E-mail addresses, e-mail contact forms, Secure Mail Gateway (SMWG) inboxes, Electronic Court and Administration mailboxes (EGVP), DE-Mail and online forms of the City Administration of Zwickau and associated entities shall not deem to be an appropriate access for electronically signed or encrypted electronic documents; unless the access for electronic documents subject to clause 3 Administrative Procedure Act (§3a VwVfG), clause 36a Social Security Statute Book I (§36a SGB I), clause 110a Code of Administrative Offenses (§110a OWiG) or clause 87a Fiscal Code (§87a AO) is explicitly open to its full extent.
The City Administration of Zwickau offers its citizens and companies the possibility to communicate via encrypted and/or electronically signed e-mails or rather DE-Mails with the ‚primary contact‘ of the City Administration of Zwickau.
Direct communication with single administrative employees via encrypted and/or electronically signed e-mails or rather DE-Mails is not possible. Detailed information about this particular access and its conditions is provided under item ‚Access for secure electronic communication‘.
To make use of this option you only need to consider some steps in advance. You will find a short description under the heading ‚Tips‘ in order to learn how to use this service in its simplest way but nonetheless ensuring maximum security.
From a technical point of view the City Administration of Zwickau utilizes the globally recognized S/MIME standard for secure e-mails with trustable content incl. possible attachments (please see ‚Access for secure electronic communication‘) as well as DE-Mail.
In order to securely communicate with the City Administration of Zwickau using the S/MIME standard you need to have a digital certificate issued by a recognized certification body. Please visit the website of the Federal Network Agency (Bundesnetzagentur) to find recognized certification bodies whose certificates are accepted by the City Administration of Zwickau.
In order to make use of DE-Mail you need to set up an DE-Mail account with an accredited provider.
NOTE: Please do not use our contact form for encrypted and/or electronically signed communication with our primary contact!
Billing (Central billing system)
The City Administration of Zwickau provides the possibility to transfer invoices by e-mail in compliance with clause 14 Value Added Tax Act (UStG) in connection with the Turnover Tax Implementing Regulation (UStDVO), as amended. However, it is not possible to send invoices via DE-Mail!
Origin and integrity of its content shall be deemed to be warranted by:
qualified electronic signature or qualified electronic signature accredited by the provider pursuant to Signature Law of May 16, 2001 (Federal Gazette I p. 876), last amended by clause 4 of said law as per July 17, 2009 (Federal Gazette I p. 2091), as amended; or
electronic data interchange (EDI) pursuant to article 2 of the Commission Recommendation 94/820/EG of October 19, 1994 relating to the legal aspects of electronic data interchange (EU Official Journal L 338 of December 28, 1994 , p. 98), provided that the agreement upon this data interchange includes the use of procedures guaranteeing the authenticity of origin and integrity of such data.
In general it is also possible to send unsigned invoices.
2. Access for secure electronic communication
The municipality of Zwickau offers a secure and limited e-mail access as per:
1-A) Procedures subject to the EU Directive 2006/123/EC (Directive of the European Parliament and of the Council of December 12, 2006 on services in the international market) – zapzwickaude (primary contact)
Subject to clause 3 Administrative Procedure Act (VwVfG) limited to the following extend:
Access is solely granted via the e-mail address „zapzwickaude“.
Access is limited to procedures listed in the „list of approved procedures“.
Encryption respectively digital signing follows the S/MIME standard only.
When sending an e-mail to the address mentioned above the sender discloses his/her e-mail address as valid access. That means the City Administration of Zwickau is entitled to use this address in order to deliver encrypted and/or digitally signed e-mails in a legally effective manner.
If the sender does not hold an encryption certificate, he or she has to announce that fact. However, in this case it is not possible to communicate via an encrypted connection.
E-mails may not exceed a maximum size of 20 MB.
Documents exceeding 20 MB must be separated appropriately and delivered in parts.
We accept the following formats as e-mail attachments:
Text documents: TXT (ANSI), PDF A, PDF version 1.5 or earlier (without media information)
Images: TIFF (uncompressed), JPG
Any other documents: only after consultation with our primary contact.
In general documents may not contain any executable code (e. g. macros).
Documents requiring the written form shall be delivered as qualified digitally signed documents (PKCS#7) or with a handwritten signature as well (paper or fax, if permitted).
An e-mail shall be deemed delivered if you receive a confirmation e-mail by the City Administration of Zwickau. You are asked to keep this as a record of your access. If we are not able to process your message we will inform you.
