As the digital revolution is increasingly present in the business world, the implementation of certain technological resources becomes as elementary as any other traditional practice, this includes the digital certificate.
Nowadays, it is safe to say that the use of certificates and digital signatures it is no longer an innovation, but a basic need to optimize an organization's processes.
To give you an idea, according to the data from the National Institute of Information Technology (ITI), the number of active digital certificates in Brazil, in 2022, already exceeds 10 and a half million - about a million more than in the previous year.
For this reason, we, at ZapSign, have prepared this exclusive content explaining everything about digital certificate, what it is for and how to obtain it for your company - or even for your personal use. Follow us!
What is a digital certificate?
Digital certificate is a type of electronic document that guarantees the identity and integrity of its issuers (which can be individuals or legal entities) during the exchange of information in the electronic environment.. In addition to being sustainable, it also ensures confidentiality, authenticity and legal validity.
Therefore, it aims to promote, by virtual means, practicality, agility and security in bureaucratic processes that would previously only be possible through traditional means (using good old pen and paper).
The tool proves to be especially efficient in online transaction validation processes, signing of powers of attorney and authentication of internal data, in addition to a multitude of other situations.
What is the digital certificate used for?
The digital certificate, a technology increasingly present in our lives, plays a crucial role in the digital age, especially in a world where online security and authenticity are essential. In this segment, we will explore the variety of functions and uses of this fundamental instrument.
Initially, the digital certificate acts as an electronic identity for individuals and legal entities, enabling them to carry out various activities on the internet with security and reliability.
Among its most relevant applications, the ability to digitally sign documents such as contracts, agreements, receipts, promissory notes and statements stands out. This functionality not only simplifies processes, but also guarantees the legal validity of electronically signed documents.
In addition to its function in digital signature, the certificate is essential when fulfilling obligations with government bodies. It allows the sending of declarations and ancillary obligations of companies, the issuance of Electronic Invoices (NF-e), and communication with government systems such as eSocial and the Public Digital Bookkeeping System (SPED).
These features are crucial for business and tax management, facilitating interaction with public institutions and reducing bureaucracy.
In the financial sphere, the digital certificate is an essential tool for carrying out online banking transactions. It offers a high level of security, protecting users against fraud and other types of cyber attacks. This makes banking operations safer and more reliable, a vital aspect in the era of e-commerce and digital finance.
Another significant application of the digital certificate is its use for issuing official documents, such as passports, driver's licenses and university diplomas. This functionality contributes to the modernization and security of the processes for issuing these documents, preventing forgery and streamlining procedures.
The digital certificate is also an ally in processes such as participating in electronic auctions and creating electronic powers of attorney. This expands access to services that previously required physical presence, bringing convenience and flexibility to users.
Finally, it plays a vital role in authenticating users in restricted environments, such as the Federal Revenue Service's e-CAC Portal, allowing secure access to sensitive information and specific services.
The advantages of using the digital certificate
Here are the main benefits of this adoption:
- issuance of invoices;
- subscriptions of documents;
- online sales;
- Bank transactions;
- income tax declaration;
- sending company internal information;
- realization of contracts currency exchange;
- electronic auctions.
Digital certificate applications are vast, and new ways of using it are emerging all the time. The resource has stood out for presenting several advantages over traditional methods.
As it is a procedure that takes place digitally, the expense with physical material is eliminated, and the space of the work environment ends up being better used. Not to mention that paper documents are subject to loss, misplacement or, simply, the action of time, especially when this management is poorly done.
Another great positive point of the digital certificate is that transactions can be carried out remotely, making the whole process much faster and more practical, and eliminating the need for recognition at a notary's office.
All of this is done safely and legally valid, since data is preserved from encryption keys.
Types of digital certificate
There are two ways to classify the types of digital certificate: by use (whether personal or business) and by format.
Digital certificate by use
As with physical documents, digital certificates are divided into certificates for companies, individuals and professionals. Below are the most used ones.
e-CPF
As the name implies, the e-CPF is nothing more than the virtual identity of an individual. Its functions are similar to those of the e-CNPJ, but of a personal nature, targeting systems that require CPF authentication.
It mainly applies in cases such as income tax declaration; Bank transactions; and issuing and signing of digital documents.
e-CNPJ
It is the digital identity of a legal entity, being suitable for a series of activities, such as:
- signing contracts;
- receipts and other documents with legal relevance;
- transaction authentication;
- online business and financial transactions;
- issuance of electronic invoices;
- access to restricted information from systems, both public and private.
