Qualified electronic signature vs. qualified electronic seal

In the digital age, companies and public organizations increasingly rely on solutions for remote signing and sealing of documents. Today, we’ll explore the key differences between the terms qualified electronic signature and qualified electronic seal.

What is a qualified electronic signature?

A qualified electronic signature is issued to an individual, unlike a qualified electronic seal, which is issued to a legal entity, such as a company. The qualified electronic signature is the only type of electronic signature equivalent to a handwritten signature. It can be used to sign nearly all types of documents, including official forms, employment contracts, tender offers, and medical rulings.

This signature is verified by a qualified certificate that confirms the identity of the person signing the document. Using a qualified electronic signature with a valid certificate has the same legal effect as a handwritten signature.

The issuance of a qualified signature requires certified identity verification. On the SIGNIUS platform, this process is carried out remotely and instantly. The platform offers two identity verification methods:

• Video verification, conducted immediately without the need to schedule an appointment.
• Self-identification via the Nect Selfie Ident application.

How does a qualified electronic seal work?

A qualified electronic seal is the digital equivalent of a company stamp. This tool, widely recognized and used across the European Union, allows legal entities—such as joint-stock companies, limited liability companies, and public institutions—to sign documents. This trust service ensures both the integrity and authenticity of the origin of the data it is associated with.

The sealing process is unilateral and irreversible.  Once applied, the seal cannot be removed or altered

Recipients of a sealed document can verify the authenticity of the qualified electronic seal by using the public key of the seal’s issuer. This enables them to confirm that the document has not been forged or altered since the seal was applied.

Qualified electronic signature vs. qualified electronic seal – differences

• Entity: The qualified electronic signature is associated with an individual, while the electronic seal is tied to an institution or company.
• Purpose: The electronic signature verifies the identity of the person signing, while the seal ensures the authenticity and integrity of the sealed document.
• Verification process for issuing a signature or seal:

1. For a qualified electronic signature, identity verification is conducted based on the individual’s identity document, which serves as the basis for issuing the qualified certificate.
2. For a qualified electronic seal, the certificate contains the company or institution’s data. This requires, in addition to verifying the applicant’s identity, providing supplementary documents to confirm the details of the represented entity.

• Applications:

1. A qualified electronic signature enables the signing of most business contracts and administrative documents. It is widely used for handling official, banking, civil, and HR matters, both personal and professional.
2. A qualified electronic seal is commonly used for official certifications and corporate correspondence. It is especially valuable for securing legal documents, invitations to submit bids, and tender procedures. It can also be used to confirm online transactions and seal electronic invoices.

Timestamp application

For both a qualified electronic signature and a qualified electronic seal, a timestamp is often applied. Its primary purpose is to document the exact time and date when the signature was made or the seal was applied to a document. This ensures full transparency and credibility in business processes.

Summary

Individuals and businesses are increasingly using intuitive and convenient solutions for remote document signing, such as the SIGNIUS Professional electronic signature application.

To summarize:

• A qualified electronic signature is issued to a natural person. It is characterized by a high level of electronic security and the ability to verify the identity of the signer.
• A qualified electronic seal, issued to a legal entity, ensures the authenticity and integrity of the sealed document.

Qualified electronic signatures and seals not only accelerate business operations and enhance the efficiency of business processes but also streamline administrative processes in government institutions, healthcare facilities, and educational establishments. They ensure data security and support enterprise growth.

SIGNIUS offers a range of solutions for remote document signing and sealing, available in various deployment models. Talk to our experts and explore the possibilities for your business: connect@signius.eu.