(fra europaparlaments- og rådsdirektivet)
 

(1) Directive (EU) 2017/1132 of the European Parliament and of the Council (3) lays down, inter alia, rules on disclosure of company information in business registers in Member States to enhance legal certainty in the internal market, and on a system of interconnection of registers. That system of interconnection of registers has been operational since June 2017 and currently connects all Member States’ registers. In response to digital developments, Directive (EU) 2017/1132 was amended by Directive (EU) 2019/1151 of the European Parliament and of the Council (4) to provide rules for the fully online formation of limited liability companies, fully online registration of cross-border branches and fully online filing of documents and information with business registers.

(2) In an increasingly digitalised world, digital tools are essential to ensure the continuity of business operations and companies’ interactions with registers and authorities. In order to increase trust and transparency in the business environment and facilitate companies’ operations and activities in the internal market, in particular in relation to micro, small and medium-sized enterprises (‘SMEs’), as defined in Commission Recommendation 2003/361/EC (5), it is crucial that companies, authorities and other stakeholders have access to reliable company information that can be used without burdensome formalities in a cross-border context.

(3) This Directive responds to the digitalisation objectives set out by the Commission Communications of 2 December 2020 entitled ‘Digitalisation of justice in the European Union: a toolbox of opportunities’ and of 9 March 2021 entitled ‘2030 Digital Compass: the European way for the Digital Decade’, and to the need to facilitate the cross-border expansion of SMEs underlined in the Commission Communications of 10 March 2020 entitled ‘A SME Strategy for a sustainable and digital Europe’ and of 5 May 2021 entitled ‘Updating the 2020 New Industrial Strategy: Building a stronger Single Market for Europe’s recovery’.

(4) Access to, and use of, reliable company information from the registers are still hindered by barriers in cross-border situations. Firstly, company information that users, including companies and authorities, are looking for is not yet sufficiently available in national registers or on a cross-border level through the system of interconnection of registers. Secondly, the use of such company information in cross-border situations, including in administrative procedures before national authorities or Union institutions and bodies, in judicial proceedings or in the setting-up of cross-border subsidiaries or branches, is still hindered by time-consuming and costly procedures and requirements, including the need for an apostille or translation of company documents.

(5) All stakeholders, including companies, authorities and the public at large, need to be able to rely on company information for business purposes or in administrative procedures or judicial proceedings. Therefore, it is necessary that company data which are entered into registers and accessible through the system of interconnection of registers be accurate, up-to-date and reliable.

(6) The introduction, by Directive (EU) 2019/1151, of standards for controls of the identity and legal capacity of persons that form a company, register a branch or file documents or information online was an important first step. It is now essential to take further steps to improve the reliability and trustworthiness of company information in registers in order to facilitate its use in cross-border administrative procedures and judicial proceedings.

(7) While all Member States carry out, to a certain extent, an ex ante scrutiny of company documents and information before they are entered in registers, there are different approaches in Member States as regards the intensity of checks, the applicable procedures and the persons or bodies in charge of verifying such documents and information. That results in insufficient trust in company documents or information in a cross-border context and in situations where company documents or information from a register in one Member State are sometimes not accepted as evidence in another Member State.

(8) Therefore, it is important to ensure that certain checks are carried out in all Member States in order to guarantee a high level of accuracy and reliability of documents and information, while at the same time respecting Member States’ legal systems and legal traditions. It is also necessary that such checks be mandatory, not only for fully online formation of companies, but also for any other forms of formation of companies. Similarly, such checks should also be carried out in Member States that still permit the use of other filing methods in addition to online filing, in order to subject all information entered into the register to the same level of controls. Such checks and other requirements should be adapted to the specific characteristics of other forms of formation of companies. For example, online templates are only used by applicants as part of the procedure for fully online formation of companies.

