eSignature Lawfulness for Business Transaction Management in Mexico

How to eSign a document: eSignature lawfulness for Business Transaction Management in Mexico

I would like to welcome every single participant on our webinar we are very delighted uh that you are with us today thank you for joining uh today we would like to touch upon the topics uh useful for growing and optimizing your business operations we will talk about uh for example what kind of processes can be digitized what kind of problems might be solved and what benefits can be gained by companies thanks to using e signatures and other services like online identity verification uh few information about the webinar uh so the webinar is recorded you will receive all materials afterwards chat is open for your questions so do not hesitate to use it please welcome uh we planned 45 minutes for this event uh Q&A session is at the end uh during which we will try to answer all your questions also if you would like to see us better you can move the screen easily uh so so the the picture of us will be bigger uh when it comes to agenda on our today's uh agenda are e signing and document workflow Services benefits who choose e signature versus Alt fashion signing unique Market offering atrust and authentic bundle how the solution works we will present you a short demo uh with our authentic platform and last but not least why you can trust EU Trust Services uh okay at the beginning I would like to introduce myself and our guests here uh my name is Agata col and I'm wearing many hats in alenti but most of all I'm responsible for product and information security compliance uh today uh I have two roles I'm the host and an expert uh together with me there is Dr Dr Marcus vessy the CEO of a trust who is joining us online today and G vui CEO of uh authenti and also our co-founder uh it is great having you here uh can you introduce yourself and the company thank you Agata thank you Agata hello everyone first little about me yeah I'm sitting here in my office in in beautiful Vienna my name vess is Slavic name and means funny or happiness in English so I hope our webinar will be also a little funny today let's let's jump to the next slide please where you can see a little facts about atrust perfect yeah we are the leading service provider in Austria and on the market since the year 2000 so almost 25 years we do also have a German subsidiary in M clak since 2019 so almost 5 years now and we are of course acredite certification service providers since 2002 and a qualified trust service provider ing to eidas since 2016 one of our biggest achievements of which we are very proud of course is that we have been significantly involved in advancing the digitalization in Austria especially in the sector of e-government atos is the provider of the certificate of the austrians Eid called in the past handy signature nowadays ID Austria and these are used by over 3.9 million people in Austria also some facts about atrust as mentioned we have when we uh put together all certificates more than 4 million certificates active certificates with more than 4,000 integration within the last years and also we do have a market share in the cash register market with the certificates about over 80% here in Austria yeah as I mentioned more than 20 years experience with more than 35 people and also we do very very high number of signatures every day so in total we have more than 10 million qualified signatures per month and finally uses for more than 150 countries chos hello Marcus such a great introduction I'm also happy that that we are here because uh authenti is a also a company with a over 10 years of uh experience in the industry it's a uh it's a European Standard of e signatures and E identification we provide a document uh workflow platform uh which acts as a solution to accelerate business and secure legal U evidence for business transactions uh in our case the platform is not just a signature provider but it's a solution which uh is directly integrated with multiple qualif if trust service providers so it helps to use different types or in fact all types of e signatures and also with different vendors from E identification it helps also to verify customers um uh with different type of methods which is extremely important in today's um uh very very digital and remote times uh we are backed by uh May major investors including elevator Ventures uh which is a VC arm of risen Bank International but also other Banks including Alor bank pek and B&P pariba so we are in uh in the industry where we provide services to the uh banking infrastructure which is uh a lot about security and understanding how the transactions shall be secured for them to be also a legal evidence at court when needed and uh we are working uh with multiple Prov providers as I mentioned especially here for the dark region and uh we are integrated with atrust which we're going to explain more today but also um dust swisscom and 20 plus other providers which help our customers to use U different type of Sol of transactions with different types of people internationally so it's not only as a local solution but it acts as a truly European platform and we are also proud to be recognized as um the top 1,000 fastest growing companies by Financial Times and statistic in Europe and we are also happy to be a proud innovator around e signature space looking for different types of uh regulations and Technology how they can be put together to make the business experience and usability much easier than uh than uh everybody would think of so it's a lot of R&D and Innovation at one place and I'm so happy for this webinar as well so we obviously Agata pass over to you to carry on for this thank you very much guys uh for this introduction uh so we already know what kind of services uh both companies provide but there is a main question here uh what are the main business problems that you solve for your clients uh and to whom those Solutions might