What Is KREPTD? Poland's Register of Road Transport Undertakings

What is KREPTD?

Every transport business in Poland should know KREPTD, the National Electronic Register of Road Transport Undertakings (Krajowy Rejestr Elektroniczny Przedsiębiorców Transportu Drogowego). It is the central electronic register of road transport undertakings that collects company data, information on Community licences and their status, and on whether a carrier engaged in road passenger transport, road haulage or international road transport meets the conditions for pursuing the occupation of road transport operator. An entry in the register can have a real impact on your business, including the withdrawal or suspension of the Community licence or restrictions on your services. A company is entered in the register as soon as it obtains its authorisation, so it is worth knowing the whole procedure described in our guide on how to start a transport company in Poland.

The KREPTD IT system

KREPTD is the official state IT system that works as a public e-service providing key information about carriers, their professional competence, their certificates of professional competence, licence serial numbers, and the course of inspections and infringements under the Polish Road Transport Act. The register has operated since November 30, 2017 and is the foundation of digital services for the transport and logistics sector in Poland.

Legal basis of KREPTD

The register was created as part of the implementation of EU law, including Regulation (EC) No 1071/2009, which sets the conditions for pursuing the occupation of road transport operator and the rules for national electronic registers of road transport undertakings. Each EU Member State keeps its own national electronic register, which is connected to the European ERRU system, enabling the exchange of information on undertakings, their good repute, serious infringements and the status of their authorisations.

In Poland, the system is run by the Chief Road Transport Inspector, who keeps the national electronic register and supervises its accuracy. KREPTD shows, among other things, licence numbers, data on the transport manager, information on international carriers and data on undertakings operating under an authorisation to pursue the occupation of road transport operator.

Purpose and functions of KREPTD

KREPTD was created to provide a uniform, complete and up-to-date database of road transport undertakings, available to enforcement authorities and market participants. The system streamlines the issuing, amendment and withdrawal of authorisations, the verification of professional competence and the monitoring of carriers operating in domestic and international road transport.

KREPTD is a key tool for supervising companies carrying passengers and goods by road in the EU. Thanks to its connection with the European Register of Road Transport Undertakings (ERRU), it enables the exchange of data on infringements, carriers' good repute and whether a given transport manager is authorized to perform this role.

Data availability

Part of the information in KREPTD is public, which increases market transparency and lets customers verify transport companies. By searching public KREPTD data, you can check:

• Whether the carrier holds a valid authorisation or Community licence;
• Whether its Community licence has been suspended;
• Information on any infringements related to road transport safety.

Which transport companies are entered in KREPTD?

KREPTD collects information in three registers: undertakings holding an authorisation to pursue the occupation of road transport operator, serious infringements, and persons declared unfit to manage transport operations. Data on transport managers are part of the undertaking's entry.

Undertakings holding a transport licence

The main group entered in KREPTD consists of undertakings that have obtained an authorisation to pursue the occupation of road transport operator and carry out road passenger transport, road haulage or international road transport. The register of road transport undertakings contains the complete company data needed to supervise the market effectively and to verify that the conditions set out in the Polish Road Transport Act are met.

The register includes, among other things:

• The company name and registered office or place of residence, which are required for the entry;
• The REGON and NIP identifiers;
• The type and status of the Community licence, the type of authorisation, and the serial numbers of the licence and its certified copies;
• The number of vehicles assigned to the authorisation, which matters for international road transport;
• The Community licence number and information on its certified copies;
• Detailed document dates, such as the licence's date of issue, the start and end of its validity, and any suspension or withdrawal of the Community licence.

Transport managers

An important part of each undertaking's entry in KREPTD is data on its transport managers in companies carrying out road transport and international road transport. They are responsible for operational supervision of the fleet, compliance with the Polish Road Transport Act and with the requirements of Regulation (EC) No 1071/2009, including professional competence.

The register holds key data on the transport manager, such as:

• The name of the person acting as transport manager;
• Date and place of birth, available only to authorized entities;
• Home address, also available only to supervisory authorities;
• The number, date of issue and issuing country of the certificate of professional competence, which makes it possible to verify that the qualifications are valid and current.

An undertaking that does not hold a certificate of professional competence itself may, under a contract, designate an external transport manager who does (Article 4(2) of Regulation (EC) No 1071/2009). This person's data are also entered in the national electronic register, so the system reflects the full structure of responsibility in the transport company and allows the carrier's obligations to be monitored.

KREPTD infringement records and the loss of good repute

The second register kept in KREPTD is the register of serious infringements, used to assess whether undertakings carrying out road transport and international road transport meet the conditions for pursuing the occupation of road transport operator set out in the Polish Road Transport Act and Regulation (EC) No 1071/2009.

The register holds detailed data on undertakings and transport managers, including in particular:

• Data identifying road transport undertakings and transport managers;
• The number, category and type of infringements found that affect road transport safety;
• The date of the infringement and the date of the inspection carried out by authorized bodies such as the Polish Road Transport Inspection;
• The EU Member State in which the infringement occurred, which is particularly important in international transport.

Infringements are classified as most serious infringements (MSI), very serious infringements (VSI) and serious infringements (SI); in Polish, NN, BPN and PN. The catalog includes, among others, breaches of drivers' working time, tachograph irregularities, neglected vehicle roadworthiness tests and breaches of the rules on carrying passengers and goods, including dangerous goods.