1-B) Receipt of invoices subject to clause 14 Value Added Tax Act (UStG) in connection with Turnover Tax Implementing Regulation (UStDVO), as amended - rechnungzwickaude (central billing system)
Invoices to be sent to: rechnungzwickaude
limited by the following:
Encryption respectively digital signing follows the S/MIME standard only.
When sending an e-mail to the address mentioned above the sender discloses his/her e-mail address as valid access. That means the City Administration of Zwickau is entitled to use this address in order to deliver encrypted and/or digitally signed e-mails in a legally effective manner.
E-mails may not exceed a maximum size of 20 MB.
Documents exceeding 20 MB must be separated appropriately and delivered in parts.
We accept the following formats as e-mail attachments: Documents: PDF A, TIFF (uncompressed) Any further documents: only by virtue of a written agreement with the Finance department
In general documents may not contain any executable code (e. g. macros).
Documents requiring the written form shall be delivered as qualified digitally signed documents (PKCS#7) or with a handwritten signature as well (paper or fax, if permitted).
An e-mail shall be deemed delivered if you receive a confirmation e-mail by the City Administration of Zwickau. You are asked to keep this as a record of your access. If we are not able to process your message we will inform you. We do not send a confirmation e-mail in respect of invoices.
Please use the following character encoding: ISO/IEC 8859-1
Your invoice is only accepted as an e-mail attachment (separate document).
1-C) Procedure subject to Federal Citizens’ Registration Act (Bundesmeldegesetz) buergerservicezwickaude (Public Service in the city hall)
Subject to clause 3 Administrative Procedure Act (VwVfG) limited to the following extend:
Access is solely granted via the e-mail address „buergerservicezwickaude".
Access is limited to procedures listed in the „list of approved procedures“.
Encryption respectively digital signing follows the S/MIME standard only.
When sending an e-mail to the address mentioned above the sender discloses his/her e-mail address as valid access. That means the City Administration of Zwickau is entitled to use this address in order to deliver encrypted and/or digitally signed e-mails in a legally effective manner.
E-mails may not exceed a maximum size of 20 MB.
Documents exceeding 20 MB must be separated appropriately (zip container) and delivered in parts.
We accept the following formats as e-mail attachments: Text documents: PDF A, PDF version 1.5 or earlier (without media information) Images: TIFF (uncompressed), JPG Any further documents: only by virtue of a written agreement with the Citizens Office
In general documents may not contain any executable code (e. g. macros).
Documents may be packed in a zip container with normal compression. You may also use them in order to separate large documents.
Documents requiring the written form shall be delivered as qualified digitally signed documents (PKCS#7) or with a handwritten signature as well (paper or fax, if permitted).
An e-mail shall be deemed delivered if you receive a confirmation e-mail by the City Administration of Zwickau. You are asked to keep this as a record of your access..
If we are not able to process your message we will inform you.
Please use the certificate for the primary contact in order to encrypt your documents.
The municipality of Zwickau offers a secure and limited access via DE-Mail as per:
2-A) Administrative procedure subject to clause 9 Administrative Procedure Act (VwVfG) in connection with clause 1 Administrative Procedure Act for the Free State of Saxony (SächsVwVfZ) (primary contact)
Subject to clause 3 Administrative Procedure Act (VwVfG) limited to the following extend:
Shall not apply for Fiscal Code (AO), Social Security Statute Book (SGB), Code of Administrative Offenses (OWiG), Building Code (BauG), Building Code of Saxony (SächsBO), Federal Land Utilization Ordinance (BauNVO) and procedures which require a personal appearance.
Shall not apply for matters of private law or other issues (e. g. rental or lease or loan contracts, purchase agreements etc.).
Only DE-mail with sender authentication shall be allowed (clause 5 (5) DE-Mail Law); by this the written form requirement is fulfilled (replaces a qualified electronic signature).
When sending an DE-Mail to the DE-Mail address of the municipality of Zwickau the sender discloses his/her DE-Mail address as valid access for the respective procedure. That means the City Administration of Zwickau is entitled to use this DE-Mail address in order to deliver DE-mails in a legally effective manner.
We accept the following formats as e-mail attachments: Text documents: PDF A, PDF version 1.5 or earlier (without media information) Images: TIFF (uncompressed), JPG Any further documents: only by virtue of a written agreement with the Primary Contact
In general documents may not contain any executable code (e. g. macros).
Please send your DE-Mail as ‚registered mail‘ in order to receive a dispatch information.
Information required in your DE-Mail: - Serviceable postal address of the sender for this procedure - Precise indication of the respective procedure - Reference number of the respective procedure, if available.
You may not use DE-Mails as a proxy for another person; except for the case of having a respective authorization/mandate.