be helpful uh please graos start yeah thank you Agata for this question we we like to talk about problems because those are really U the challenges that we can solve so one of those uh typical problems that we see in today's world is all around HR we simplified remote hiring and streamlined the body leasing process so in multiple Industries across all countries in Europe and Beyond uh many of our clients hire talents from different locations so those are both people hired in the region but also internationally and here acquiring the talent requires speed because the talent is really uh needed so in traditional process the it takes days to finalize signing of agreement signing of some formal documentation while with online Solutions it is really easy to streamline this process to make it very very easy to uh to navigate across uh uh across uh uh the business needs uh also very very many young people look at digital Solutions as native to today so they cannot even imagine to travel from one location to the other to to sign the documents properly so so we are soling this problem as well that everything can be done totally remotely without any needs of being present at a specific location you you can you can uh sign your um um employment documentation online and the process takes hours at most rather than days uh as compared to a traditional approach also so this topic on HR is important in temporary workers facilities where this speed is even more important where you need to hire somebody as business for tomorrow or even for today uh and this this job needs to be done fully in compliance with legal needs and this is also possible due to use of qualified electronic signatures on the platform on both sides so the evidence is uh is fully uh made uh legal and uh simply simply all of the burden of bureaucracy is taken away away in this kind of solutions um what about identity because I had a thought in my mind can we check identity remotely our potential coworker absolutely yes so so obviously there are multiple of ways to uh to verify identity online we uh we do use uh uh multiple uh identity provider methods but also when we are discussing the Qs Solutions so those qualified signatures are always um uh made with identification preceding the entire process so so there are multiple of ways and and uh and to verify your customer and then you can have a benefit of all this identification being bind binded together with the document so you can you can see that uh compared to the traditional paper uh document you don't see identification you only see some signature uh drawings while at digital word you see both the data which are um related to the person who is signing but also you see that the document is really protected with those signatures and it enables uh customers to see uh fully um the digital benefits uh in this kind of one uh one place okay thank you greos I see that speeding up HR processes is a one thing and as we observe the legislation through Europe tries to catch up uh for example there are planned positive and significant changes in Germany uh legislation to give more confidence in making uh for example HR processes digital uh and how can you help sales teams GRE I think it's very similar uh to what I mentioned because in sales time is is everything time is really what matters so being able to uh to send a document for approval when you agreed the business terms and have a oneclick uh uh summary and closing the business this is a not only time saving U uh solution but most importantly this is solving a problem of getting the customer immediately after they decide so you don't give your customers too much time to to think uh over what's needed so obviously it's possible to get familiar with the documentation without any rush but once the decision is made immediately the contract can be closed and it's finalizing very very fast maybe I would mention one more Point here that today uh especially in business uh closing transactions requires many times signing documents by multiple persons in one process so here compared to the traditional uh problem of traveling of the document across the desks across the cities this is all put into one process so everybody can see the status of the documents and uh and actually uh there is a full transparency uh in terms of uh making the sales done at at quick pace so business acceleration is is really critical here yes those are very important information thank you gor uh Marcus at Trust works with qualified signatures right they have a broad usage in many many business cases uh but probably legal and compliance especially right yes absolutely you're right and uh thank you crao she mentioned all of the most important uh benefits and yes qes the qualified electronic signature there is a huge Trend and it's used more and more not just in Austria all over the world and with Trust Services like uh our companies offer to ensure compliance with legal regulations for E signatures and manage the risk associated with digital documentation so these legal problems we can solve then in many companies creating at the moment their own uh uh workaround process to avoid sending by post or by email but there are many regulations like aidas uh where for example they need to be followed so it's not just simple that you can do it and scan it and send it by email when you want to be sure you need to put a qes on the document so this creates a treat at the moment for legal compliance of these documents and contracts if you for example just send them by email but also in finance and AD Administration e signatures are very useful and also for uh Administration uh as a in a general there are many many cases where you do need e signatures and they reduce then costs by implementing digital systems for document management cutting down on time spent handling and searching for paperwork so our solution especially what we now will see the solution from aent aen can here do a lot of benefits and help a lot