What is a qualified electronic signature? Who can use it and when?

What exactly is a qualified electronic signature and how can you obtain one?

A qualified electronic signature is an electronic identity confirmation for an individual, used to sign various types of documents—including official, commercial, and private ones. The functioning of a qualified electronic signature is sanctioned and regulated by the Act of September 5, 2016, on trust services and electronic identification.
The application of this type of signature is always confirmed via a qualified certificate, which verifies the identity of the person applying the electronic signature. A qualified electronic signature produces the same legal effects as a handwritten signature on a document or declaration.

To obtain a qualified electronic signature, it is necessary to purchase a package from one of the certified providers listed by the National Certification Center. The cost of a set, which includes a cryptographic card with a qualified certificate, a card reader, and software, is approximately 300 PLN.

When is a qualified electronic signature useful?

Thanks to a qualified electronic signature, documents can be authenticated and given appropriate legal force remotely. An electronic qualified electronic signature is helpful in signing various documents, including official documents and those related to economic transactions. Among the most popular situations where a qualified electronic signature is useful are, for example:

• submitting tax declarations,
• submitting financial statements to the National Court Register (KRS),
• participating in public tenders,
• concluding civil law contracts,
• sending electronic invoices online,
• identity verification when contacting public offices.

It is important to remember that a qualified electronic signature is valid for 1 or 2 years and must be renewed after this period.

Is a qualified electronic signature a secure way to sign documents?

The qualified certificate used to apply a qualified electronic signature is stored and protected on a special cryptographic device or with the help of a dedicated application. It is considered that an electronic qualified electronic signature is a significantly more secure form of signing documentation than its traditional, manual counterpart, due to the very limited possibilities of its falsification. The signature, along with the qualified certificate, belongs to a specific person and can only be used by that person.