Unlock Digital Signature Licitness for Promotion Announcement in United Kingdom

How to eSign a document: digital signature licitness for Promotion Announcement in United Kingdom

hello and welcome everyone to the next webinar in our state of the union webinar series I'm Jia I'm going to be your host today but before we are going into the introductions just there are a couple of housekeeping notes I'd like to share uh first of all if you have any questions throughout the webinar there is an option on Zoom uh a Q&A button you can post any questions you have and we will make sure that we will dedicate some time at the end of the webinar to answer those questions and secondly we are going to record this session and we are going to make this recording available afterwards so with that being said uh I'm am um just to kick off the introduction I'm Jia as I mentioned I'm working in the product marketing team I am responsible for doing um and preparing effective goto Market strategies and preparing positioning and messaging to our products and I'm delighted to be joined by Andre our CFO and I'll give the virtual mic to Andrea to um introduce herself thanks good afternoon for everybody and thanks for having me in this session my name is and kit says I am the head of finance of treasur during uh how during the years uh web built HR with my leadership and now I'm also responsible beside the finance function for legal and compliance function functions so we can say that throughout my whole professional career I dealt with customer data sensitive and confidential documents document management follows and signatures thank you Andre for the introduction now let's see what are the topics that we've prepared for today so uh we are going to talk about three topics that uh we were introducing uh for the last three months as TR rate and so firstly we are going to talk about EU qualified signatures which is um a new uh product part for treasur eign then secondly we are um going to talk about data residency options and specifically um the default um data residency option that we've currently introduced and thirdly uh maybe you've already seen it in your treasur account there is a new Marketplace available and so we are going to briefly talk about that so let's kick it off with our first topic which is EU qualified electronic signature so uh this is a high level overview of the treasur offerings and I just wanted to show you as kind of a summary the treasur it is not um only um a um a storage and uh this is a whole platform and ENT and encrypted platform uh which supports the whole um document management and collaboration with internal and external parties and TR eign is an integrated part of this whole end encrypted platform um and so uh what we introduced uh is the uh is the compliments to the already existent uh uh electronic signature solution and we will go into details into that later but first uh I would like to mention um a case study uh with one of our customers um and specifically nefro home and this is a good example of how the whole U document management workflow was supported uh with treaser and so basically nefro home is um um is a company a private Clinic uh which was founded and they needed it for the remote um foundation for the company uh they were looking for a solution and so uh basically um all the co-founders were spread across Europe and there were a bunch of sensitive documents of course to be signed uh what is needed for um rest establishing a company and they face the challenge that it needs to be done remotely so basically our solution enabled them to swiftly sign crucial documents remotely and securely eliminating the need for time consuming in personal meetings so uh basically uh why they've chosen us is that because they knew that EU qualified electronic signature is regulated under eidas uh this is like the highest um um legal effect it has the highest legal effect this is equivalent to handwritten signatures in court proceedings uh and also it's seemlessly integrated with their legal workflows so just to quote one of the co-founders treasury delivered a seemless any very accessible platform but more importantly the assurance that every signature carried the weight of EU qualified signatures provided us with the confidence that our Journey's legal Integrity remains unchallenged in any Curt of flow so I believe this is a great example uh how treasur uh can help and how it uh it helped to make the whole uh company establishment effective and so um now let's move into um again an overview of uh of EU qualified electronic signature uh so this is this is the recent interjection and this is a complement to the electronic signature solution we already had it's important to highlight that um it is provided in partnership with UST as a qualified trust service provider and the best part comes now uh that uh we are giving everyone 10 electronic signatures and six EU qualified signatures for free uh so I will show you later how you can get that uh so I really encourage everyone uh to try out now uh let's go into details and uh I'd like to ask Andrea if you can tell me more about how and when you see it makes sense for companies to use e qualified electronic signature what is the legal effects of e signatures and lastly um when do you usually use it so for me if I'm asked then for me being a member of the management of Treasury group it is very critical to ensure security privacy and compliance when signing documents especially across borders within Europe as an executive being responsible for functions that are dealing with procurements agreements managing document flows there are many areas where I see values by applying electronic signatures um where treas I think where treas eign I think could be a good answer to some of your business challenges so let me give you some examples most of the companies use different tools for storing their files and documents for sharing them and they may have a separate tool for signing them in addition to the extra operative work switching between the two is securly may be compromised using trasit practically means that you can use the same secure plot form for managing and signing the documents however applying electronic signatures may have