with this paperwork also in finance and legal yes thank you V thank you very much Marcus uh so let's take this picture broader and speak a little about the benefits from a general business perspective uh what can we list here to our participants G well as I mentioned uh I like the most the business acceleration this is this is the most important part it's all about timing all about convenience all about customer satisfaction you know know no more payer archives no more binders no more printers uh you know you can make your business at any location at any time and uh all in full compliance with the required uh regulation that's that's amazing thing secondly uh it's reducing uh paper footprint using low uh lower emissions conserving materials making sure that we support uh our environment so it is really ESG friendly and more uh most importantly I mean this is the the kind of uh convenience each and every person who started to use this kind of joint Solutions of document workflow and qualified electronic signatures it's putting all of the process on autopilot so so you just configure what you want to achieve who wants who needs to sign and then the system does it all for you so basically you can watch how the process completes and makes it much more efficient so I think this is those are really the key points on uh on bringing the value to the business by at the same time solving multiple problems we mentioned previously that uh that people see due to different technology or regulatory uh requirements okay so we have business acceleration we have ESG friendly uh solution and we are putting our processes on autopilot right correct okay Marcos how about you yeah I mean the most important uh in my opinion is that you can fully work digitally so and brands are truly digital prand image with remote signing Solutions and then I like this no printer No Cry you know how the how many problems we sometimes have with our printers also at home so increase really customer satisfaction with rep seamless processes without printer and as you also I think mentioned time and cost efficiency so enjoy really a lot of benefits of reduced operational costs and faster processing times yeah thank you very much that was a great Insight thank you uh so taking into consideration everything that we mentioned until now I think it is uh worth mentioning that authentity and a trust recently start started a strategic partnership covering mostly Dak region uh Marcus atrust uh is a trust service provider who delivers its services mostly in Austria and in Germany and what is the background for this cooperation with authenti from your side yeah there are many reasons why we formed this Alliance firstly authenti offers really a very modern simple and userfriendly document workflow platform yeah it's a convenient solution for customers across Europe and facilitates paneuropean document workflow considerably so not just for one or two countries but really pan European solution and auen is not only strong in Poland but the whole C and its marketplaces of solutions covers also the D regions so Germany Austria and and Switzerland for qualified signature providers and in Austria every Austrian can use this handy signature or nowadays e ID Austria for free and this is the highest level of e signing security this qes so you can do a qes also for free and family familiar to the product of all austrians soon also I believe in Germany and other countries more and more people will use this Qs so the next step of using Q not only in business to government so for E government also the document work Flows In businessto Business Solutions from business to customer uh processes will increase a lot thank you very much Marcus how about you I I think this is pretty obvious I would first of all mention atrust as a as a provider of his signature because with handy signature now ID Austria this is such a great um uh uh demonstration for the entire Europe how you can quickly onboard multiple people for many use cases to qualifi electronic signatures and this experience which is not only getting on the Austrian citizens but also being open for onboarding uh with multiple uh verification methods which is requirement by by law uh and uh it it will help uh us to uh to propose this kind of uh excellent solution uh to people uh across different borders who did not have this kind of convenience with uh uh with the vendors uh what we were able to to deliver together and secondly I think this is uh this is something that we made on very unique U uh way that we combined our authentic platform document workflow uh with direct integration to atrust Qs which will uh make possible to use not only the benefits of qualified electronic signature but also signing uh in multiple use cases uh with a workflow uh on the highest security uh level uh this those two uh Solutions put uh together make a really unique combination and we also um uh work in a in a setup that we want to provide unlimited uh potential to our customers so so they can really try uh this solution uh for free free and uh at the uh at the convenience they can really get into the full benefits of this platform and both Integrated Solutions at one place so you don't need to look for extra solutions for the convenience you can use both Solutions combined to make sure that you can uh have the full benefit of technology and legal framework uh last but not least uh it is also important that I am here mentioning is signature as that was our number one service that we provided but authenti has uh um scaled into an ecosystem of multiple Services also those there are uh uh services for uh remote video identification and soon to come registered um e delivery services so we can so we can uh also use this kind of benefits at One-Stop shop thank you so much for Shing sharing such a positive eny about this cooperation I really love it uh it is really great uh to hear that companies delivering delivering Services uh in the same field um are finding