(9) A preventive administrative, judicial or notarial control or any combination thereof, respecting Member States’ legal systems and legal traditions, including business registers which are administrative or judicial authorities, should be provided for in all Member States in order to ensure the reliability of company documents and information in cross-border situations. A legality check of a company’s instrument of constitution, its statutes if contained in a separate instrument, and of any amendment of such documents, should be carried out, given that those are the most important documents concerning a company. Such a mandatory preventive control in all Member States would also be consistent with other Union policies and could, in particular, contribute to ensuring that company law procedures cannot be used to circumvent other Union and Member State law that aims to protect the public interest. That preventive control should be without prejudice to national laws that, respecting Member States’ legal systems and legal traditions, require that such documents be drawn up and certified in due legal form. A preventive control of companies’ annual accounts is not required under this Directive.

(10) The legality of company law transactions, the protection of the reliability of public registers and the prevention of illegal activities require the correct and secure identification of company founders and directors, in particular, as well as the verification of their legal capacity. Therefore, for the procedures within the scope of this Directive, Member States should be allowed to provide for complementary public electronic controls of identity, legal capacity and legality. Those complementary public electronic controls could include public remote audiovisual identity controls, including electronic checks of identity photos. At the same time, reliable and up-to-date company information in registers would contribute to the fight against money laundering and the financing of terrorism. In particular, enhanced access to more reliable company information at Union level, including the EU Company Certificate, would facilitate the reliable identification of the customer in line with the ‘know-your-customer’ principle under the anti-money laundering and combating the financing of terrorism rules. In addition, connecting at Union level the system of interconnection of registers (Business Registers Interconnection System – BRIS), the Beneficial Ownership Registers Interconnection System (BORIS) and the Insolvency Registers Interconnection system (IRI), which hold important company information, would facilitate access to, and enable the carrying out of cross-checks on, that information while respecting the access regime for information in each system of interconnection.

(11) In order to further cut costs and reduce the administrative burden relating to the formation of companies, including the length of procedures, and to facilitate the expansion of companies in the internal market, in particular SMEs, the use of the ‘once-only’ principle should be further extended in the area of company law. This principle is already well recognised in the Union, including in the Commission Communication of 9 March 2021 entitled ‘2030 Digital Compass: the European way for the Digital Decade’, as a means to allow public administrations to exchange data and evidence across borders, and is applied in different areas, such as for instance the technical system for the automated exchange of evidence between competent authorities in different Member States under Regulation (EU) 2018/1724 of the European Parliament and of the Council (6).

(12) Applying the ‘once-only’ principle entails that companies are not asked to submit the same information to public authorities more than once. For example, when setting up a subsidiary company in another Member State, companies should not have to resubmit the company documents or information relating to the existence and registration of the founder company already submitted to the register where the founder company is registered. Applying the ‘once-only’ principle entails that the information about the founder company should be exchanged electronically, between the register where the company is registered and the register where a subsidiary is to be registered, using the system of interconnection of registers. Alternatively, information about the founder company could be directly accessed from the system of interconnection of registers through the European e-Justice portal (‘the portal’), or in the national register of the founder company. Where documents and information about the founder company are exchanged through, or directly accessed from, the system of interconnection of registers by digital means, they should not be denied legal effect or be rejected on the ground that they are in electronic form.

(13) Applying the ‘once-only’ principle also means that the founder company should not have to resubmit the company documents or information to any authority, body or person. An authority, body or person should first directly access information that is publicly available through the system of interconnection of registers via the portal. In cases where the register should provide such information to any authority, body or person, Member States should be free to decide on the means to do so, for example through national optional access points to the system of interconnection of registers, and whether to charge fees for such information.

(14) In order to increase transparency and trust with respect to companies in the internal market, to ensure legal certainty and to protect third parties in dealings with companies in a cross-border context, to contribute to the fight against fraud and abuse, and to facilitate companies’ cross-border operations and activities, it is essential to make more company information available across the Union and to ensure that it is comparable and more easily accessible. This should be done by building on the company information that already exists in national registers and making it available at Union level through the system of interconnection of registers, as well as by providing access to more information both in the national registers and through the system of interconnection of registers.

