The digital transformation of business has been revolutionary, and when it comes to document management, e-signatures have quickly become the norm. Especially after the recent regulatory updates in the EU and Sweden, which include the new eIDAS 2.0 framework.
This new legislation sets higher standards for the security and legal validity of digital contracts, which has a direct impact on companies and their business processes. For businesses that want to be future-ready, this means staying up to date on e-signature laws and understanding how the new rules affect the management of digital contracts.
In this article, we look at what businesses need to know about the new rules, why it’s important to implement the right digital signatures, and how a solution like Oneflow can help businesses meet eIDAS 2.0 requirements to ensure both security and efficiency in contract management.
What is eIDAS 2.0 and how does it affect digital signatures?
eIDAS (Electronic Identification, Authentication and Trust Services) is the EU regulatory framework that defines requirements for electronic identification and trust services, including e-signatures. It is designed to create a secure and standardised framework for digital transactions, allowing businesses to conduct cross-border business without worrying about legal or security issues. The new eIDAS 2.0 framework, which became effective on 20 May 2024, is an update of the original 2014 eIDAS framework and aims to further increase the level of security and make digital signatures and authentication more reliable and usable across the EU.
Some of the key changes:
- European Digital Identity (EUDI Wallet): a digital identity that can be used to sign documents and verify identities across the EU.
- Stricter requirements for qualified e-signatures (QES): higher level of security to prevent fraud and ensure legal validity.
- Improved authentication and identification: Standardisation of digital signatures and identification for easier and more secure use in cross-border business.
Read also: A secure e-signature tool is worth the investment
When do the new rules come into force?
The updated eIDAS Regulation became applicable on 20 May 2024, but will be implemented in stages. The exact start date for different parts of the regulation varies depending on the alignment and technical preparations of Member States. According to the European Economic and Social Committee (EESC), some parts of the regulatory framework may need more time to be implemented to ensure that businesses and public actors have time to update their systems and comply with the new requirements.
To ensure that your organisation is ready in time, it is recommended to start using eIDAS-compliant e-signature solutions now and prepare for the increased security and identification requirements.
Types of e-signatures and their legal status
eIDAS recognises three types of electronic signatures:
- Standard e-signature (SES): simple signing, e.g. typing your name or ticking a box. Suitable for contracts that do not require high security.
- Advanced e-signature (AES): The signature is uniquely linked to the signatory and can be verified. Often used in business and legal contexts.
- Qualified e-signature (QES): The highest level, equivalent to a handwritten signature and requiring certification by a trusted service provider (QTSP).
Practical example: a real estate agent working with international buyers can use qualified e-signatures (QES) to ensure that housing contracts are legally binding regardless of the buyer’s location.
Read also: How to ensure that e-signatures are valid in EU transactions
How do the new e-signature laws affect Swedish businesses?
Sweden complies with EU rules on digital signatures through the Act (2016:561) with supplementary provisions to the EU Regulation on electronic identification. This legislation means that companies in Sweden must use e-signature solutions that are compatible with eIDAS 2.0 if they want to ensure legal compliance, especially for documents that require high security. This may mean that businesses need to move from legacy signature solutions to more advanced systems that can handle both advanced and qualified e-signatures.
Sweden is also a country that is rapidly adapting to digitalisation, and there is a growing need to use digital signatures to reduce paperwork and speed up business processes. Some types of documents, such as wills and property purchase agreements, still require a physical signature to be considered valid in Sweden. However, it is possible that these requirements will change in the future as digitalisation increases and more electronic signature solutions are considered to achieve legal validity equivalent to a physical signature for the document in question.Sweden is also a country that is rapidly adapting to digitalisation, and there is a growing need to use digital signatures to reduce paperwork and speed up business processes. For some types of documents, such as wills and property contracts, a physical signature may still be required under Swedish law. However, it is possible that these requirements will change in the future as digitisation increases and more electronic signature solutions gain legal validity.
Read also: How to convert a signature to an e-signature?
Security and GDPR: what about digital signatures?
As e-signatures often include personal data, they are regulated under the GDPR. This means, among other things, that companies using digital signatures must ensure that:
- they have a legal basis for collecting and storing signature data.
- secure authentication methods are used to protect the identity of the signatory.
- signatories are informed about how their data is handled and stored.
- the signing system used has built-in data protection, such as encryption and access controls.
- the signatories’ personal data is correct.
How Oneflow helps organisations comply with e-signature laws
Oneflow is an e-signature platform that is fully compliant with eIDAS 2.0, making it easy for companies to adapt to the new requirements and streamline their business processes. Oneflow offers a solution that handles all three types of e-signatures (SES, AES, QES), which means that companies can choose the right type of signature depending on the level of security required for a specific contract.
Automated contract management and legal compliance
Oneflow is designed to automate the entire contract management process, from creating and editing contracts to signing and archiving. This means that businesses can reduce manual labour and administrative hassle, while ensuring they comply with eIDAS 2.0 and other relevant laws. The platform also enables the creation of documents customised for specific business needs and ensures that they are legally binding through the use of qualified e-signatures (QES).
Secure authentication and identification
Oneflow offers secure authentication and identification of signers through methods compatible with the European Digital Identity (EUDI Wallet). This allows companies to ensure that the person signing a document is who they say they are, increasing the security of the entire process. As eIDAS 2.0 places high demands on authentication, it is important to use a platform that guarantees that all signatures are authenticated in a way that fulfils the high security requirements.
Oneflow and GDPR
As digital signatures often involve personal data, companies need to be particularly careful to comply with the GDPR. Oneflow ensures that all personal information collected when signing documents is handled in a way that meets the GDPR’s stringent requirements.
Adapting to eIDAS 2.0: what should businesses do?
Adapting to eIDAS 2.0 requires both technical and administrative measures. Businesses should:
- Choosing an e-signature solution that is compliant with eIDAS 2.0: It is important to use a trusted and secure e-signature service that is compliant with eIDAS 2.0 and can handle both advanced and qualified signatures.
- Automate contract management: By integrating a platform like Oneflow, businesses can streamline their processes and ensure that all contracts are legally binding and compliant with new regulations.
- Train staff: Make sure all employees understand the new e-signature laws and their impact on your business
Keep up to date with legislative changes: As eIDAS 2.0 will be implemented in phases throughout 2025, it is important to stay informed of any changes and updates to the regulatory framework.
Slutsats
The new e-signature regulations, including eIDAS 2.0, will have a major impact on businesses and their management of digital contracts. By adapting to the new rules, companies can not only ensure legal compliance but also streamline their business processes and increase the security of their digital transactions. Oneflow’s services help businesses by offering a platform that manages all types of e-signatures and enables its customers to ensure that all their contracts are managed securely and are legally binding.
By choosing the right tools and preparing carefully, your organisation can take advantage of the opportunities offered by eIDAS 2.0 to do business faster, more securely and more efficiently.
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Disclaimer:
All information on this page comes from publicly available sources and has been collected through research via search engines such as Google, Bing and ChatGPT. Oneflow does not guarantee the accuracy, completeness or timeliness of the information and therefore accepts no responsibility for any errors, omissions or deficiencies. Decisions based on this information are made at your own risk, and we always recommend that you verify the data independently before acting.
