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Information note on the processing of personal data- certSIGN

INFORMATION NOTE ON THE PROCESSING OF PERSONAL DATA

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Information note on the processing of Personal Data

Current version

CERTSIGN S.A. (hereinafter referred to as “certSIGN”), with the registered office in Bucharest, 207A, Sos. Oltenitei, building C1, 1st floor, room 16 , S4, registered with the Trade Register Office under the no. J2006000484402, CUI 18288250, telephone: 0311 011 870, Fax: 021 311 9905, E-mail: office@certsign.ro, as Personal Data Controller, processes personal data in order to provide trust service under the provisions of (UE) 910/2014 on electronic identification and trust services for electronic transactions in the internal market and repealing Directive 1999/93/EC (eIDAS), and the applicable Romanian legislation of standards applicable to trust services, as well as with the provisions of EU Regulation 2016/679 on the protection of individuals with regard to the processing of personal data and on the free movement of such data (“GDPR”) and other provisions of the Union or national law relating to data protection and remote electronic identification using video means..

Contact information of the certSIGN data protection officer:

  • Email: dpd@certsign.ro;
  • Address: 29A, Tudor Vladimirescu Bvd., AFI Tech Parc 1 building, 2nd floor, Bucharest, sector 5.

Section 1. To whom it is addressed

Individuals who want to use or are using the trust services provided by certSIGN, such as the issuance of a digital certificate for electronic signature or web server or for the use of certSIGN remote signing platforms or services for automatic validation of qualified electronic signatures and seals;

Underaged individuals who electronically sign with a digital certificate electronic documents in relation with their employers or other legal entities, under the conditions provided by law;

Individuals representing legal entities for which certSIGN issues a digital certificate for electronic seal or web server.

Section 2. Where do we get the data from

  • directly from you when you request us to provide a trusted service,
  • from your employer or from the legal entity with whom you wish to sign electronic documents using a digital certificate for electronic signature, with your consent and, where applicable, that of your parent or guardian under the conditions provided by law, and based on appropriate safeguards, in accordance with Article 26 or 28 of the GDPR, as applicable,
  • from the competent authorities in the regulated fields, in accordance with OUG 140/2020 for the establishment of measures concerning the use of documents in electronic form in the fields of construction, architecture and town planning if you request a digital certificate for electronic signature to be used in these fields.

Section 3. Purpose and grounds for the processing of personal data

The purposes of processing your personal data are:

a) to provide trust services for the issuance of digital certificates, the use of the certificate for the electronic signing of documents by the certificate holder, to deliver the digital certificate and the token, if the digital certificate is issued on cryptographic device (token), as well as to provide services for the automatic validation of qualified electronic signatures and seals, including the payment of the trust service if applicable, according to Article 6 (1) (b) of GDPR;

b) to identify the holder of a digital certificate or of the person designated by the holder of a certificate for electronic seal or web server and, for qualified certificates, the validation of his identity by verifying the identity data from the identity document that also contains the photograph of the data subject or by using cerTME as an electronic identification tool, as the case may be, operations carried out for the purpose of issuing the digital certificate, according to Article 6 (1) (c) of the GDPR in conjunction with Article 24 (1) of the eIDAS Regulation and applicable standards;

c) to photocopy the identity document and to take a screenshot of your image in case of remote video identification for the purpose of issuing qualified digital certificates, as per art. 6 (1) (a) of GDPR and art. 24(1) of the eIDAS Regulation and applicable standards, in conjunction with art. 16 (1) of the Norms of the Authority for Digitization of Romania regarding the regulation, recognition, approval or acceptance of the procedure for the remote identification of an individual using video tools approved by the Decision of the Authority for Digitization of Romania no. 564/2021 (ADR Norm);

d) your unique identification by processing biometric data, namely the processing of the facial image transposed into biometric data, if the identification was made by video means, according to art. 6 (1) (a) and art. 9 (2) (a) of GDPR;

e) recording the audio video session if the identification is performed remotely by video means in accordance with Art. 6 (1) (a) of GDPR, the use of this identification method to obtain a qualified digital certificate being made with your consent;

f) verification, where applicable, of the right of signature and professional qualifications of the certificate holder by querying information systems or, where appropriate, by consulting the official public lists of the competent authorities in the regulated fields, in accordance with OUG 140/2020 for the establishment of measures on the use of electronic documents in the fields of construction, architecture and urban planning, pursuant to Article 6 (1) (a) of GDPR, the processing of personal data for this purpose being carried out with your consent;

g) publication of digital certificate data in the Electronic Certificate Repository in accordance with Article 6 (1) (b) and (c) of the GDPR, in conjunction with Article 14 of Law 214/2024 on the use of electronic signature, time stamp and the provision of trust services based on them

h) your access and use of CERTSIGN Paperless signing or validation platforms, according to Article 6 (1) (b) of GDPR;

i) identification and authentication of the data subject for the use of Paperless applications for automatic signing or validation of electronic signatures and seals, belonging to certSIGN, according to Article 6 (1) (c) of GDPR or with your consent according to art. 6 (1) (a) of the GDPR if the signer is identified using the Paperless flowSIGN platform for electronic signature of documents without a digital certificate;
j) renewal of a digital certificate at the request of a data subject, under art. 6 (1) (b) of GDPR;

k) to confirm validity of an electronic signature certificate, at the request of the holder or at the request of a person whose conduct is based on the trust services provided by certSIGN or within a judicial procedure, as applicable, pursuant to:

  • article 6 (1) (b) of GDPR for the validation at the request of a data subject or
  • article 6 (1) (c) of GDPR in conjunction with Article 24 (2) (h), (3) (4) of the eIDAS Regulation for the validation in other situations;

l) to revoke/suspend a certificate according to the conditions laid down in the agreement according to article 6 (1) (b) of GDPR or as a result of a legal binding of certSIGN as per article 6 (1) (c) GDPR in conjunction with article 24 (3) (4) of eIDAS Regulation;

m) to issue the report of automatic validation of qualified electronic signatures and seals;

n) if you made a purchase of a remote trust service, we would also process your data in order to respect the right of withdrawal you have exercised according to OUG 34/2014 on the consumers’ rights in contracts concluded with professionals, as well as for amending and supplementing some normative acts, in conjunction with article 6 (1) (c) of GDPR;

o) to ensure the security of systems and databases according to Article 6 (1) (c) of GDPR in conjunction with Article 24 (2) (e), (f), (i) of the eIDAS Regulation;

p) the prevention and/or identification of frauds according to Art. 6 para. (1) letter (c) GDPR in conjunction with Art. 24 para. (2) letter (g) of the eIDAS Regulation;

q) compliance with the legal obligations of the Data Controller (e.g. transmission of information that represents personal data at the request of the competent state authorities, establishment and permanent update of the database of electronic signature certificates according to Article 6 (1) (c) GDPR in conjunction with the provisions of the eIDAS Regulation (Article 24 (2) k);

r) storing the data, including the copy of the identity document if the identification was made by means of the certME electronic identification, for a period of 10 years after the expiry of the digital certificate. This data may also be used in the context of legal proceedings, in addition to the purpose of ensuring the continuity of the trust services provided by the Data Controller in accordance with Art. 6 para. (1) lit. (c) GDPR in conjunction with Art. 24 para. (2) lit. (h) of the eIDAS Regulation the Romanian Law no. 214/2024 on the use of electronic signature, time stamp and the provision of trust services based on them, as well as art. 16 paragraph (2) and art. 22 of the ADR Norm;

s) transmission of newsletters, promotional materials, marketing communications, commercial offers or any other relevant information regarding certSIGN products and services of if you have given your consent in this regard, or recording phone calls to improve our services, according to art. 6 (1) (a) GDPR;

t) to pursue the legitimate interests of the Data Controller or a third party, such as for:

  • management of contracts or supporting and accounting documents,
  • audit or verification of internal processes,
  • sending commercial communications relating to products or services similar to those you purchased
  • conducting activities aimed at increasing customer satisfaction and, to this end, questionnaires on customer satisfaction with the services offered by our company and our products or services, sending customer satisfaction surveys by sms or e-mail, to carry out internal performance and efficiency studies, cost studies, to establish performance indicators, studies on the allocation of resources in the relevant markets,
  • resolving requests or complaints and defending the rights of the Data Controller, such as the recovery of claims held by the Data Controller,

as per art. 6 (1) (f) of GDPR.

The legal bases of the data processing operations refer to Article 6 (1) (a), (b), (c) and (f) of the GDPR and Article 9 (2) (a) of the GDPR respectively, as detailed above.

Section 4. Categories of personal data we process

Your personal data that we process are, where applicable, the following:

  • your name, surname, personal numerical code, identity card number and serial number, address, and all other personal data included in your identity card, a copy of your identity card,
  • telephone number, e-mail address,
  • your image and voice,
  • biometric data for the purpose of your unique identification by processing your facial image translated into biometric data;
  • professional qualifications, for digital certificates issued in accordance with OUG 140/2020
  • data contained in the digital certificate,
  • electronic signature and the number of signatures granted/used in the case of digital certificates for remote signing, as well as the date of signing
  • ownership of the certificate holder to the account of a customer who submitted to certSIGN the request for a digital certificate,
  • OTP/TOTP authorization code,
  • IBAN code, as applicable,
  • shipping address for delivery of the digital certificate and token, where the certificate is delivered on a cryptographic device (token),
  • logs/ IPs,
  • your location data if you use the Paperless flowSIGN signing platform to sign documents electronically without a digital certificate,
  • handwritten signature,
  • as a person designated by the holder of a digital certificate for electronic seal or web server,
  • reference – encrypted code generated by certME application of certSIGN necessary for identification using the certME electronic identification tool.
  • reference – the unique random code generated by the certME issuing application necessary for identification via certME electronic identification tool.
  • other data found in electronic documents subject to the trust service of automatic validation of qualified electronic signatures and seals.

The processing of biometric data mentioned above involves obtaining and comparing the biometric templates from the photo of the identity card and from the photo of your face and is done through the videolD application (https://www.electronicid.eu/en/solutions/videoid).

The biometric template represents the digital reference of the distinct characteristics that were extracted from a biometric sample. Biometric templates are used during the video identification process. Basically, what is compared are not the photos (from the identity document and the one obtained during the identification session), but the biometric templates of the two photos.

Section 5. Processing of personal data involving automated decision making

In order to fulfil our obligations under applicable law and standards for trust services or our contractual obligations, in some cases certSIGN makes decisions using automated processes that may produce effects for you, based on algorithms, which involve the use of personal data:

  • if you exceed the maximum number of attempts to enter the PIN or PUK code, the token on which the digital certificate is stored is blocked and the digital certificate can no longer be used;
  • if you do not validate the e-mail address provided, the digital certificate will not be issued;
  • if you do not complete the remote video identification process or the identification process fails, the qualified digital certificate will not be issued. In order to issue the certificate, you will be required to present yourself in person at certSIGN or partner’s premises to identify yourself by physical presence (face to face with a certSIGN agent) or to transmit to certSIGN a statement authenticated to a notary or Romanian consulate;
  • if the e-mail address provided for the provision of services has already been registered by another user, you will not be able to use certSIGN Paperless signature platforms.

Section 6. Use of personal data and the consequences of not providing them

The processing of personal data is necessary mainly for the signing of documents with electronic signature or the application of electronic seals, respectively for the issuance of digital certificates for electronic signature or for electronic seal or for the use of Paperless signing applications of certSIGN, or for the issuance of digital certificates for web server or the provision of the trust service for automatic validation of electronic signatures and seals.

Personal data are also necessary to verify the identity of the data subject or, where appropriate, its professional qualifications for the issuance of digital certificates.

Personal data mentioned in Section 4 above are processed directly by certSIGN or with the help of other processors of personal data with whom we associate in order to identify the future certificate holders or the persons designated by the holders of digital certificates for electronic seal or web server and to register the applications for certificates, in compliance with art. 26 of GDPR.

Also, certSIGN, may process personal data in order to identify future certificate holders or designated persons and to register applications for certificate issuance and by persons mandated to offer adequate guarantees, in accordance with art.28 of GDPR. Such persons may be legal entities to whom powers of delegated registration authority of certSIGN have been delegated or providers of video identification solutions.