further advantages so what what are those less or no printing cost it is faster than delivering the documents by post so you can also reduce your like carbon footprint you can eliminate the risk of losing the documents easier to track the signature process and with tresorit eign the final and the signed version of the documents are saved automatically in a in a secure place so the risk of the modification of the agreed terms are low applying treasur qualified electronic signature you can ensure that the signed documents have the same legal validity as handwritten ones so this is something that we repeat again and again because this is one of the important message here if you move forward and to see what are the legal aspects on the E qualified electronic signatures and I can tell you that the EU qualified signature has equivalent legal effect as a hand signature it is mutually recognized in all member states it serves as conclusive evidence within the EU and it's very important if Au authenticity challenged the legal burden is on the disputing party and we can move forward to the Practical uh examples so when you would like to decide which type of electronic signatures you would like to use so whether a simple electronic signature or qualified electronic signature there are always certain special criterias which need to be taken into account like value of the contracts the applicable jurisdiction it is always for the companies to assess if a certain type of digital signature is sufficient for its purposes but in general we can say that we recommend using electronic signatures for for low risk agreements where there is no formal requirement this can be um terms of service of a software as a service provider a purchase order it can be an NDA or internal lowrisk corporate governance doc governance documents in treasur within the company we use electronic signatures for the expans reimbursement process and in our internal approval signatur and ariving process and what is for the qualified electronic signature we say that we're recommend using qualified electronic signatures for complex or highrisk agreements or agreements that must be in writing such as an employee agreements ipit agreements or you can use qualified electronic signatures for agreements having arbitration close penalty Clauses in some jurisdictions corporate documents in treasur um the mostly use qualified electronic signatures for HR related documents employee agreements and many cases for corporate documents these kind of corporate documents can be board decisions we use electronic qualified electronic signatures when we signed the the the board meeting when it's for the acceptance of the annual financials and also we use qualify the electronic signatures for international commercial agreements with having a higher contract value so these are the examples that uh that we use um as a as qualified signatures thank you very much Andre it was it was very insightful to hear the all the the the Practical parts and also the the legal effect um thank you for that um and so um this is a summary on the on the the values basically what um treasur EU qualified electronic signature can provide to you um first and foremost risk mitigation so as Andrea mentioned this is um the this brings the highest level of security it is equivalent to handwritten signatures and it enh incenses trust and accountability in electronic transactions secondly uh it provides undeniable evidence in both authenticity and integrity and this is um um uses a a secure digital certificate issued by qualified trust service provider in our case it is e trust it has a crossb recognition so it is recognized and accepted in across all EU member states it enables seamless crossb transactions and also it eliminates the need for uh multiple signature tools when operating in different EU countries and lastly um the compliance part is that it complies with the requirements of Eid Des regulation so with that and I'd like to to move to uh a product demo so now I will show you from the very beginning of how to get the 10 plus six signatures and going through a whole e signature process so let's start with it now we are viewing a user uh side this is when you go to the marketplace you click on the treasur E sign you request signatures now this one is automatically popping up and we'll send an email to your admin and I'll just close it uh just for the sake of the demo and now we will see the this is the admins view the marketplace you see it's a bit different uh then you click on buy now and it will pop up um a summary uh page where you will able to see the details of EU qualified signature you see the number of licenses you see the prices and if you go to the dashboard you will see the 10 plus six signatures um in the dashboard View and you also see here that in this case you have four licenses for four users that you can allocate and now with that we're going into the request process so this is an example of an NDA signature you choose your file you add the those who need to be who need to sign and then you decide whether it's a qualified electronic signature or a simple one now you add here the fields here for the first signer it's the signature you can also modify um the size of the signature filled at the name and the date then you move to the second signer you also add the signature the name and the date and with that you click on continue you will see kind of a summary here the number of fields that need to be filled out the expiry date and with that you continue and send the link the request link um and then this is the view that you will get uh for signing the document um then you see here the NDA uh with zooming in for you to see now we are scrolling down and you see here the signature you add your name your initial and that's already signed now we are taking a look for the before that sorry it's the E qualified one so this is the verification process I will later show you the screens because now it's happening uh the verification on your uh OT Trust app but now we are moving to the second signer so you add here as well your name and you can also choose the style with which you would like to have your signature you apply the changes and you go to the verification