In an era of advancing digitalization, matters that once required personal attendance and physical signatures, usually accompanied by a mountain of paperwork, can now be conveniently handled online in just a few minutes. Secure and legally binding remote document signing is made possible through digital tools such as the qualified electronic signature. What is this solution, and how can it streamline time-consuming administrative tasks? Let’s find out!
What is a Qualified Electronic Signature?
A qualified electronic signature is a digital record of information about the identity of its owner, which, unlike a regular electronic signature, is equivalent to a written form. In practical terms, this means it has the same legal force and produces identical legal effects as a handwritten signature on a traditional paper document.
The key advantage of a qualified signature is its wide applicability. Unlike a trusted profile, this type of signature allows you to handle most administrative, legal, and business matters throughout the entire European Union in a mobile manner.
What is a Qualified Electronic Signature?
A qualified signature is an advanced form of electronic signature compliant with the eIDAS regulation (Electronic Identification, Authentication, and Trust Services), which means documents signed in this manner are fully binding and can be used in legal and administrative matters. The operation of the signature is based on a qualified certificate issued by authorized certification centers responsible for verifying the identity of the person signing.
How Does a Qualified Electronic Signature Work?
The qualified signature employs advanced cryptographic algorithms, ensuring authenticity, integrity, and a high level of security. Technically, it operates based on digital signature mechanisms, taking the form of a sequence of digital data attached to an electronic document. When signing a document with a qualified signature, the system generates a unique set of characters linked to the signer’s qualified certificate.
The signature itself is not visible in the traditional sense as a handwritten signature, but its authenticity can be verified using available document viewing software.
Advantages and Disadvantages of Qualified Electronic Signatures
One of the most important advantages of a qualified signature is its legal validity, which makes documents signed with it legally binding in all EU countries. Another significant aspect is the high level of security guaranteed by qualified certificates and complex cryptographic technologies. The identity of the signature owner is verified before they obtain the e-signature, and the details and exact data are fully encrypted and securely stored. This meticulous verification eliminates the possibility of data forgery and reduces the risk of unauthorized individuals obtaining the signature.
Despite the numerous benefits provided by a qualified signature, the cost of this solution and the necessity of renewing the certificate, which is typically not issued indefinitely (usually valid for one to three years), can sometimes be seen as drawbacks. However, it cannot be denied that investing in a qualified electronic signature guarantees:
- Accelerated processes and improvements in internal document circulation.
- Enhanced data security.
- Greater convenience and time savings (with a qualified signature, you can sign documents from anywhere and at any time).
- Ease of validation.
- A positive impact on the environment (mobile qualified signatures eliminate the need to print and send paper documents).
- Versatile usage (from signing commercial contracts to submitting tax declarations and entering international contracts, etc.).
How to Use a Qualified Electronic Signature?
The process of signing documents using a qualified electronic signature is quick and fully secure. To enjoy the convenience of remotely handling numerous formalities, you just need to obtain a qualified certificate and then follow these instructions:
- Open the document you want to sign using the appropriate software.
- In the application supporting the qualified signature, add a “visualization” by applying the signature with your name, surname, and timestamp, then select the “sign” option and specify your qualified certificate.
- Confirm your signature using a PIN or authorization code, and the software will generate the electronic signature, which will be attached to the document.
After signing the document, you can verify the authenticity of the signature using a document reading program, such as Adobe Acrobat.
Where Can You Use a Qualified Electronic Signature?
The qualified electronic signature is a versatile tool used in many areas, including:
- Signing and submitting declarations in the Płatnik system.
- Authentication on the PUE ZUS profile page.
- Submitting tax declarations online to tax offices.
- Signing and submitting financial statements to KRS.
- Registering and identifying contractors participating in auctions or tenders.
- Signing contracts and participating in auctions on online tender platforms.
- Confirming identity in dealings with offices and public administration entities.
- Sending financial transaction information to GIIF.
- Concluding civil-law contracts remotely.
- Sending electronic invoices.
- Signing employee-related documents for employees and contractors.
Qualified Electronic Signature vs. Other Forms of Electronic Signatures
The qualified electronic signature is the most advanced type of e-signature, which can be used without restrictions across all EU member states. It is also the most versatile tool among all available forms of electronic signatures on the market.
Why Invest in a Qualified Electronic Signature?
At Idea Place, we strive to meet the needs of our clients by providing comprehensive business support, which is why we have expanded our offerings to include qualified electronic signature services. We recognize that the ability to remotely sign contracts and other important documents is becoming an increasingly pressing need. This necessity is felt not only by companies looking to streamline administrative activities within their organizations but also by individuals wanting to handle formalities and administrative matters more quickly and conveniently. With a qualified electronic signature, this is possible!
The first step to obtaining a qualified signature is selecting the optimal solution. At Idea Place, we offer professional advice in this area through an authorized and properly qualified employee who will conduct the identity verification procedure.
Jutta Hutsch-Kasprzyk
Jutta Hutsch-Kasprzyk is an experienced Chief Operation Officer who has focused on optimizing business processes and reducing operational costs throughout her career. She is a talented negotiator, building strong relationships with key contractors and customers. Her skills in managing company affairs, organizing team work, and developing strategies have contributed to the success of IdeaPlace on the business map of Wrocław.
