Electronic seal vs electronic signature – differences and applications

Technological and digital advancements have significantly influenced modern business operations. More and more companies are adopting innovative solutions such as electronic seals and electronic signatures. These tools allow you to authenticate documents and express legally binding declarations of intent. However, it’s important to understand that they serve different purposes. What are the differences between them? If you’re considering digital solutions for your business, find out which one best suits your needs.

Legal basis for electronic seals and electronic signatures

Both electronic seals and electronic signatures are regulated by the eIDAS Regulation – Regulation (EU) No 910/2014 of the European Parliament and the Council of 23 July 2014. This regulation defines trust services and electronic identification, ensuring legal recognition across all EU member states. The regulation came into effect on July 1, 2016, applying equally to individuals and legal entities.

In Poland, the legal framework for electronic seals and signatures is further outlined in the Act of September 5, 2016, on trust services and electronic identification (Journal of Laws of 2016, item 1579).

Qualified electronic seal – definition

According to eIDAS, an electronic seal is:

“Electronic data attached to or logically associated with other electronic data to ensure the authenticity of the origin and integrity of the linked data” (Article 3, eIDAS).

This definition may seem complex, but in simple terms, a qualified electronic seal is the digital equivalent of a company’s traditional stamp. It includes details that identify a specific legal entity, primarily the company name.

Advanced vs qualified electronic seal

Companies can choose between two types of electronic seals: advanced and qualified. What’s the difference?

• An advanced electronic seal is a unique mark that identifies a legal entity and ensures that any modifications made to a sealed document after sealing are detectable.
• A qualified electronic seal requires a certified qualified device, ensuring higher security and trustworthiness.

What is an electronic signature?

An electronic signature consists of electronic data attached to or logically linked with other electronic data, used by a signatory (a natural person) to sign a document.

Just like a handwritten signature in the physical world, an e-signature can be used to indicate that the signatory:

• Authored a document
• Agrees with the content
• Was present as a witness

Electronic seal vs electronic signature – key differences

Many people mistakenly use electronic seal and electronic signature interchangeably. However, they serve different legal purposes:

• An electronic seal is intended for legal entities such as companies, institutions, and organizations. It confirms that a document was issued by a specific entity and ensures that its content has not been altered.
• An electronic signature is intended for individuals and is used to confirm their declaration of intent. Although a business owner may use an electronic signature, it still identifies the individual, not the entire company.

Applications of electronic seals and signatures

Now that we understand the differences, let’s look at their practical applications.

Use cases for an electronic seal:

An electronic seal is useful for securing:

• Financial reports
• Employee records
• Official company decisions

It can also be used to stamp:

• Electronic invoices
• Regulations and policies
• Commercial offers
• Official documents
• Purchase orders and receipts

A qualified electronic seal certificate can only be issued by a qualified trust service provider, supervised by the Ministry of Digital Affairs and listed by the National Bank of Poland. SIGNIUS, for example, collaborates with Eurocert, one of the five registered trust service providers in Poland.

Use cases for an electronic signature:

Electronic signatures are widely used in business for:

• Commercial contracts
• Invoices
• Non-disclosure agreements (NDAs)
• HR documents
• Financial reports for KRS (National Court Register)

E-signatures are also essential in the pharmaceutical sector, facilitating data submission on medicine distribution to the Chief Pharmaceutical Inspectorate. Additionally, they are recognized by most banks and public offices, and their usage continues to expand.

Conclusion – which one do you need?

Electronic seals and electronic signatures are digital solutions that enhance security and efficiency for businesses and individuals. While both confirm data integrity and authenticity, they serve different purposes.

• Electronic seals are used by companies, institutions, and organizations.
• Electronic signatures are used by individuals.

Do you want to streamline your business operations? Or do you need an electronic signature for everyday transactions? Contact us, and we’ll help you choose the best solution for your needs.