box counts as officially received 10 days after delivery, even if no one opens it.
Main risks of losing access:
- Missed tax or court deadlines
- Administrative penalties and fines
- Frozen bank accounts or suspended licenses
- Loss of the right to appeal an official decision
- Communication breakdown between your company and authorities
How to Restore Access to Your Company’s Data Box
If your company has lost access to its datová schránka, only the executive director (statutory representative) can request new login credentials. This rule applies strictly — no other person, even with a power of attorney, can obtain access details.
1. Request new credentials in person
The statutory representative must visit a Czech POINT office.
Bring:
- A valid ID card or passport
- The company’s ID number (IČO)
New login details will be issued directly to the executive director. Power of attorney is not accepted for this purpose. Only the person officially listed as the company’s statutory representative can apply in person.
2. Request new access data by mail
You can request registered mail delivery of the credentials directly to the executive director’s address listed in the official records.
However, based on practical experience, these letters often fail to reach the addressee, and the process may take several weeks.
3. Request renewal abroad (if applicable)
If the company director is located outside the Czech Republic, it may be possible to restore access at a Czech embassy or consulate that provides Czech POINT services.
Not all embassies offer this option, so it’s important to verify availability in advance.
What Happens to Messages in the Data Box
All messages remain visible in your company’s data box for a period of 90 days. After this time, the system automatically removes them unless they are manually saved or downloaded.
For businesses that need to keep correspondence for longer, it’s possible to activate the Data Vault (Datový trezor) — a paid feature that enables secure, long-term message storage and easy access to archived documents.
Need help managing your company’s data box?
Contact AMS for assistance.
FAQ
Does every company in Czechia have a data box?
Yes. Once your company is officially entered into the Commercial Register, the system automatically assigns a data box.
What if my company never activated its data box?
Even inactive boxes receive messages. After 10 days, those messages are considered delivered — even if unread.
I have login credentials but can’t access my Data Box — what should I do?
Access to the data box can expire if it hasn’t been used for an extended period. In many cases, old passwords or login details become invalid automatically.
When this happens, only the company’s statutory representative can obtain new access credentials. The renewal request must be made in person at a Czech POINT office or, if abroad, at a Czech embassy or consulate that provides this service.
At AMS, we advise clients to activate the “permanent access” option and enable email or SMS alerts to make sure you never miss a login expiration notice or an important message.
My company received a fine in the data box, but I didn’t see it. Can I appeal?
Unfortunately, no. According to Czech legislation, once a message reaches your company’s data box, it is automatically treated as delivered after 10 days — regardless of whether anyone actually opened or read it.
That means the deadline for response or appeal still applies, and missing it cannot be excused by not checking the Data Box.
At AMS, we strongly recommend activating SMS or email alerts for all new messages. This ensures your company never misses critical documents such as tax decisions, audit results, or fines, allowing you to respond on time and avoid unnecessary penalties.
How much does it cost to use the Data Box?
The data box system is completely free to use. Only extra features, like extended data archiving, might come with minor fees.
Need Help Managing Your Data Box?
