Electronic trust services are gaining increasing popularity in companies and institutions. Thanks to appropriate legal regulations, entrepreneurs can use the Electronic Seal and the qualified electronic signature in their daily activities, which replace the handwritten signature and the traditional company stamp, respectively. What are the differences between these two tools and their applications? Which digital product should be chosen considering the needs of a given organization? You will find the answer in this article.
Electronic Seal vs. qualified signature – differences
Many people ask whether the Electronic Seal is the same as an electronic signature. Nothing could be further from the truth.
Despite the similarity in naming, the Electronic Seal and the qualified signature differ significantly. A signature with a qualified certificate allows for making a declaration of intent, both on one’s own behalf or as a representative of a given entity (e.g., a company). In contrast, the use of the Electronic Seal aims to ensure the authenticity and integrity of digital documents.
The primary difference between the Electronic Seal and the qualified signature is related to their availability to specific user groups. The qualified seal can only be used by legal entities, such as commercial companies, public institutions, or non-governmental organizations. On the other hand, the qualified signature is intended for individuals.
The qualified electronic signature contains personal data and has the same legal effect as a handwritten signature. The Electronic Seal, on the other hand, replaces the traditional ink company stamp and is issued on company data.
Electronic Seal vs. qualified signature – applications
The qualified electronic signature is a digital tool that allows us to identify the signer’s identity of an electronic document. The qualified e-signature has a very wide range of applications not only in business processes. It is also used in contacts with public administration units, where the catalog of services is constantly expanding thanks to the ongoing introduction of legal regulations. This means that with a qualified signature, you can handle more and more administrative matters without the need to prepare traditional paper documents.
The qualified signature, issued to individuals, is used for signing, among others, the following electronic documents:
- any business documents (e.g., civil law contracts, commercial agreements, lease agreements, contract amendments, and others),
- electronic invoices,
- powers of attorney,
- internal HR documents (including employee records),
- tax declarations to tax offices,
- financial statements submitted to the KRS,
- documents for auctions and online tenders.
The qualified electronic signature effectively replaces the Trusted Profile. Therefore, it can be used in contacts with public administration where identity confirmation is required. The Electronic Seal, unlike the e-signature, is a symbol of the company’s (legal entity’s) credibility. It is used wherever it is necessary to confirm the authenticity of an electronic document and protect its integrity.
The Electronic Seal with organizational data is used to seal various internal and external documents, including:
- electronic invoices,
- commercial offers,
- tender documents,
- electronic correspondence,
- applications, certificates, attestations,
- internal HR documentation,
- bank statements,
- regulations,
- reports and statements.
The Electronic Seal is very often used to sign electronic documents in bulk. Therefore, the tool can be available on various media, such as a cryptographic card, in the cloud, on its own server, or an HSM device. The type of medium is chosen based on the size and needs of a given company or institution.
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Electronic Seal vs. qualified signature – which product to choose?
The choice between the Electronic Seal and the qualified signature primarily depends on the type of business activity. As a rule, the e-seal is used by legal entities (e.g., companies, non-profit organizations), while the electronic signature is used by sole proprietors or company representatives who are individuals.
Large companies and institutions generally use both types of these trust services, which serve different purposes. For example, employees use the qualified signature to sign digital documents with their personal data, while the Electronic Seal supports bulk sealing of e-invoices or necessary certificates.
Companies operating in the market very often use various platforms to manage business processes, such as CRM, ERP, or EZD systems. When choosing trust services, it is worth checking whether the provider allows integration with systems via an API interface, provides appropriate documentation, and offers necessary technical support.
It is also worth remembering that trust service deployment models can vary greatly. For some companies, choosing an Electronic Seal or an electronic signature in the cloud will be beneficial. Other companies may prefer solutions stored in their own infrastructure (on-premise), which provides greater security and better monitoring of stored data.
Electronic Seal vs. qualified signature – summary
Electronic trust services, including the Electronic Seal and the qualified electronic signature, are becoming increasingly popular in business thanks to appropriate legal regulations.
Despite the similarity in naming, the Electronic Seal and the qualified signature differ significantly. The qualified signature allows individuals to make declarations of intent, while the Electronic Seal ensures the authenticity and integrity of documents and is used by legal entities.
The choice of trust services, such as the e-seal and electronic signature, depends on the type of business activity. It should be noted, however, that large enterprises very often use both tools. When choosing tools, it is important to check the integration possibilities with existing systems in the company and verify the available deployment models, including cloud or on-premise solutions.
