What is an electronic signature?
Before we look at how to make an electronic signature and how much it costs, let’s make sure what an electronic signature is and what it can be used for. This way we can avoid unnecessary expenses – for example, if it turns out that a Trusted Profile is enough for our daily activities.
A qualified signature, electronic signature or qualified electronic signature (all these terms are correct – they are used interchangeably) is a signature that has identical legal force to a traditional handwritten signature. An important distinguishing feature of a qualified signature is the ability to verify the identity of the person who uses it – the signature is certified by a certificate, which allows only the owner to use the signature.
The most important feature of an electronic signature is the ability to sign any documents with it – contract extensions, addenda, new contracts, official declarations or loan applications. An interesting, though useful, fact is that you can even register a business with a qualified signature.
Electronic Signature vs Trusted Profile
There are three main differences between a qualified electronic signature and a Trusted Profile:
1. range of applications
The Trusted Profile, while very useful, has a narrower application than a qualified signature. Through the Trusted Profile, we can handle official matters related to public administration. Using it, we will log in to the Internet Patient Account, file a tax return or check the status of penalty points. However, it is not enough to have a Trusted Profile in order to bid online or enter into a contract with a client or business partner – we can only handle matters related to private services with an electronic signature.
2. costs
The Trusted Profile is a non-commercial service – any holder of a PESEL number can set up a Trusted Profile via e-banking or by submitting an online application at https://pz.gov.pl/ and will not pay a zloty for it.
In order to use a qualified signature, you need to purchase access to it from one of the providers (before paying, check whether the signature provider is listed on the National Certification Center website).
3. validity period
An electronic signature can be valid from one to as long as five years. After this period, of course, the signature can be renewed – this service is usually cheaper than generating a new electronic signature. The validity of the trusted profile is three years by default – after this period you can extend the validity for another year.
What are the costs of making an electronic signature?
One of the most frequently asked signature questions is: how much does an electronic signature cost? We checked it out!
Set with reader
An example kit containing an electronic signature, a card and a reader (a device that can be connected to a computer and thus authenticate the signature) costs (prices quoted are net prices):
- PLN 299 for the 1-year version,
- PLN 299 for the 2-year version,
- PLN 369 for the 3-year version,
- PLN 529 for the 4-year version,
- PLN 729 for the 5-year version.
Qualified signature in the cloud
A standard qualified signature kit includes a special card that is used to certify the identity of its owner. If, above all, we value convenience and would like to use an electronic signature in a mobile application, we can choose one of the cloud signatures available on the market . In such an arrangement, we will only get a virtual card, operated from within the application, instead of its physical version.
Prices for cloud-based electronic signatures vary depending on several criteria: the provider, the number of users, the available limit of signatures and the supported formats. Autenti, one of the providers of qualified signatures, offers two distinct solutions: SimplySign and mSzafir.
The former allows signing any number of documents in PAdES and XAdES formats (PDF and XML files) and enables certificate renewal.
The second option offers several signature limit thresholds (from 1,000 to 50,000 documents) and PDF signing, but without the possibility of renewal. These solutions differ in price, of course. For SimplySign, one must currently pay PLN 299, while the cost of the mSzafir signature is closing in on PLN 238.
How to obtain an electronic signature?
An electronic signature is a commercial product – so theoretically all you need to do is purchase it from the vendor’s website. However, given how important a qualified signature is as a tool, we can only purchase them from providers with the appropriate certificates from the Ministry of Digitization. The aforementioned website of the National Certification Center contains a list of trusted providers from which the right to use a qualified electronic signature can be acquired without any obstacles.
However, just buying an electronic signature is not enough to start using it. It is also necessary to go through the verification process – for this, by default, you must go to the verification center in person and verify using your ID card.
However, there are other verification options, such as:
- Remote identity verification (usually an additional fee),
- verification through online banking (available at selected banks),
- video verification.
With the above solutions, it is possible to use a qualified signature just a few moments after purchase.
When buying an electronic signature in the subscription model, we will also have to sign a contract guaranteeing us the use of a qualified signature for the period covered by the contract. However, all these temporary difficulties will make the subscription agreement the last document you will have to sign with your own hand for a long time!
One-time electronic signature
Or maybe you don’t need a qualified signature on a daily basis, but find yourself in a situation where it would be useful to be able to sign a single document – such as a factoring agreement? Fortunately, you can get a one-time mSzafir electronic signature. For a small fee (at the time of writing this article it is 15 PLN net) you can sign the necessary document, and thus accelerate the implementation of the intended project. One-time signature is a simple solution that allows you to access a qualified electronic signature in a matter of minutes.
Of course, this type of signature also works in the cloud – you don’t need a special card.
Before you decide to buy an mSzafir signature, check whether you can verify your identity – it depends on the bank you currently use.
Secure electronic signature – law, rules
All rules, regulations and information on the secure use of electronic signatures can be found in the so-called eIDAS regulation. The full name of the document is Regulation No. 910/2014 of the European Parliament and of the Council of the European Union of July 23, 2014. on electronic identification and trust services for electronic transactions in the internal market and repealing Directive 1999/93/EC. You can read its contents here.
How to sign a document with an electronic signature?
Do you already have an electronic signature – the subscription contract signed, and the kit containing the card, reader and software has already arrived to you? Time to sign the first document! How to do it? Here is a step-by-step guide:
- Download the document and save it to your computer.
- Launch the application included with your kit (such as SigillumSign or SmartSign).
- Open the document in the application and sign it.
- Verify the signature in the mobile app or insert the card into the reader and enter the PIN.
- Download the signed document and send it to the recipient.
Summary
Qualified electronic signature is a service aimed in particular at those who do business on the Internet and want to shorten the communication between their own company and the office or business partners as much as possible. It’s also a tool that increases the credibility of a company and can make a difference in the success of some ventures – it gives you the ability to instantly certify your intentions in a way that doesn’t require further verification.
The undoubted disadvantage of an electronic signature is that you have to pay for it – this inconvenience, however, is partially offset by the fact that the cost of purchasing a qualified signature can be included in the company’s deductible expenses.