(15) In order to protect the interests of third parties and enhance trust in business transactions with different types of companies in the internal market, it is important to enhance transparency and provide easier cross-border access to information about so-called ‘commercial partnerships’, which for the purpose of this Directive should be understood to be types of partnerships listed in Annex IIB. Those partnerships play an important role in the economy of Member States and are registered in all national business registers, yet there are differences between the types of partnerships and types of information made available about them across the Union, which results in difficulties in the cross-border access to that information. To address this, the same basic information about those partnerships should be disclosed in all Member States. The disclosure requirements for those partnerships should mirror the existing disclosure requirements for limited liability companies but be adapted to the specific characteristics of partnerships. For instance, the disclosure requirements should also cover information about partners authorised to represent the partnership, in particular general partners that have unlimited liability. As in the case of limited liability companies, Member States should be allowed to require that partnerships disclose documents or information beyond what is required by this Directive. Where such additional documents or information contain personal data, Member States are obliged to process such personal data in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council (7).

(16) Information about commercial partnerships should also be accessible at Union level through the system of interconnection of registers in the same way as information on limited liability companies, with certain information to be made available free of charge, and commercial partnerships should be unequivocally identified through the European unique identifier (‘EUID’).

(17) The number of employees of a company is important information for third parties. For example, it is one of the elements determining the size category of a company. Companies need to include the average number of employees during the financial year in their financial statements under Directive 2013/34/EU of the European Parliament and of the Council (8). Given that in the future it will be possible to extract such data from the financial statements, Member States will be able to use that already existing information and make it publicly available free of charge through the system of interconnection of registers. When such information is made publicly available through the system of interconnection of registers, it should be clearly indicated on the portal that the information is about an average annual number, including reference to the specific financial year.

(18) Shareholders, potential investors, creditors, authorities, employees and civil society associations have a legitimate interest in having access to information related to the structure of the group to which a company belongs. Information about groups of companies is important to promote transparency and enhance trust in the business environment, as well as to contribute to the effective detection of fraudulent or abusive schemes that could affect public revenues and the credibility of the internal market. Therefore, information about group structures should be publicly available through the system of interconnection of registers for both domestic and cross-border groups of companies.

(19) Although information about groups of companies that need to prepare consolidated financial statements under Directive 2013/34/EU is included in those statements, there is a need to facilitate the public accessibility of such information. Financial statements are often only available for a fee, and stakeholders need to know about the existence of a group of companies, and about how to find and how to interpret that information in the consolidated financial statements. Publicly available information about groups of companies through the system of interconnection of registers guarantees enhanced transparency and easy access to that information. Availability of that information through the system of interconnection of registers would also make it possible to automatically link a company to other companies that are part of the same group of companies, thanks to their EUID, and to provide access to further information about each company within a group of companies.

(20) This Directive leaves it to Member States to decide how to gather the necessary information about groups of companies and about the average number of employees of a company. In order to avoid imposing new requirements on companies, registers could extract such data directly from information that companies include in their financial statements filed with the register. The requirement to disclose information about the average number of employees should therefore be conditional upon that information being available in a format which allows the extraction of data. Moreover, given the requirements related to structured data and machine-readable and searchable formats under Union legal acts such as Commission Delegated Regulation (EU) 2019/815 (9), Commission Implementing Regulation (EU) 2023/138 (10), and Directive (EU) 2017/1132, the registers should also be able to extract information about groups of companies by automated means. To ensure that the requirements related to machine readability are fully implemented in all Member States and that registers have the technical means to process company information in a machine-readable and searchable format or as structured data, it is necessary to provide for a longer transposition period for the provisions requiring information about groups of companies and information about the average number of employees of a company to be made available through the system of interconnection of registers.

(21) Groups of companies can have a complex structure. Therefore, a visual representation of the group structure based on the chain of control, made available through the system of interconnection of registers, would provide a user-friendly, easily accessible and comprehensive overview of the group of companies and facilitate a better understanding of its method of operation. Preparing such a visual representation would require information about the position of each subsidiary in the group structure, which in turn would necessitate having more detailed information about the organisation of the group of companies. Although under this Directive such visual representation of group structures is not required, Member States are, nevertheless, encouraged to provide for such visual representations and to make them publicly available. Therefore, the need for visual representations of group structures should be further assessed, in consultation with the relevant stakeholders, as part of the future evaluation of this Directive.