Mutual ground to cooperate it it's really really really great uh to get our listeners more familiar with these proposals uh let us present a short demo uh how the integration between authenti and atrust looks like uh so uh give us a second uh we will switch to the demo part so let let's start and on this demo we will focus only on sending and signing the document uh to send documents it is required to register an account on our authentic platform and at first we will create a signing process it is necessary to name the document attach all files to be assigned add recipients and assign what kind of action they should do as an example we can choose that our recipient should sign the specific document by using a qualified electronic signature as you can see on the screen atrust is uh very visible here uh here we added only one recipient just to show you how it looks like but obviously you can add many more after setting up the process we can easily send it and all our recipients will receive an email with a link to the process so there is no need for the signer to register an account after entering into the process signer can use a qualified electronic signature that he or she has for example handy signature from a trust or apply for one here we can see the authentication process and we just have to click sign second factor and here we go the document is signed and after Gathering all signatures the process is closed and the document is sent to All participants via email many thanks for our technical support for organizing this demo part uh here also I would like to remind our participants to ask questions on our chat feel free please because our Q&A session is getting uh closer but going further for today we have one more crucial topic to discuss uh several times we mention that both authenti and at trust are trust service providers it is worth to explain who are trust service providers and what are Trust Services in general uh as I said at the beginning I'm very keen on giving some insights from my side so uh at the beginning personally I want to highlight uh eidas regulation uh as you can see on the slide um I know that eidas is like a chamber of secrets in Harry Potter so I would like to to make this topic more familiar to our listeners uh so eidas is a European Union regulation uh which is governing the functioning of Trust Services and electronic signature in all member states so acrosss uh European Union EI do regulates among others uh what e signatures or time stamps are what are the legal presumptions which is very difficult word uh for every single Trust Service uh described in this act and what are the requirements for trust service providers uh to deliver them as an example of legal presumption a qualified electronic signatures like uh a trusts one has a legal presumption of handwritten uh signature which means that a document sign by using this type of uh electronic signature has the same legal uh result Regal effect as a document signed on paper uh Marcus question for you uh what are the most recent questions or concerns uh asked by your clients ing to Trust Services provided by at trust yeah there are many questions but the most common I would say firstly how is easy signing legally binding or if our systems are secure you see for instance here on on the slide that we are for instance also ISO 27001 certified our infrastructure from atrust is only in Austria on our own servers so not in the cloud or somewhere outside Europe yeah and also uh if if the documents are not only in Germany and Austria liable but also outside these countries this is also a common question and thanks of course to these European regulations especially eidas all trust service acting under eidas are valid at the same level in every single state member in the European Union and the future what brings the future of course uh firstly understanding the significance of upcoming HR legal changes especially at the moment in in Germany uh this year there was an an update of this at the andl cassettes I I cannot transfer it to to English but mainly there are um topics where you can much more things online you don't need a written form and this uh why they do Germany why are they doing this firstly of course they're working hard on scaling up speed on on local economy market because not only in Germany but especially in Germany they want to stop the outflow of business is from Germany yeah so these changes will allow even greater coverage of e signature in Germany but also in many other countries in the European Union thank you very much Marcus I love it uh greos would you like to add something yeah I I think uh what Marcus mentioned is extremely important also auen is ISO 27,1 certified so so we really pay a significant uh efforts to to document security also everything all the data centers are kept in Europe so they are fully governed by the European uh legal framework and I would like to mention also one other thing so we talked a lot about digital signatures and many times customers ask us if those signatures are more or less secure than traditional signatures on on paper and the reality is that digital transactions are far more secure than traditional uh information on paper I don't know if you ever tried to validate paper uh signatures this is really Troublesome and long and coste effective process compared to the digital verification solutions that are present also in our authentic ecosystem you can just uh upload a document to the uh uh to the platform and see if uh the the signatures there are valid when they were used uh if the signatures if the signature providers have been accredited on European Trust Services list for example so those are technological uh topics however they are really made extremely easy for the end user in this kind of ecosystem uh scenario and customers really love it that they don't need to go into technical details they can have a a comfort of user friendly Solutions which work across different e signature