3. List of approved procedures
1-A) Procedures subject to the EU Directive 2006/123/EC:
Register a trade
Register a change for your trade
Cancel a trade
Information from trade register
Issuing permission for a travel trade (Reisegewerbekarte)
Approval for extending opening hours (Sperrzeitverkürzung)
Permission for day traders to trade on weekly markets
1-B) Invoices
Invoices
1-C) Federal Citizens’ Registration Act
Confirmation by landlord
2-A) Administrative procedures subject to clause 9 Administrative Procedure Act (VwVfG) in connection with clause 1 Administrative Procedure Act for the Free State of Saxony
Any procedures based on public law
Shall not apply for procedures subject to Fiscal Code (AO),
Social Security Statute Book (SGB), Administrative Offenses Act (OWiG),
Building Code (BauG), Building Code of Saxony (SächsBO),
Federal Land Utilization Ordinance (BauNVO) and procedures which require a personal appearance.
Please note: Shall not apply for matters of private law or other issues (e. g. rental or lease or loan contracts, purchase agreements etc.).
Please note, that there are different procedural requirements for these kind of procedures.
4. Electronic information for domestic authorities Elektronische Auskunft an inländische Behörden
The municipality of Zwickau is entitled to transmit civil register data including photographs, if any, to entitled domestic authorities via the Electronic Court and Administration Mailbox (EGVP). Using this proceeding ensures that your data is not accessible by third parties (end-to-end-encryption, transmission via OSCI) and the recipient/sender can easily be identified.
This procedure is not deemed to be an automatic call procedure subject to clause 25 Act on Identity Cards and Electronic Identification (PAuswG) respectively clause 22 (2) Passport Act (PassG), but shall be deemed to be a transmission upon request of the requesting authority.
Legal basis
Act on Identity Cards and Electronic Identification (PAuswG)
clause 24 (2), clause 24 (3)
clause 25 (1)
clause 12 (1.3)
Passport Act (PassG)
clause 22 (2), clause 22 (3)
clause 22a (1)
clause 6a (1.3)
Federal Citizens’ Registration Act (BMG)
clause 34
Prerequisites to join this procedure
The authority owns a EGVP mailbox
The authority is registered at egvp.de
Proceedings
The requesting authority requests information via EGVP by filing a motion which meets the following minimum requirements:
Reference number or police incident reference number or a similar official and unambiguous identification number
Contact details of the processor (surname, first name, official position, phone number)
Surname, first name(s), birth date and, to the extent known, the last known address of the person for whom the authority is requesting information
Brief justification of the information request.
The registry office is responsible for examining and processing this request and answering it via EGVP.
It is only possible to give information if this person is clearly identified in the civil register. The following information is available:
Your reference
Our contact details
Details of the requested person: surname, name at birth (if any), first name(s), birth date, birthplace, passport photograph, eye color, body size, validity dates and serial numbers of ID cards as well as addresses
We will inform you in case we cannot provide any information.
Further remarks regarding these proceedings
The used certificate of the EGVP mailbox should not be created on your own. In this case we are entitled to refuse transmitting any information.
When requesting data said authority accepts the terms of use of the municipality of Zwickau; particularly any conditions on data protection.
Data protection
Any requested data may be used only for the indicated official purpose.
In order to ensure a transparent procedure all incoming and outgoing messages are filed automatically.
It is prohibited to disclose any data to unauthorized third parties.
Data shall only be stored (safely) in the cases specified by law.
Transmitting these data without EGVP shall be permitted only by mail or fax (in case of a verifiable fax number).
In general, individuals are not entitled to receive any of this information.
Responsible authority
Primary contact
Further information not provided
Please do not hesitate to contact the primary contact. Your request will be forwarded to the responsible employee of the City Administration of Zwickau.
Contact
An encrypted and/or signed communication is not possible via the contact form!
Please consider the validity of all public keys for our primary contact and the central billing system. Any key may only be valid until the end of its term. The recipient will not be able to read messages encrypted later on; such messages shall be considered as if not received!
DE-Mail address of the City Administration of Zwickau:
zapzwickau.de-mailde
EGVP mailbox:
Kommunalverwaltungen SN (local authorities Saxony), Stadt Zwickau (municipality of Zwickau), Zentraler Ansprechpartner (primary contact) please send as „General message“ our reference: XXX
This mailbox is emptied daily from Mon-Fri. Your request will be processed during regular business hours.
Set up an EGVP mailbox for authorities in Saxony:
please click on the following link on our website:
„Registering for the Electronic Court and Administration Mailbox (administrative authorities of Saxony only)“
Set up an EGVP mailbox for authorities in another federal state of Germany:
