Who and why can receive data from the Unified State Register: the Ministry of Justice explained the access rules

State bodies, courts, the National Police, the Prosecutor’s Office, the Security Service of Ukraine and local governments have the right to receive information from the Unified State Register free of charge. However, such access is not unlimited: information can be received only to exercise the powers specified by law, and the user must indicate the specific reason for the request.

The State Registration Department of the Ministry of Justice of Ukraine reminded about the rules for working with Unified State Register data.

Who has free access to the Unified State Register

In accordance with the Law of Ukraine “On State Registration of Legal Entities, Individual Entrepreneurs and Public Organizations”, state bodies, in particular:

courts;

National Police;

Prosecutor’s Office;

Security Service of Ukraine;

local governments and their officials;

other entities specified by law.

Information is provided electronically through the portal of electronic services in accordance with the procedure established by the Ministry of Justice.

Even passport data may be available

Access for authorized users may include not only general information about legal entities and individual entrepreneurs.

According to the established procedure, state bodies may receive information about the registration numbers of taxpayers’ registration cards, as well as passport data.

Access is provided on the basis of an agreement with the technical administrator of the Unified State Register. The user may receive electronic extracts from the register and documents contained in the registration file in electronic form.

Information may be transmitted via “Trembita”

Data exchange between state information resources may also be carried out via the “Trembita” electronic interaction system.

If it is not technically possible to use “Trembita”, the use of other information and communication systems is allowed. At the same time, they must have appropriate information protection systems, the compliance of which is confirmed in the manner established by law.

The volume and structure of information exchanged by state bodies are determined by relevant agreements or protocols of information interaction.

For each request, a reason must be indicated

Employees of state bodies cannot use access to the Unified State Register without justification.

To obtain information through the electronic services portal, the user must indicate the reason for the request. In particular, these may be relevant legislative provisions, details of a specific case or proceedings.

The access itself is provided by the technical administrator of the Unified State Register on the basis of an agreement with a state body or local government body. An authorized user is generated a personal login and password.

The information received is allowed to be viewed, copied and printed within the limits of the granted powers.

It is prohibited to transfer the received data to third parties

The Ministry of Justice pays special attention to information protection.

The user is obliged to ensure proper storage of the information received and prevent unauthorized access to it or distribution.

It is prohibited to transfer information from the Unified State Register, obtained within the limits of special access, to other persons at their request, except for cases expressly provided for by law.

Thus, the right of state bodies to extended access to the Unified State Register is associated with specific official powers. Each request must have a legal basis, and the information obtained must be used and stored in accordance with established requirements.