providers but also they can work independently as an Evidence so for example PDF files which contain the information contracts or other sensitive data documents they can be stored uh independently uh at any location backed up but still they hold and uh signatures are integrated inside of those documents so they can serve as self-evidence for the future needs perfect thank you very much and we can move forward uh to our Q&A session so I think we can go one uh one by one so the first one uh you say you offer unlimited number of atra signatures on auen platform is it something unique for Doc Market is that the same of signing with any c uh yes the answer is yes so so it is important that obviously we are providing Business Solutions in many business models the the model is to payer signature in our case we want really the businesses to be paperless and for that you know you cannot have just limits so we provided a platform with a self-service uh portal and you can actually re signatures without any limits using AUST Solutions it's on us we believe that the continuous uh uh satisfaction from the from using the the platform at different use cases is the most important value out of this collaboration so so we make something unique uh in terms of the business model but we believe that this is something that you will all benefit after seeing that you you just uh you know cannot imagine for example today uh using a a phone and calling and then being built by every minute like it used to be like several years ago so right now it's unlimited plan and you can simply use it as much as you can to be sure that on the self-service side it is really convenient Marcus do you confirm yes I can just confirm depends our business model but uh we have a a very very good uh business model for the market yes thank you thank you uh the next questions are from uh Kristoff and there is a question is it possible to integrate your platform in an external document creation and workflow process for example if you need to sign an online form before submission G yeah there are there are multiple there are multiple ways um most importantly our platform is is open it has an API solution so actually you can you can use uh different systems uh that can uh call our service for signatures so you can either uh you know use the document or the forms or other via third party platforms and then send for signatures using authentic platform or you can also use some of our tools uh at the platform which are uh for the corporate customers uh giving you the possibility of uh of the uh let's say user fil in uh forms okay thank you uh and next question also from Kristoff uh is it possible to customize the visible part of the signature I think it's a question for uh both of you so maybe Marcus uh start please here I mean uh some part especially with the uh signing of the second factor with the app this visible design of of the app can be customized yeah where where you just uh give the uh the face ID or the biometric or SMS this design of the app can be customized from our side and I believe also some parts in the authentic platform can be customed but this I will give the criers this answer yeah on this part it depends on what kind of customization level you're asking for but first of all it possible to customize so that the signature can be placed at any location of the uh of the contract or page so that is one level of customization the other one is potential customization in terms of visualization so yes we have such capabilities uh but we plan to introduce uh more let a userfriendly customization process uh also on the self service portal so we use this this Solution on the Enterprise Solutions right now but this soon will be offered via selfservice platform so users will be able to customize the you know visualization of signatures uh at their own will so that's kind of um still on the selfservice road map but it will be very very quickly online okay and I will add something also from uh my side uh please remember that visualization of any electronic signature is not mandatory uh documents signed electronically uh by using qualified simple Advanced electronic signature is legally biting even if the visual visualization is not in place it's not visible at the document at all so uh the The crucial part here uh about legally binding uh of uh all electronic signatures is the electronic layer that we cannot see on the file so the main thing is that if we want to be sure that the signature was placed on the document correctly uh we have to validate the document and also on our platform there is a validator which is um open you can you can use it and validate documents to check if the qualified electronic sign signature or the um simple electronic signature was placed correctly uh during the certificate uh let's say um how to say it that certificate is valid during the validity yes yes of the certificate so this is crucial not the visualization uh of of the signature but okay let's let's go further because we have only 5 minutes uh can authentic be sold by local Partners so yes if you would like to be a partner of authentic please contact our team and obviously we can discuss the business uh conditions we are happy to collaborate with multiple partners to to make sure that our customers are also happy by being represented also locally with experienced Market uh Partners okay thank you maybe I can ask one of the questions because I can see a question for you so what is actually the iso certificate okay uh so yes we were mentioning um during this presentation that both our companies are certified uh in compliance with ISO 271 uh ISO certificate means that the company uh is compliant with uh regulation like a standard international standard uh about information security so you have to be compliant you have to go through the audit and then uh if you will pass it obviously you can receive a certificate uh of being compliant with with ISO so very briefly from my side