Sometimes entrepreneurs opt for a manual signature for fear of the authenticity of the signature submitted online. However, practice shows that the opposite is true – digital documents and online document signing are characterized by a higher level of security.
Advantages of online signature
New technologies make more and more options available on the market for signing contracts online, to which current regulations have been adapted. We are talking about the documentary form of legal actions, in accordance with Polish law, as well as the eIDAS regulation. This form of contracting is already honored in dozens of countries, including the European Union and the United States.
The online document-based signature uses digital tools accessible through a browser, such as Pergamin. The entire lifecycle of a contract takes place within a single platform.
Online document signature:
- takes seconds,
- minimizes the risk of error,
- allows the provisions of a contract to take effect more quickly,
- is more secure.
Verification of the online signature and the identity of the person who makes it – how to do it?
The use of an online signature by companies provides greater assurance that the signature was made by the right person than in the case of a handwritten signature. Why? This is made possible by signature verification, which is carried out in several ways. The very process of authenticity testing in the case of traditional or electronic contracts involves confirming that the document was signed by the right person. In practice, this involves comparing the data we have about our counterparty with the data he used to sign. While with paper contracts signed remotely, we verify by delivery address (or graphological expertise if the contract goes to court), in the situation of electronically signed contracts we have additional options.
Verification of identity based on e-mail address
The primary form of signature and identity verification is an email address. Company representatives using Pergamin set up accounts based on company mailboxes. For security reasons in companies, they are assigned to a specific person. Also for the same reasons, passwords are not shared or access is not configured on devices not owned by the mailbox user.
Entrepreneurs are therefore assured that there is a person on the other side of the screen who is authorized to sign the contract. The situation is similar for documents concluded with individuals.
Verification based on phone number and SMS code
The second way of verification is through the use of a phone number. It is not borrowed or rented. It is worth recalling that when activating a SIM card, the purchaser must compulsorily provide his personal information and confirm it with an identity card. In company structures, on the other hand, the number is dedicated to one user.
A specially generated code is sent by SMS to the phone number. Only after entering it can the contract be signed online. The situation is reminiscent of well-known banking solutions, which require confirmation with a code from an SMS for logging into an account or making a transfer.
Verification based on IP address and computer data
As an additional form of signature verification, the platform collects:
- the contractor’s IP address,
- the data of his browser,
- name and version of the operating system.
In case of doubt, this information makes it possible to determine where and from what device the connection to the system was made.
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Online Certificate of Signature
A key role in signing documents online is played by the Certificate of Signature. In Pergamin, it is generated when the contract is completed. The Certificate contains information that confirms the authenticity of the online signature to the document form of the contract:
- names of the signers,
- verified e-mail addresses,
- telephone numbers,
- device data (regarding browser and operating system),
- IP addresses,
- the date, and the exact time the document was signed.
Qualified electronic signature
If you want the most reliable verification of your signature and identity, you can opt to use a qualified electronic signature. This type of signature is carefully regulated by law and is based on a certificate assigned to a specific person. The certificate is issued by qualified trust service providers, which are certification service providers. By meeting the requirements for this form of signature, it is the same as a handwritten signature and an electronic form of legal transaction. Pergamin has integration with the popular Asseco SimplySign and mSzafir qualified signatures.
Find out, which electronic signature is the best for your company!
