DataSend.ai vs KRS and CEIDG: How to Find and Reach Companies in Poland

Introduction: Poland has millions of companies in three different registers. None of them will help you reach out to them.

If you are looking for companies in Poland, you have three main public registers available: KRS (Krajowy Rejestr Sądowy) for commercial companies, CEIDG (Centralna Ewidencja i Informacja o Działalności Gospodarczej) for sole proprietors, and REGON for statistical data.

Together, they cover millions of companies. But if you want to actually contact these companies and acquire them as clients, you will encounter the same problem as in any country — the registers contain legal and registration data, not contact information for outreach.

1. KRS, CEIDG, and REGON: What They Offer and What They Don’t

KRS (Krajowy Rejestr Sądowy)

A state register maintained by the Ministry of Justice. It contains commercial companies (sp. z o.o., S.A., spółka jawna, komandytowa, and others).

You will find: company name, KRS number, NIP, REGON, registered office, names of board members, share capital, business activity (PKD codes).

You will not find: email addresses, phone numbers, websites, turnover, number of employees. No way to reach out. No filtering by industry or region.

CEIDG (Centralna Ewidencja i Informacja o Działalności Gospodarczej)

A register of sole proprietors maintained by the Ministry of Development. It covers all entrepreneurs — individuals and partners in civil partnerships.

CEIDG is somewhat better — some records contain email addresses, websites, and phone numbers, as entrepreneurs fill them out during registration. However, according to available data, nearly 80% of contact information in CEIDG is unusable — either completely missing or in a format that cannot be directly used in email tools.

Additionally, CEIDG has technical limitations on bulk data downloads — 1,000 records per hour.

REGON

A statistical register maintained by GUS (Główny Urząd Statystyczny). It contains basic identification and classification data. No contacts.

Summary: Three registers, none of which are tools for reaching out to companies. They are legal and administrative databases — not sales-oriented.

2. The Polish Market: What Local Data Providers Offer

In the Polish market, there are several commercial providers that aggregate data from KRS, CEIDG, and REGON and supplement it with contact information. Most operate on the same principle — you export a list of companies to CSV or Excel and process it yourself.

Typical workflow with a local provider:

You pay for access to the database. You set filters (PKD code, region, registration date). You export the list to Excel. You manually verify contacts. You import into an external email tool. You handle warmup, domains, and deliverability elsewhere. You track responses in another → ✅ in another tool. You manage your pipeline in another → ✅ in another.

Result: 4–5 tools, data scattered across multiple locations, hours of manual work.

3. DataSend.ai: 2.1 million Polish companies with contacts and a complete outreach tool

DataSend.ai covers the Polish market with 2.1 million companies, of which 1.3 million have at least one verified contact detail.

What you will find with Polish companies:

Verified email addresses. Phone numbers with differentiation between mobile/landline. Websites with Web Intelligence scores. Industry (40+ categories). Region (all 16 voivodeships). Registration data (KRS, NIP, REGON).

What you can do directly on the platform:

Filter by voivodeship, industry, company size, and over 20+ other criteria. Launch an email campaign with AI personalization in Polish — AI Grammar Variables automatically decline Polish names of cities and industries. “W Warszawie” (not “w Warszawa”), “dla branży budowlanej” (not “dla budownictwo”). For Polish with seven grammatical cases, this is a crucial difference. Follow-up sequences run automatically. You track responses in Unibox with AI classification — in Polish. Pipeline and CRM directly on the platform.

No exporting to Excel. No 4 different tools. Everything in one place.

4. Direct Comparison

Number of companies: KRS + CEIDG — millions of records, but without a systematic approach to contacts. DataSend.ai — 2.1 million companies, 1.3 million with verified contacts.

Contact details: KRS — no emails, phones, or websites. CEIDG — partial, but ~80% unusable. DataSend.ai — verified emails, phones, and websites.

Filtering: KRS/CEIDG — basic (name, NIP, PKD code, region). DataSend.ai — 20+ filters: industry, region (16 voivodeships), turnover, employees, web score, type of company.

Email campaigns: KRS/CEIDG — none. You export and handle it yourself. DataSend.ai — complete email infrastructure directly on the platform.

AI personalization in Polish: KRS/CEIDG — does not address. DataSend.ai — AI Grammar Variables for Polish: correct declension of cities, industries, and company names. “W Krakowie”, “z Warszawy”, “w branży zdrowotnej” — automatically.

CRM / Pipeline: KRS/CEIDG — none. DataSend.ai — built-in pipeline with notes, stages, priorities, and connection to Unibox.

Price: KRS/CEIDG — free (with limitations). Local data providers — various, usually from 100–500 PLN/month for the data alone without outreach tools. DataSend.ai — from $0 (free plan), paid from $89/month including data, campaigns, Unibox, and Pipeline.

5. When to Use KRS/CEIDG

State registers are the right choice when:

You verify a specific company — whether it exists, who is the representative, what its identification number is. You need registration data for a contract or invoice. You check if the company is not in liquidation or bankruptcy. You are looking for legal information about the company.

For these purposes, KRS and CEIDG are free and reliable.

6. When to Use DataSend.ai

DataSend.ai is the right choice when:

You want to find Polish companies by industry, region, and size. You need verified contact details, not just registration. You want to reach out to companies via email — personalized and in correct Polish. You want the entire process from finding a company to closing a deal in one place.

7. The Polish Market: Why It’s a Huge Opportunity

Poland is the sixth largest economy in the EU with a dynamically growing B2B segment. In 2025, nearly 360,000 new companies were registered. The market is vast, but the digital maturity of many companies still lags behind — which means that services like marketing, IT, accounting, and automation are in massive demand.

At the same time, Polish is one of the most complex languages in the world in terms of grammar. Seven cases, different forms of words based on gender and number — an email with grammatical errors in Polish looks immediately unprofessional. AI Grammar Variables in DataSend.ai automatically solve this problem.

Conclusion

KRS and CEIDG are free registers for verifying companies. DataSend.ai is a platform for finding and reaching out to them. The registers will tell you that a company exists. DataSend.ai will help you start doing business with it.

Want to reach Polish companies? DataSend.ai — 2.1 million companies, 1.3 million verified contacts, AI personalization in Polish. From searching to closing a deal.

Try it for free →