okay it's not easy yes it's not easy I can confirm uh so uh next question is from Kristof uh can you use Simple electronic signature in HR how it looks in Poland and Austria yeah so maybe I can answer this this question so uh what Marcus said I also recommend that the main contracts between the employer and employe employee uh it's better to sign this type of contracts with using qes because it has a then fully binding um uh value uh regardless of the region where this contract is presented because it's based on the European harmonized framework however if you like to use um simple electronic signatures for internal document workflows this is very sufficient because you have your your employees uh fully identified onboarded and for Internal Documentation it's possible however it touches only certain part of documentation so whenever you want a document that that needs to be presented to the official official um as a part of official documentation then I would recommend to use uh a trust uh uh handy signator Qs signatures rather than uh simple electronic signatures okay Marcus do you want to add something just can underline what ker said it's everything right and I see the same as in austral okay thank you so last two questions uh I think they are important so if we will um um take another two minutes it will be okay uh where do you see the next important use cases for your business because we mentioned uh HR sales finances Administration and legal compliance are there any other yeah I mean they were they were mentioned because they are most popular they are almost in every company because you know every company needs to hire people so this is HR every company needs to do sales this is sales but you know in our case uh we do make a lot of um solutions for financial industry for example so we support services to the banking uh banking um systems whether this is you know um credit agreements loans credit card issuance leasing contracts you know a lot of type of this this uh uh this let's call business processes which each of those processes requires a multiple of documents to be signed before the main agreement that's one but also in insurance industry medical sector yeah this is also a sector which has a lot of regulations which needs to comply with uh with security standards and this is also another industry where where we do serve um and uh we make uh uh also recommendations using qes mostly at this uh industry but when you look at the total of the of the market you can practically see in every company um uh business relationship so so you can use e signatures not only for the for the main use cases when you enter into the agreement but you can actually once you see that it's really easy every piece of letter documentation you can sign and and then you know you have a evidence that it is you who made this document compared to to email which are very easily lost into thousands of emails in the inbox once you sign the document important documents on the platform you can really much easily access this uh later and it really simplifies the document workflows and document archiving even words with uh paper archives kill me uh okay last question uh for today practical uh one if a customer wants to use Adobe signature but we would rather use EU products as here how does this work are these systems compatible in terms of signature value or to put it another way how would you argue this case as a supplier Marcus maybe you yes um I mean uh the problem with Adobe signature is that it's not a qualified signature it's the same with osine but both of these systems do have the possibility to use qes but this is quite expensive and you have to add it additionally to these systems so I would recommend to use a European system where the Qs is integrated usually it's much cheaper it's safe it's a European solution yeah this is uh what I can recommend in this case uh what about this signature value because there is a question are these systems I probably the meaning is that authentic and atas uh are compatible in terms of uh signature value I think this is what Marcus mentioned specifically that uh that Adobe sign and multiple other let's call them click to sign providers do provide evidence of a of a transaction however this is not a highest uh level of evidence in European Union so in this case we indeed recommend uh uh at least a system which binds together identification of a customer with a signature so this Advanced signature and the best obviously the is the qualified electronic signature which already holds strong um identification of a customer so then in case when this document needs to go to court or to be presented anywhere there is absolutely no doubt who signed the document and you can have a fully traced audit Trail uh you know on the European Standard so so if you do you know business on a on an international level where the regulations are not very strict and it's uh it's it's okay but if you want to do business in Europe we would strongly recommend to use European standards for signatures and this is exactly what authentic platform was designed from from the very beginning uh it was the the main goal to be a hub for uh interational European signatures and in collaboration with a trust we make it really simple to use and uh it has all of the benefits of a workflow solutions from those International Players but at a completely different scale of the cost so it's really much more affordable and convenient in terms of the user experience okay thank you very much I think we can call it a day uh so this webinar is not the end uh soon we will share more information uh about upcoming events we would like to invite invite you to follow us uh on our social media like LinkedIn uh so please let's stay in touch um also uh you can try out our solution for free uh or get our experts analysis of how can your company benefit from E signature feel free to contact us and stay tuned thank you once again thank you bye-bye bye-bye goodbye