It is worth remembering that, although this digital certificate can be used to issue invoices, it is not the most suitable option.
In fact, it can be quite risky, since any member of the company who needs to use the e-CNPJ to issue a note will be able to access any system on behalf of the organization and change data. Therefore, the following type may be the most recommended for this type of maneuver.
NF-e
Here we have a specific type of digital certificate for issuing electronic invoices, integrating the company in question with the State or Municipal Treasury Department. This type of digital certificate can issue the following notes:
- NF-e: this is a state-level invoice, registers the sale of products and guarantees the payment of ICMS;
- NFS-e: of municipal competence, this invoice is related to the provision of services, records the operation of the service provided and guarantees the payment of ISS;
- NFC-e: used in retail, this note replaces the traditional tax coupon and records direct sales to the final consumer;
- NFA-e: companies that are not required to issue NF-e can individually issue this electronic invoice separately.
Unlike the e-CNPJ, with the NF-e it is possible to link the issuance of invoices to the CPF of a particular company employee, protecting confidential business data.
e-Simples or e-CNPJ ME/EPP
Here we see a more recent type of digital certificate, aimed strictly at micro and Small business. It is similar to the aforementioned e-CNPJ, however, it offers a more affordable value and slightly more limited services.
e-MEI
Also more recent on the market, the e-MEI is, as can be assumed, a digital certificate aimed at the individual microentrepreneur. Facilitates the issuance of invoices, in addition to employee registration.
Digital certificate for e-commerce
Finally, there is the digital certificate of the type SSL. By ensuring data encryption within the site, this is the most recommended option for e-commerce.
The information exchanged between the server and the browser is encrypted, protecting transactions and customer data, and preventing fraud, hacking and information leakage.
There is a wide range of SSL certificates available, varying in price, degree of protection and security features.
Digital certificate by format
Another way to categorize a digital certificate is through its presentation and format.
According to this classification, they can be divided into types A and S. A type S certificate works like data encryption, providing access only to authorized persons.
Most commonly used, type A certificates function to identify signers and authenticate operations, and fall into the following two subtypes.
A1
The A1 is a 100% digital certificate – so it does not depend on other devices to work.
It can be installed on several different machines and mobile devices simultaneously, and it only asks for the password to be registered once, offering flexibility in its use. It is valid for one year.
A3
The A3 digital certificate, in turn, usually consists of physical media, not a downloadable file.
Therefore, it is dependent on that device, which can vary between a card, a token, or something similar. On the other hand, the validity of the A3 is longer, reaching up to 5 years. At each access, the password must be entered again.
Currently, there are some A3 certificates in the cloud, that is: online files that can be accessed from anywhere.
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How to get a digital certificate
The first step in making a digital certificate is to identify which type best suits your business. Then through the ICP-Brazil, you must contact a certification authority (CA). There is a listing on the ICP-Brasil website, listing the companies authorized to issue these digital certificates.
Once the certificate model and the certifying authority have been decided, you will have to go to the CA website, select the desired certificate, send the documents required for verification and schedule an appointment at an entity's service station for face-to-face validation.
Once the data is validated by the company, you will be able to download (in the case of the A1 certificate) or purchase the device (in the case of the A3 certificate).
Since 2021, the validation of digital certificates by conferences in video is already permitted by the government, as long as the holder's CNH was issued or renewed after 2017.
If you want to obtain a digital SSL certificate, you just need to choose the version you want and buy it directly from the certifier's website, choose the domain and wait for the validation to take place.
Renewing the digital certificate
Always be aware of the expiration date of your digital certificate so you don't fail to renew it. The ideal is to carry out the procedure in advance – normally, about 30 days.
Most certificate authorities allow the process to be easily performed over the Internet. On the CA website, you connect the certificate, select the renewal option, and inform your payment details. Depending on the case, some documents may be requested.
Today, a digital certificate is required from every company, with the exception of MEI, so that their tax obligations are met. The company that does not comply with this requirement is subject to legal penalties.
For both individual microentrepreneurs and individuals, the digital certificate is optional. Unfortunately, there are no free digital certificate options yet – however, some organizations offer the certificate as part of their business plan.
Now that you know everything about the digital certificate and its importance for the full functioning of your business, we invite you to learn more about the ZapSign platform - a complete solution in digital signature with certificate, which you can learn more about on this link!