(22) In addition to common standards for checking company information before it is entered into the register, it is necessary to ensure that the information in the register is kept up to date. The Financial Action Task Force recommendation 24 ‘Transparency and beneficial ownership of legal persons’, as revised in March 2022, provides that company information in business registers should be kept accurate and up to date. It is also in companies’ interest to make sure that their information is updated in the register, because this information, including the EU Company Certificate, can be relied on by third parties. Therefore, companies should be required to disclose changes to their company documents and information without unnecessary delay and the registers should record and make such changes publicly available in a timely manner. Those requirements for companies and registers should not cover conversions, mergers or divisions of limited liability companies, for which specific rules are provided for in Directive (EU) 2017/1132. The period for the registers to record and make changes to the documents and information publicly available should start from the date when all formalities that are necessary for the filing have been carried out, including the legality check confirming that the documents comply with national law. Such formalities should be carried out by the register without undue delay and the company should be informed about their expected duration. The deadline for registers should be able to be extended in cases of exceptional circumstances, which could be due to, for instance, the large number of documents filed with the register, or unforeseen technical problems. While the deadline for the publication of accounting documents is regulated by Directive 2013/34/EU, the registers should also make them publicly available without unnecessary delay. To further ensure that company documents and information are accurate and up to date in all Member States, effective, proportionate and dissuasive penalties should be in place to address a failure to comply with all disclosure obligations under this Directive, including late filing.

(23) In order to keep company information in registers updated, it is also important to identify companies which no longer fulfil the requirements to continue to be registered in the business register. While Member States should not be obliged to conduct periodic inspections, they should have transparent procedures in place to verify, in specific cases where doubts have arisen, the status of such companies. While companies can temporarily suspend their activities for valid reasons, it is important that their status in the business register be updated accordingly. For example, indicators of the need to update company information in the register could include the fact that a company does not have a functioning board of directors as required by national law, has not filed accounting documents, or lack of any economic activity for some years. Similarly, the fact that a large number of companies are registered at the same address could indicate that some of those companies might have been set up for abusive purposes. Relevant verification procedures in Members States should allow companies to explain their situation and provide the necessary data, within reasonable deadlines, and should ensure that the status of the company, for example, whether it is closed, struck off the register, wound up, dissolved, undergoing insolvency proceedings, economically active or inactive as defined in national law and where it is recorded in the national register, is updated accordingly. Those verification procedures should also provide, as a last resort, for the striking off of a company from the register in accordance with the procedures set by national law. Information about those verification procedures should be made publicly available in accordance with Directive (EU) 2017/1132.

(24) In the internal market, companies should be able to prove that their company is legally incorporated in a Member State through simple and reliable means, which are recognised in a cross-border context by other Member States. Therefore, a harmonised EU Company Certificate should be established. Companies could apply for such an EU Company Certificate, to national business registers or through the system of interconnection of registers, to use it for different purposes, including in administrative procedures before national authorities or Union institutions and bodies and in judicial proceedings in other Member States. Such an EU Company Certificate should be issued and certified by national business registers, should be available in all official languages of the Union and should include essential company information used by companies in cross-border situations, including, for instance, the company name, its registered office, legal representatives or the object of the company. The EU Company Certificate should be without prejudice to national extracts and certificates. The electronic EU Company Certificate should be authenticated by using trust services as referred to in Regulation (EU) No 910/2014 of the European Parliament and of the Council (11). To facilitate the cross-border activities of companies and reduce their costs as much as possible, it should be ensured in all Member States that a company can obtain its own EU Company Certificate free of charge. At the same time, given the diversity of the financing models of business registers, including registers that are fully self-financed, it is important to ensure that any measure resulting from this Directive does not cause serious prejudice to the financing of the registers. Therefore, Member States should be allowed to charge a fee for providing EU Company Certificates if providing them free of charge would result in a significant negative impact on the revenues of their business registers. In any case, each company should be able to obtain its EU Company Certificate free of charge at least once per calendar year. Third parties, including authorities, which need reliable, essential company information should also be able to apply for the EU Company Certificate of a particular company. The origin and authenticity of an EU Company Certificate in paper format should be able to be verified electronically, for example, through a protocol number corresponding to the original document in the register or by verifying the digital signature of the issuing authority stored in the quick-response code (QR code) borne by this document. Registers and authorities in other Member States should accept an EU Company Certificate in accordance with this Directive.

