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Frequently Asked Questions

Signi is an online application. You don’t need to install anything and you always have the latest version. On our support page you will find detailed help for all parts of the application – from the first steps to advanced usage related to the connection to your internal systems.

What is Signi?

Signi is a web application for creating and closing documents in digital form. In addition to the ability to electronically close a legally binding document, you have the ability to securely store these documents, collaborate with your colleagues, send smart notifications, and monitor the status of your documents in real time.

What is an electronic signature?

An electronic signature includes a wide range of methods for approving and signing documents, from a regular e-mail containing the name of the “signer” to an unequivocal biometric dynamic signature attached to a PDF document, like what we use at Signi.

According to the European Union eIDAS regulation, which has been directly valid in all EU countries since 23 July 2014, the definition of an electronic signature is as follows: “Electronic signature means data in electronic form which is linked to or logically linked to other data in electronic form and which is used by the signer as a signature”.

A simple electronic signature can be used for all common private and commercial agreements with as much supporting data about the signature as possible, which increases legal certainty.

You can find more information on our support page.

Is the electronic signature secure?

Yes, according to the European Union Regulation eIDAS, electronically signed documents have the same weight and legal binding as traditional paper documents.

Signi creates a so-called controlled environment, within which all relevant facts are recorded: when which user logged in to it, with what login data, from which IP address, using which browser, etc., and what specific actions each user performed. The relevant records are then kept for each individual document, as a kind of log (journal). In Signi, we call such a log a Checklist.

The electronic signature in Signi also includes the so-called biometric dynamic signature, i.e. the capture of your signature and its inscription using a smart device (mobile phone, laptop), which is also secured using a verification PIN. Signi’s secure controlled environment ensures that your signature will only be used to agree to a specific contractual document.

Signi thus provides an incomparably higher quality and secure signature than a simple electronic signature, and in many cases, even more than a handwritten signature on a paper document.

You can find more information on our support page.

How does an electronic signature work in Signi?

  1. The document designer will send you an invitation to sign the document by email and SMS, you click the Show document button in the email or click on the link in the SMS message.
  2. To view the document for signing, it is necessary to check the box consenting to the rules informing you, in addition to general information about electronic signatures, how we process your personal data, who sent you the document via Signi (the so-called “proposer”), how to get to the signed documents, etc.
  3. After confirming your consent, you will be redirected to a page with the content of the document or contract waiting for your signature. To express your consent and will to sign the document, click on the Sign button. You will find this button in the same place in the document, where your signature will then appear.
  4. After clicking the Sign button, you will be redirected to the verification PIN entry page. The verification PIN is a four-digit number that we send by SMS message to a mobile phone. The person who sent you this document (the “proposer”) has the option to enter your phone number, to which this verification PIN is then sent. So don’t be surprised if you receive an SMS without first entering your phone number. We will not pass on your telephone number to anyone else, it is only used to sign this document or contract. Enter the verification code in the text box.
  5. If the verification code corresponds, you will be redirected to the next step, inserting a dynamic biometric signature. You enter this signature using your finger or stylus on the touch device in the marked signature field, or with a mouse or touchpad on your computer.
  6. It is not necessary for your electronic signature to match 100% with your paper signature. What matters is Signi’s confirmation of the execution of this signature in combination with the log recording all the relevant associated actions by which it is possible to verify if and who signed the document.
  7. Signi will then take care of everything necessary to ensure the integrity and immutability of the closed document: it will record your will to sign the relevant document in the log (header) of the relevant document, attaching a so-called hash, certificate, and time stamp.
  8. The user’s digitally created signature is then inscribed into the appropriate place in the document.

You can find more information on our support page.

What will happen to my signature, personal data, and my signed documents in Signi?

If you sign the submitted document or contract, your personal data will be used exclusively for the purpose of expressing consent to this particular document.

If you subsequently create a user account in Signi, you will get free access to all documents that anyone sent you to sign. Your personal data will then be used for your access to these documents.

At the same time, you will be able to send documents to other people for signing in the role of “proposer” via our application. Your personal data will then be used for sending documents for signatures, signing, and communications related to your user account.

In both of the above cases, you can download the signed documents at any time. In the event of cancellation of your Signi account, you will have the option to first download all your documents before we delete all related records. Account cancellation has no effect on the legal validity of already closed documents.

You can find more information on our support page.

How is data security ensured in Signi?

The Signi application is operated on two geographically distant servers in the European Union; in the event of a failure, traffic is automatically directed to the other. The hosting operator holds ISO 9001, ISO 27001 and other quality and safety standards.

All data for the creation and subsequent generation of the document are encrypted using an encryption key. Unauthorized access to contract data is impossible without this key. Stored passwords are hashed in the database using bcrypt. The only exceptions to this is the data used for searching in the application – name, surname, name of the organization.

Closed PDF documents are stored on a separate encrypted disk partition. They are sent to the proposer and all those who sign the document by email immediately after closing. Alternatively, it is possible to store closed documents on the proposer’s cloud storage or send them to a defined location / application (i.e. CRM, ERP, DMS, etc.).

You can find more information on our support page.

What about long-term storage of electronic documents and can they be converted to paper?

The resulting documents are saved in PDF format suitable for long-term archiving. Our clients can store documents in their digital archives meeting the requirements of the Act on Archiving and Records Management, etc.

Authorized conversion of electronic documents into paper form can be performed by the following entities: lawyers, Czech Post – CzechPOINT, notaries, the Chamber of Commerce of the Czech Republic, regional authorities, registry offices, some municipal authorities, and some embassies. You can verify your conversion options, for example, at https://www.czechpoint.cz/uschovna/ .

We guarantee the operation of the Signi service for 5 years from the closing of the last document. During that time, you can download all the documents you have signed at any time.

You can find more information on our support page.

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