so here comes again ever trust this is the compliance part and then at the same time you will have some screens on your mobile to do the verification and now um this is uh how we see the status of the document again in treas so you see the type of the document you see the expiration date and uh we can take a look on the final document how it looks like when it's signed by both parties so here it is quite easy and uh quick process so uh this is the product demo I want wanted to show you and if you remember I mentioned there is a part that we were not able to show on the product demo but I will show you here in a slide so if you already have an aest account then you don't need to do this step otherwise there is a onetime registration process and this uh slide shows you exactly that so this is the part when you are creating a pin code you are scanning your passport or ID document having your face scan and um getting the getting everything validated uh but this is only a one-time process registration process and this is the one that basically brings the additional layer of compliance with Eis uh and so afterwards if you have done this registration then whenever you need to request um a signature or you uh or you sign a signature then you will only see the U other screens on the next uh part um so you will uh get this notification and this is uh how it looks like um parall to the demo what I've shown you previously so this is how it looks like and uh with that this was the end of the first part uh of the um of the topics we wanted to cover and now I will move to the second topic which is data residency option so probably um a lot of you are familiar with that treaser it offers multiple data residency option which is crucial when you or your client needs to have the data store in specific locations to comply with certain legal or industry specific regulations it is especially important if you're a multinational company operating in more countries uh and um your users can be assigned to Data Centers guaranteeing that they will only be able to keep their data where they are supposed to and it reduces compliance issues of storing data in a wrong location and what is important is that unlike competitors TR offers data residency option both at the company and user level and you can set it up in the admin Center by creating User Group groups inside of policies and uh but as an admin you can change it any time and so um now going into the the Practical uh details I'd like to ask you Andrea if um you can help us understand when when um in your practice in your uh experience when are the data residency options bringing the most value um and how do you see that well what I see is that it can be a hot topic again when it comes to electronic signature so what we see is that in the recent years countries around the globe have implemented laws that require organizations to physically store data within National within National borders there is a study made by Meck 75% of all countries have implemented some level of data localization Rules by 2022 if the documents or contract executed with electronic signature includes relevant data then the data localization rules will also apply to your contract there are some jurisdiction basically require companies to store almost all personal data within a specific country or region and there are countries or regions set specific criteria for data transfers it's just a reminder because this is not a new thing for example in Europe the gdpr limits the Third Country personal data transfers without appropriate protection levels and we can we know that there are many jurisdictions opt for sectoral rules on data transfers including company records financials and health or government related data but all know the violation the violation of these rules may result in significant fines and companies may be required to stay in compliance with the laws of different regions in the same time so as a result I think companies must think locally when necessary be able to adjust to the new lows and store data their data in different locations so our recommendation is that we think that it makes sense to consider repeatable data localization approach so that company can move efficiently for one one geography to the next and as a good consequences as a result it may lower the cost in the same time so this is by I what what what we see as a good benefit of ourd thank you very much it's uh it's very clear how how it brings value and thank you for the for the explanation here so yes the um treas um offers 12 data data centers where you can store your data which is 11 countries and then in the United States there are two uh data locations uh but this is something that has already been available the new part of that uh it's that uh we made it more effective the whole uh process when you're setting up the your treasury to count so that all newly registered customers will have their data location set to their billing country uh but you can change it any time in the admin Center and then every new folder will be stored on that location if you already use treasur you can change that residency anytime um and then newly created folders will match that new preference and so uh this for the theory and um we were thinking that we will show you um based on a use case how how it can uh actually bring value and uh how you can um um make sure and set up these data locations so um let's imagine a use case where the customer is a financial advisory company uh a multinational company it's important and it's headquartered in Switzerland and has subsid subsidiaries in many other countries and they're working on client projects now uh these projects are all over the world and obviously they are a sensitive client information and sometimes there is either country or industry specific requirement ments that the data needs to be stored in that specific country now let's imagine we have three main collectors we have Bobby the admin of that multinational Financial advisory company we have arel who is a director uh located in Switzerland and we have Aon a project manager uh whose boss is ARL and Ain is working in the United States on a project with uh customers in the United States now the case where uh I will