(25) Directive (EU) 2017/1132 includes measures to ensure not only that company information is publicly disclosed, but also that it can be relied upon by third parties. In addition, Directive (EU) 2019/1151 has introduced mandatory standards for controls in relation to the fully online formation of companies and the fully online registration of branches. This Directive provides for a comprehensive set of measures that will contribute further to ensuring that the company documents and information in registers are accurate and up to date. The provisions in this Directive to facilitate the cross-border use of company documents and information build on those already existing standards for controls as well as on the comprehensive set of measures introduced by this Directive to ensure the accuracy and reliability of company information.

(26) In order to tackle fraud and abuse, Member States should be allowed to refuse to accept as evidence company information or documents from the register of another Member State, where the competent authority has reasonable grounds to suspect fraud or abuse in relation to that company’s formation or continued existence or to other information about that company. However, such a possibility should not be interpreted as implying a general mutual recognition principle in relation to all documents and information stored in national business registers. In cases of suspicion of fraud or abuse, the competent authority should, as a first step, consult the register which provided the information or issued the documents in order to request its opinion. The company information or documents from a register in another Member State should not be rejected systematically, but only exceptionally, on a case-by-case basis, where justified by reasons of public interest in order to prevent fraud or abuse. If the information or documents provided are rejected, the competent authority should inform the register which provided the information or the documents, for instance through the relevant contact point as provided for in this Directive. Member States should ensure that different approaches between Member States as to how to carry out preventive control, or differences in Member States’ legal systems and legal traditions, do not serve as grounds for refusal.

(27) In order to further facilitate cross-border procedures for companies and simplify and reduce formalities, such as an apostille or translation, a digital EU power of attorney should be established. The digital EU power of attorney should be based on a multilingual common European template which companies can choose to use in order to authorise a person to represent the company in specific procedures with a cross-border dimension within the scope of this Directive. That template should include at least the data fields relating to the scope of representation, the person authorised to represent the company and the type of representation. The digital EU power of attorney would be drawn up in accordance with national legal requirements. It should be accepted as evidence of the authorised person’s entitlement to represent the company. This should be without prejudice to the national rules related to formation of companies and limitations on the use of powers of attorney in general. The digital EU power of attorney should meet the requirements on electronic attestation of attributes set in Regulation (EU) 2024/1183 of the European Parliament and of the Council (12) and the technical specifications of the European Digital Identity Wallet, to ensure a common solution with increased user-friendliness. This would contribute to reducing both the administrative and financial burden for Member States by lowering the risk of developing parallel systems that are not interoperable across the Union.

(28) The digital EU power of attorney established under this Directive is without prejudice to national rules on legal and statutory representation or any other types of powers of attorney. The digital EU power of attorney should only exist in digital form and it should be authenticated by using trust services as referred to in Regulation (EU) No 910/2014.While, in accordance with Directive (EU) 2017/1132, information on legal representatives is required to be disclosed in the business registers, Member States should be free to choose whether to require that a specific EU digital power of attorney is filed, be it with the business register or with a different register in accordance with national law. In order to overcome language barriers and facilitate their use, the templates for an EU Company Certificate and for the digital EU power of attorney should be made available on the portal in all official languages of the Union.

