Electronic Certificates It is an electronic document that functions as a digital identity for individuals or legal entities. It allows for the validation of online transactions, the signing of legally valid documents, the authentication of access, the issuance of invoices, and the protection of information exchanges through encryption, guaranteeing authenticity, integrity, confidentiality, and security in digital processes.
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!
Summary
- What is a digital certificate and why does it function as an electronic identity?
- What is the purpose of a digital certificate in documents, transactions, invoices, and online access?
- Key advantages of using digital certificates in business and personal processes.
- Differences between certificates by use, such as e-CPF, e-CNPJ, NF-e, e-MEI and SSL.
- Differences between A1 and A3 formats, including installation, validity, and access method.
- How to obtain and renew a digital certificate through a certification authority.
Quick facts
- A digital certificate is a electronic document Used to identify individuals or legal entities in digital transactions with authenticity, integrity, and legal validity.
- Issuance depends on a certified authority authorized in digital certification structureafter selecting the model, submitting documents, and validating the data.
- The A1 format is 100% digital and has a one-year validity; the A3 format usually depends on physical media or the cloud and may have a longer validity. The number of active certificates can be tracked at [link/website address]. public certification data.
What is a digital certificate and what is it used for?
Electronic Certificates It is an electronic document that identifies individuals or legal entities in the digital environment. It guarantees authenticity, integrity, confidentiality, and legal validity in online transactions, digital signatures, document issuance, access to restricted systems, and secure exchange of information through cryptography.
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.
Main uses of digital certificates in documents and transactions.
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 certificates: e-CPF, e-CNPJ, NF-e, SSL, A1 and A3
There are two ways to classify the types of digital certificate: by use (whether personal or business) and by format.
Digital certificate by use
Just like physical documents, digital certificates Certificates are divided into categories for companies, individuals, and self-employed professionals. The most commonly used are listed below.
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 according to... pricelevel of protection and security features.
| Certificate type | Primary use | Technical characteristics |
|---|---|---|
| e-CPF | Digital identity of a natural person | Authenticates CPF (Brazilian Individual Taxpayer Registry) in digital systems and documents. |
| e-CNPJ | Digital identity of a legal entity | It allows for business transactions, subscriptions, and restricted access. |
| NF-e | Issuance of electronic invoices | Integrates company with tax systems. |
| SSL / TLS | Website and e-commerce security | Encrypts data between browser and server. |
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
O A1 digital certificate It is a 100% digital certificate – therefore, it does not depend on other devices to function.
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-Brazilyou should contact a certification authority (AC). 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.
💡 Tip! Need a free digital signature? Click here and create yours now!
Renewing the digital certificate
Always pay attention to the expiration date of your digital certificate To ensure you don't forget to renew it, it's ideal to do so well in advance – usually around 30 days.
Most certification authorities This allows the process to be easily completed online. On the CA's website, you connect your certificate, select the renewal option, and provide your payment information. Depending on the case, some documents may be required.
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 using this link!
Frequently Asked Questions (FAQ's)
How do you create a digital certificate?
To obtain a digital certificate, you need to choose the appropriate type, find a certification authority, submit the required documents, and validate the data. After approval, the certificate can be downloaded, in the case of an A1 certificate, or used on a device or in the cloud, in the case of an A3 certificate.
What is a digital certificate and what is it used for?
A digital certificate is an electronic document that functions as a digital identity. It is used to sign documents, authenticate access, issue invoices, validate online transactions, and protect information exchanges with encryption, authenticity, integrity, and legal validity.
How do I get my digital certificate?
You can obtain a digital certificate by choosing a certification authority, selecting the model that matches your needs, submitting the required documentation, and undergoing data validation. After approval, the certificate becomes available in the format you selected.
What is the value of a digital certificate?
The cost of a digital certificate varies depending on the type of certificate, the chosen format, the validity period, and the certifying authority. The text states that there is price variation in SSL certificates, but does not present a specific price table.
What is the difference between an A1 and an A3 digital certificate?
The A1 certificate is fully digital, can be installed on different devices, and is valid for one year. The A3 certificate usually relies on a card, token, or cloud service, requires a password for each use, and may have a longer validity period.
Is a digital certificate mandatory for companies?
The text states that a digital certificate is required for companies to fulfill tax obligations, with the exception of MEIs (Individual Microentrepreneurs). For individual microentrepreneurs and individuals, its use is optional, although it can facilitate signatures, authentications, and the issuance of documents.
Getúlio Santos is the CEO of ZapSign, a lawyer, technology enthusiast, and entrepreneur.