show them you in details in the video is that this new customer registers and that they it is set their because their billing address is filant H this is why the default State location will be Switzerland and so then the admin sets up the policy templates for each country team it will be named like that you will see and then assigns users to this template uh selects the location where they store their data and then we will see a screen of ARL the director um who is located in Switzerland but can look at different and other uh project members when she is set as the manager or editor for a certain folder so let's uh take a look at the product demo video so now you will start with Bobby the admin you will see um his screen you see the different data locations um and then this is how the dashboard looks like and if you go to the billing you see that the billing address is Switzerland which determines in this case the default data location to be in Switzerland you see there the different policy templates that are set up for each member let's go to the management one which is where orl is we see that she is set up in Switzerland but this can be changed any time here um at the admin Center then we see the US project this is where Aaron is and this is set in the United States now this is a view of ARL the part of the management and you see that some of her folders are in Switzerland because this is where she's based but she can also uh upload files and work with her project members uh and take a look and if there is for example an NDA to be signed or a project complete document then she can still upload it to a different location to another folder so this is it uh I think it uh pretty much captures the the value it brings and how easily it's uh it can be set up so with that uh we've already covered you qualified electronic signature and we've seen the default data residency option and how it can be set up the third topic that that we've prepared um is the marketplace so probably many of you have seen uh that we have added an online Marketplace into your treaser account for easy navigation uh this view is for the users uh it basically gives you visibility on which addons are enabled for you Integrations that are installed and you can learn more about eign you can request your admin to add um eign license for you and if you are an admin um this is in the next screen um then um you have a bit more access uh to more features uh because you can or remove plugins uh and Integrations you can purchase licenses signatures and even Email encryption and you see here as well I highlighted again um the the fact that you can get the 10 plus six signatures for free you can do that uh from here uh from the marketplace I really encourage you to to try it out um now um with that uh this was the the main main part of the um of the webinar um these were the recently launched features uh but we are already cooking something new for you and we always make sure that the product road map builts on the requests you make uh so please don't hesitate and share your feedback with us anytime time uh you can do that in admin Center under the road map tab as well uh so I encourage you to to take a look there um and uh as the the very last part now we are moving to um the Q&A and uh I'll pull up the questions and take it from the top um thank you so much for posting so many questions um and starting from the top here comes the first um so is the trust service provider able to access the document that has been sent for signing good question um no uh TR sends only the hash which is um the unique digital signature of the documents to OTAs for signing um and when signing uh something with a hash the person is basically creating a unique digital secret code for that document um and the idea of using this uh so-called hash is that when the document changes uh the hash would also change which in turn would make the signature invalid so uh then the next question a again a very good one uh what happens if you modify the PDF after signing it now um in case the US user modifies assign sign documents so for example making a highlights on the document or removing signatures or anything else um it it will mean that the document has been tempered hence the signature will be invalid H let's see um now there is a question for you Andy if you don't mind um so is a qualified trust service provider listed in the trusted list browser acknowledged as a qtp in all EU member states yes I mean the short answer is yes it is and the longer one the primary objective of the qualified status is uh is to support the crossborder services and an acknowledgement of electronic product and Trust Services throughout all EU member states so yes the answer is yes thank you and uh conscious of time I will take a last question uh but we will answer all the questions uh you raised uh we will send it in the follow-up email uh but let's take a last one uh regarding data centers so the question is can I save to multiple data centers um so each user can be assigned to only one data center as you saw uh when I I showed it in the the policy uh template setting so this means that if you're assigned to let's say Canada each folder and the files you create in it will be stored in Canada but if you're an editor or manager in a folder in our example this was AEL for example and you are in another region the files you create in it will be also stored in that other locations folder so very great question thank you you so that's uh what we could uh that we had time for today um thank you and uh before we wrap it up um here is um a quick reminder on an upcoming webinar this is going to be who's next leveraging compliance for Success uh it's going to be on the 13th of June you will find the registration link there and also there is a link that we added to to the previous webinars we had uh that you can watch on demand anytime and um with that uh as a final note uh I'd like to thank you Andre for joining us today thank you very much having thank you for all the insights and we will be following up with the email as I mentioned and uh for our participants I would like to also thank you for spending the time with us wish you the best and and uh talk to you next time thank you