(29) Companies often face difficulties and administrative barriers in relation to the use of company information, which is already available in their national business register, in cross-border situations, including when dealing with competent authorities or in judicial proceedings in another Member State. The company data available in the business register of one Member State are often not accepted in another Member State without burdensome formalities that generate costs and delays. Therefore, in order to facilitate cross-border activities in the internal market, Member States should ensure that no legalisation or similar formality, such as an apostille, is required in respect of certified copies of documents and information related to companies obtained from registers. The same approach should also be applied to documents and information exchanged through the system of interconnection of registers, such as pre-operation certificates, as well as for notarial acts or administrative documents for procedures within the scope of this Directive which are used in a cross-border context. Such procedures include the formation of companies and the registration of branches in another Member State, cross-border conversions, mergers and divisions.

(30) At the same time, in order to prevent fraud or forgery, it should be possible for the authorities of the Member State in which the company document or information is presented, where they have a reasonable doubt as to its origin or authenticity, to verify the document or information via the issuing register or via the register in their own Member State which could exchange information about the authenticity of the document through the system of interconnection of registers. To that end, Member States should notify the electronic mail address to be used as a national contact point to the Commission. Such exchange of information should contribute to the mutual trust and cooperation between Member States within the internal market.

(31) Companies’ instruments of constitution are sometimes drawn up in two or more languages, one of them often being an official language of the Union which is broadly understood by the largest possible number of cross-border users. Companies also often voluntarily publish a translation of their instrument of constitution into such a language on their websites. In addition, an increasing amount of company information contained in the instrument of constitution is separately available and easily identifiable with the assistance of multilingual labels through the system of interconnection of registers. Company information also needs to be stored in business registers in a machine-readable and searchable format or as structured data, in line with provisions introduced by Directive (EU) 2019/1151, which will facilitate machine translation of such data. These developments make it easier to consult and use such company information in cross-border situations without the need for translation. Therefore, this Directive aims to simplify the cross-border use of company information by reducing the need for translation, in particular certified translation.

(32) Authorities which need to verify specific information about a company from another Member State should first consult the required information in the EU Company Certificate or through the system of interconnection of registers, instead of asking for the translation of the entire document containing such specific information. That would not affect the right of Member States to require a non-certified translation into one of their official languages if they needed the entire document in the context of a particular procedure. As regards certified translations, as a general principle, legal requirements for producing such translations of the instrument of constitution or of the other documents provided by the business register should be limited to what is strictly necessary and certified translations should be required only in specific cases. However, a certified translation could be required, for example, where the documents are to be publicly disclosed by a register, in accordance with Directive (EU) 2017/1132, or in the context of judicial proceedings.

(33) In order to increase transparency, facilitate access to company information and create more connected public administrations on a cross-border basis in the internal market, it is important to connect the already-functioning, Union-level systems of interconnection that hold important company information. Therefore, the system of interconnection of registers (BRIS) should be connected with the Beneficial Ownership Registers Interconnection System (BORIS), established by Directive (EU) 2015/849 of the European Parliament and of the Council (13) as amended by Directive (EU) 2018/843 of the European Parliament and of the Council (14), which links national central registers containing information on the beneficial owners of companies and other legal entities, trusts and other types of legal arrangements, and with the Insolvency Registers Interconnection system (IRI) established in accordance with Regulation (EU) 2015/848 of the European Parliament and of the Council (15). The EUID should be used to link the information about a particular company across those systems. However, such connection between the systems should not affect the rules and requirements regarding the access to information set out under the relevant frameworks establishing those registers and interconnections. That means, for example, that a user of BRIS should only be able to access BORIS if that user is entitled to access BORIS under its respective rules and requirements.

(34) In order to help companies, and in particular SMEs, to expand their business activities cross-border more easily, the ‘once-only’ principle should be further developed in cases where companies register branches in another Member State. As with the setting up of a subsidiary cross-border, applying the ‘once-only’ principle with respect to branches means that the information about the company registering the cross-border branch should be retrieved electronically from the register of the company by the register of the branch through the system of interconnection of registers. This exchange of information, as in the case of any other exchange of information between registers through the system of interconnection of registers, will be carried out via secure transmission between national registers to ensure that the information can be trusted and should not be required to be certified or subject to any legalisation or similar formality. Alternatively, the register of the branch could access information about the company directly through the system of interconnection of registers via the portal or in the national register of that company.