An accumulation of infringements can lead to the loss of a carrier's good repute and, as a result, to the suspension or withdrawal of the Community licence and of the authorisation to pursue the occupation of road transport operator. You can read more about this in our article: Good repute of a transport company and the consequences of losing it.

Loss of good repute can also affect the transport manager. A person declared unfit to manage transport operations is entered in the third KREPTD register and remains there until their good repute is restored.

Consequences of KREPTD entries: what sanctions do carriers face?

Entering an infringement in KREPTD is not just an administrative formality. The data collected in the KREPTD system, including data on infringements, can directly affect the status of the Community licence, the scope of transport operations and the company's further presence on the transport market. Sanctions depend on the scale, type and frequency of breaches of the Polish Road Transport Act and EU regulations.

Loss of the transport licence: the most serious consequence

The most far-reaching sanction resulting from KREPTD entries is the withdrawal of the Community licence or the suspension of the authorisation to pursue the occupation of road transport operator following the loss of the carrier's good repute. Administrative proceedings in such cases may be initiated ex officio after analyzing the data collected in KREPTD, when an undertaking engaged in international road transport commits serious or repeated infringements.

The competent authority (including GITD) most often decides on the loss of good repute when:

• The undertaking does not take effective corrective action;
• The number of infringements is disproportionate to the scale of its transport operations;
• There is no response to the notice of initiation of proceedings in international transport matters.

Temporary restrictions on operations

Even without a final withdrawal of the Community licence, KREPTD entries can lead to significant operational restrictions. Under Article 15a of the Polish Road Transport Act, the procedure escalates in stages. If three serious infringements (SI) or one very serious infringement (VSI) per vehicle per year are found in the undertaking, the authority issues a warning. A second very serious infringement within a year of the warning leads to the withdrawal of some certified copies of the Community licence and a suspension of the issuing of new ones. A third very serious infringement in that period leads to proceedings on the carrier's good repute.

The scope of the sanctions depends on how many certified copies the undertaking holds:

• Larger transport companies (more than 10 certified copies): withdrawal of 20% of certified copies for 3 months and suspension of the issuing of new copies for 6 months;
• Medium-sized companies (2 to 10 certified copies): withdrawal of one certified copy for 3 months and suspension of the issuing of new copies for 6 months;
• Small companies (1 certified copy): suspension of the issuing of certified copies for 6 months.

Impact on market credibility

Good repute is one of the basic conditions for pursuing the occupation of road transport operator, alongside financial standing, establishment and professional competence. Losing it affects not only administrative decisions, but also how business partners assess the undertaking.

Thanks to access to KREPTD data and public KREPTD e-services, customers can check the status of the Community licence, the history of infringements and whether the carrier's licence has been suspended. This information directly affects the credibility of companies carrying out international and domestic transport.

Keep in mind that negative entries in the national electronic register can affect a company's business long after the formal administrative procedures have ended.

How to check data in KREPTD?

Checking data in KREPTD is an important part of risk management in transport. The National Electronic Register of Road Transport Undertakings lets you verify a company's status, the scope of its authorisations and information on any breaches of road transport rules. The tools provided by the Chief Road Transport Inspector give both undertakings and customers access to key information about carriers.

The electronic register of carriers is available on the dedicated KREPTD website and is one of the public KREPTD e-services. The system gives access to public KREPTD data, so you can quickly check whether a given transport company holds the required authorisations and what its current status in the register is.

KREPTD reference number: meaning and use

Every undertaking entered in the national electronic register receives a KREPTD reference number, shown next to its data in the system. The number has a technical function: it identifies the entry and makes it easier for authorized bodies to handle and update company data.

Note that the KREPTD reference number does not stem directly from the Polish Road Transport Act or from European Commission decisions, but it remains one of the search criteria in the system. In practice, it makes it easier to quickly find a specific carrier in the electronic register.

Full data access through ePUAP

Full access to KREPTD data is available to the undertaking the data concern, through the ePUAP platform. It is part of the KREPTD public e-services and requires a Polish Trusted Profile (profil zaufany). Foreign undertakings and persons without a Polish Trusted Profile should take this into account, as the public search engine only shows basic data.

The procedure involves:

• Going to the ePUAP platform;
• Choosing the service for making data available to the data subject (Udostępnienie danych dla osoby, której dane dotyczą);
• Logging in with the Trusted Profile;
• Submitting a request for access to the data.

This allows the undertaking to review complete information about itself, including whether any infringements it had not been informed of have been recorded in the database.

KREPTD search engine features

The public KREPTD search engine is designed to be intuitive and lets you quickly check public KREPTD data. A single criterion, such as the Polish tax ID (NIP), is enough to get basic information about a carrier.

You can also search by:

• The transport company's name;
• The licence number or licence serial number;
• The number of certified copies.

Search results include, among other things, the company name, legal form, NIP and address details. This makes it possible to quickly verify transport companies, both for enforcement authorities and for potential clients.

National Electronic Register of Road Transport Undertakings (KREPTD): Summary

KREPTD is a key element of road transport supervision in Poland and an essential reference point for every carrier. The register affects the status of the Community licence, the assessment of good repute, the scope of operations and the company's credibility on the market. Regularly checking KREPTD data helps you detect infringements early, avoid sanctions and run domestic and international road passenger and freight transport safely.

If you run a company in the transport and logistics sector and need support with various aspects of running it, such as HR and payroll, accounting for transport or drivers' working time settlements, the Evotax team is here to help! Contact us, tell us what your challenge is, and our specialists will take care of the rest.