Accessibility declaration in compliance with law

Many public institutions and organizations today face the challenge of meeting legal requirements regarding the digital accessibility of websites. One of these requirements is also the obligation to publish an accessibility declaration – a document that must contain a strictly defined scope of information about the state of our website. Although the regulations clearly specify who is obligated to declare accessibility and what form it must take, clients often do not know whether this obligation applies to their website.

In this article, we will explain what an accessibility declaration is, who is required to publish it, and – most importantly – how to prepare it correctly, quickly, and without stress. We will present the most common mistakes and offer tips on how to avoid sanctions while building the image of a modern, responsible institution.

Accessibility declaration – what is it?

Definition

An accessibility declaration is a statement informing how well a website or mobile application is adapted to the needs of all users, including those with special requirements. It is a legally required document that indicates whether the service meets digital accessibility standards, identifies potential difficulties, and explains how to report an accessibility issue.

Simply put, it’s a form of commitment that reflects the process of making a website usable for everyone – regardless of physical, sensory, or cognitive limitations.

Who is required to publish it?

The obligation to prepare and publish an accessibility declaration primarily applies to:

• public entities such as offices, local government units, schools, libraries, or hospitals,
• non-governmental organizations that carry out public tasks and receive public funding for them,
• other institutions obliged under the Act of April 4, 2019 on digital accessibility.

In practice – if your organization provides a website or app related to public service delivery, publishing a declaration is mandatory.

Where to publish it?

To comply with legal requirements, the accessibility declaration should be:

• published on the website as a separate subpage – not as a downloadable file,
• easily accessible from the homepage – e.g., in the footer or main menu,
• up-to-date – including the last update date and the current state of accessibility.

For mobile applications, the declaration should be available on the institution’s website or directly in the app store description (Google Play/App Store).

Legal basis

The obligation to publish an accessibility declaration stems directly from both Polish and EU law. The aim of these regulations is to ensure equal access to digital information for all citizens, including people with disabilities.

Digital accessibility act

The main legal act in Poland is the Act of April 4, 2019 on the digital accessibility of websites and mobile applications of public sector bodies. This act:

1. imposes the obligation to publish an accessibility declaration on public entities and some NGOs,
2. specifies compliance requirements with the international WCAG (Web Content Accessibility Guidelines) standard,
3. sets deadlines for implementing accessibility for websites and applications,
4. provides a procedure for reporting issues and user complaints,
5. defines possible penalties for non-compliance.

EU Directive

The Act implements EU regulations, particularly Directive (EU) 2016/2102 of the European Parliament and of the Council of 26 October 2016 on the accessibility of websites and mobile applications of public sector bodies. This directive required all member states to unify accessibility standards, ensure transparency of actions, and create monitoring tools for practical implementation.

Failure to publish an accessibility declaration may result in:

1. a request to remedy the breach,
2. a complaint to the Ombudsman,
3. financial penalties for severe or persistent non-compliance.

How to prepare an accessibility declaration?

Required elements of the declaration

According to the law, each accessibility declaration should include:

• the date of website or application publication and update,
• the compliance status with the Digital Accessibility Act (fully compliant, partially compliant, non-compliant),
• a description of non-compliance and reasons,
• information about alternative access if some content is inaccessible,
• contact details of the person responsible for accessibility,
• a description of the complaint/request procedure allowing users to report issues or file complaints.

Website accessibility information

This is the most important part of the declaration – here you inform users whether your site meets the legal requirements.

Example:

The website is partially compliant with the Act of April 4, 2019 on the digital accessibility of websites and mobile applications of public sector bodies due to the non-compliance listed below.

You should list specific inaccessible elements (e.g., missing alt texts, low contrast, inaccessible forms).

Contact details

The declaration must include clear contact details for accessibility inquiries:

• name or contact unit,
• email address,
• phone number.

It is also good practice to include alternative contact methods, e.g., via ePUAP or in person.

Example:

If you experience issues with website accessibility, please contact:
Jan Nowak – Accessibility Coordinator
email: accessibility@office.pl
tel. 123 456 789

Why accessibility declaration matters

For many entities, the accessibility declaration may seem like just another formal obligation. However, it’s much more than a legal requirement – it’s a key part of building open, responsible, and modern digital communication.

Legal obligation
Let’s start with the basics: publishing the accessibility declaration is required by law. Failure to do so can result in:

• requests to fix violations,
• user complaints to the Ombudsman,
• and even financial penalties for persistent violations.

Digital accessibility means accessibility for all

Over 4 million people in Poland face permanent or temporary limitations that make using the internet difficult: blind, visually impaired, deaf individuals, seniors, and people with cognitive or motor disabilities. A well-prepared declaration:

• informs what works and what doesn’t,
• shows how to get help,
• demonstrates that your institution takes accessibility seriously.

Institutional image

Publishing a clear and honest declaration shows professionalism and openness to user needs. More and more institutions recognize that accessibility is not just a legal duty, but also a potential image advantage – especially in the eyes of aware citizens and partners.

Practical benefits

A well-prepared declaration:

• facilitates communication with users,
• enables quick technical issue response,
• helps organize knowledge about the site’s technical status,
• can assist during audits or assessments of publicly funded projects.

Summary

An accessibility declaration is much more than a formality. It is a concrete response to the needs of millions of users who face digital information access barriers every day. For public institutions and organizations carrying out public tasks, it is a legal obligation – but also an opportunity to show that they truly care about accessibility, equality, and responsible communication.

A correctly prepared declaration not only helps avoid legal consequences, but most importantly builds the image of a modern and conscious institution that cares about every user – including those who access web content in non-standard ways.