(35)

While information about cross-border branches of EU limited liability companies is already available through the system of interconnection of registers, information about branches of non-EU companies is not, even if it is already disclosed in national registers in line with Directive (EU) 2017/1132. In order to facilitate access to such information at Union level for stakeholders, information about such third-country company branches should be made available through the system of interconnection of registers and some of that information should be made available free of charge, as is already the case for cross-border branches of EU limited liability companies.

(36) The company documents and information, including information about legal representatives, at least about general partners in partnerships as well as other persons that can lawfully represent a company, should be made publicly available in business registers in order to ensure legal certainty in dealings between companies and third parties. In particular, it is important that third parties, such as creditors, investors and business partners, but also authorities and courts, have full legal certainty about the person that is appointed to act on behalf of the company and has the power to enter into contracts or conduct business on behalf of the company. In a partnership, partners are often authorised to represent the partnership in dealings with third parties and in legal proceedings. Similarly, with a view to protecting third parties, it is necessary that, where all the shares of a private limited liability company are held by a single shareholder, the identity of that single shareholder, which can be a natural or legal person, is made accessible to the public in the business register when such companies are created or when the single shareholder changes. Given that a single shareholder can, for example, exercise the powers of the general meeting of the company or conclude contracts with the company as represented by that shareholder, third parties should be able to identify the sole member in order to identify the person exercising control of the company or representing the company. Therefore, such persons should be unequivocally identified.

(37) In order to enhance the functioning of the internal market, third parties do not only need to have access to company information in their own Member State, but also to company information in another Member State. As would be the case for a domestic situation, third parties need to have legal certainty about the legal representatives, partners in partnerships and other persons that can lawfully represent a company, and about the single shareholders of companies in other Member States. Therefore, such information should be made available at Union level through the system of interconnection of registers, which provides access to such information in a multilingual and comparable way, thereby ensuring the same level of protection of third parties in cross-border situations. In order to ensure legal certainty as to the identity of the legal representatives, partners in partnerships, and other persons that can lawfully represent a company, as well as single shareholders, it is necessary that such persons can be unequivocally identified. The need for ensuring certainty about the exact identity of such persons is particularly high in cross-border situations where the system of interconnection of registers provides access to such information on all limited liability companies and commercial partnerships. Given that national systems have divergent approaches to the identification of such persons, it is necessary to harmonise the personal data categories that can be accessed at Union level. While the first names and surnames of such persons constitute personal data that serve to identify them, first names and surnames do not guarantee unique identification in all cases and thus need to be complemented by additional information. Adding only the year of birth would not be sufficient in this regard given the prevalence of certain names, both first names and surnames, singly and in combination, in Member States and the fact that the popularity of certain names often follows yearly cycles, with the result that many persons with identical names are born in the same year. It is therefore necessary and proportionate to require registers to make available the full date of birth or equivalent information for those Member States that do not record the full date of birth in the national register. Such a requirement would allow the unequivocal identification of legal representatives, partners in partnerships, and other persons that can lawfully represent a company, as well as of single shareholders.

(38) Member States should process any personal data of legal representatives, partners in partnerships and other persons that can lawfully represent a company, and of single shareholders, including personal data which are to be made publicly available in the registers, in accordance with Regulation (EU) 2016/679. The Commission should process personal data in the context of this Directive in accordance with Regulation (EU) 2018/1725 of the European Parliament and of the Council (16). In particular, Member States and the Commission should implement appropriate data protection safeguards in order to ensure that the processing of personal data for the purposes of this Directive is limited to what is necessary to achieve its objectives.

(39) To ensure that all Union citizens can enjoy the benefits of making more company information available in business registers, it is essential that such information is provided to persons with disabilities in accessible formats. Pursuant to Article 9 of the UN Convention on the Rights of Persons with Disabilities, State parties are to take appropriate measures to ensure that persons with disabilities can access, on an equal basis with others, inter alia, information and communications, including information and communications technologies and systems, and other facilities and services open or provided to the public. In this regard, the Directive (EU) 2016/2102 of the European Parliament and of the Council (17) sets out general accessibility requirements for websites and mobile applications of public sector bodies with a view to making them more accessible to users, in particular persons with disabilities, and to fostering interoperability. That Directive encourages Member States to extend its application to private entities that offer facilities and services which are open or provided to the public. Furthermore, Directive (EU) 2019/882 of the European Parliament and of the Council (18) contains accessibility requirements for certain products and services including their websites and related information. Given the diversity of bodies responsible for the management of business registers, ranging from courts and administrative authorities to private entities, and the diverse activities performed by business registers, it should be assessed whether specific measures are needed to ensure that persons with disabilities are able to access company information provided by the business registers in all the Member States on an equal basis with other users.

(40) Since the objectives of this Directive, namely to increase the amount and improve the reliability of company documents and information available in business registers or through the system of interconnection of registers, and to enable direct use of company data available in business registers when setting up cross-border branches and subsidiaries and in other cross-border activities and situations, cannot be sufficiently achieved by Member States, but can rather, by reason of the scale and effects of the action needed, be better achieved at Union level, the Union may adopt measures, in accordance with the principle of subsidiarity as set out in Article 5 of the Treaty on European Union. In accordance with the principle of proportionality, as set out in that Article, this Directive does not go beyond what is necessary in order to achieve those objectives.

(41) In accordance with the Joint Political Declaration of 28 September 2011 of Member States and the Commission on explanatory documents (19), Member States have undertaken to accompany, in justified cases, the notification of their transposition measures with one or more documents explaining the relationship between the components of a directive and the corresponding parts of national transposition instruments. With regard to this Directive, the legislator considers the transmission of such documents to be justified.

(42) The Commission should carry out an evaluation of this Directive. Pursuant to paragraph 22 of the Interinstitutional Agreement of 13 April 2016 on Better Law-Making (20), that evaluation should be based on the five criteria of efficiency, effectiveness, relevance, coherence and value added and should provide the basis for impact assessments of possible further measures. The evaluation should cover the practical experience with the EU Company Certificate, the digital EU power of attorney, the reduced formalities in cross-border situations for companies, the effectiveness of preventive controls and legality checks and of making the information available free of charge through the system of interconnection of registers, and the application of disclosure requirements for partnerships. Information on the place of central administration and the principal place of business is important to increase transparency, and thus reinforce legal certainty with respect to the business relationships of Union companies. Therefore, the Commission should assess whether such information should be disclosed in the national register and made available through the system of interconnection of registers, as well as how to define those concepts to ensure a uniform understanding thereof across the Union. In addition, the Commission should assess the potential for cross-sector interoperability between the system of interconnection of registers and other systems providing mechanisms for cooperation between competent authorities, such as in the areas of taxation or social security or the Once-only Technical System established under Regulation (EU) 2018/1724, with the aim of creating more connected public administrations on a cross-border basis in the internal market. The importance of cross-sector interoperability is also underlined in Regulation (EU) 2024/903 of the European Parliament and of the Council (21) and in the Commission Communication of 18 November 2022 entitled ‘Communication on a strengthened public sector interoperability policy – Linking public services, supporting public policies and delivering public benefits – Towards an “Interoperable Europe”’. The Commission should also assess the need to introduce additional measures to fully address the needs of persons with disabilities when they access company information provided by the business registers. The Commission should assess whether the scope of the provisions on groups of companies should be extended to cover other categories or types of groups and other entities, and whether the visual representation of the group structure should be made publicly available through the system of interconnection of registers. Finally, the Commission should assess whether cooperatives, which play an important role in many Member States, should be included within the scope of this Directive, taking into account their specific characteristics.

(43) The European Data Protection Supervisor was consulted in accordance with Article 42(1) of Regulation (EU) 2018/1725 and delivered an opinion on 17 May 2023 (22).

(44) Directive 2009/102/EC of the European Parliament and of the Council (23) and Directive (EU) 2017/1132 should therefore be amended accordingly,