Refusing the processing of your personal data required for the issuance of the digital certificate and the provision of the trust services leads to the impossibility of issuing the certificate, respectively of using the electronic signature or the electronic seal or the web server certificate, or to the impossibility of providing the trust service for automatic validation of qualified electronic signatures and seals.

Should you no longer agree to the processing of your personal data involved in the remote identification process using the video identification tools provided for in Section 3, letters c) – e), you can go to certSIGN office or to a partner of the Controller (the list of certSIGN partners being available at www.certsign.ro) to obtain a digital certificate for electronic signature through face-to-face identification by an agent of certSIGN.

Section 7. Duration of personal data processing

Once the digital certificate is issued, the personal data related to the identification of the certificate holder and the digital certificate will be stored for 10 years from the end of validity of the certificate issued to you, in particular in order to be able to prove the certification in a possible dispute and for the purpose of ensuring the continuity of the service according to Article 6 (1) (c) of GDPR in conjunction with Article 24 (2) (h) of the eIDAS Regulation and Romanian law 214/2024 on the use of electronic signature, time-stamping and the provision of trust services based thereon.

The data may also be processed after this date, when there is a legal obligation or a legal justifying ground.

Please note that the biometric data is not stored, being automatically deleted as soon as the result of the comparison operation described in Section 4 above on the categories of data has been generated.

If after providing the data, you no longer wish to issue the digital certificate or do not complete the issuing procedure within 60 days from the request of the digital certificate, certSIGN will delete all your personal data processed for this purpose.
If the process of your remote identification by video means is rejected, the personal data within the audio video session recording shall be kept for a period of 3 years from the date of recording in order to document the reasons for rejection for internal records, for future external controls/audits, in accordance with the provisions of the ADR Norm, as well as in case of any litigation.

Personal data processed for the purpose of providing the trust service for automatic validation of qualified electronic signatures and seals will be stored as follows:

  • data from validated electronic signatures and seals are stored for a period of 3 years from the date the validation report was validated,
  • the other data from the electronic documents subject to the automatic validation service are deleted when the validation report is issued.

Also, if you withdraw your consent for certain processing purposes, as described in Section 3, certSIGN will no longer process your data for these purposes.

Section 8. Recipients of personal data

Your personal data may be disclosed: to you for the exercise of your rights in accordance with GDPR, to the auditors of certSIGN, to the supervisory body according to the applicable law, to the authorities and public institutions based on the public law obligations, to the competent authorities in the fields governed by OUG 140/2020 to the lawyers in order to represent us in case of any litigation or for consultancy, to the bailiffs for contractual communications or enforcement of any court decision, debt collection companies, contractual partners of certSIGN for the conclusion and performance of the contract (such as: legal persons to whom powers of delegated registration authority were delegated, courier companies, providers of identification services by video means or providers of electronic payment services or of maintenance and support services, affiliates of certSIGN). Also, the data from the certificate may be disclosed to third parties who base their conduct on the certification services provided by certSIGN (in relation to which you use the certificate), and if the third parties are public institutions, other personal data from the identity document may be disclosed, in addition to those from the certificate, in order to prove the certification according to the applicable legal provisions.

Section 9. Transfer of data outside the European Union

certSIGN does not transfer your personal data outside the European Union/European Economic Area.

Section 10. Rights of Data Subjects

As a data subject, you have the following rights provided by the General Data Protection Regulation (art. 13 – 22 of GDPR):

  • Right to information: the right to be informed about the processing operations of your personal data according to Art. 13 and 14 of GDPR;
  • Right of access to data: the right to obtain from the data controller the confirmation that the personal data concerning you are processed or not by him/her as well as information on the processing operations of your data according to art. 15 of GDPR;
  • Right to rectification: the right to have your inaccurate data rectified, as well as to have your incomplete data completed, as per art. 16 of GDPR;
  • Right to erasure under the conditions laid down in article 17 of GDPR;
  • Right to restriction of processing your personal data under the conditions laid down in article 18 of GDPR;
  • Right to notification by certSIGN of each recipient to whom personal data have been disclosed about any erasure or rectification or restriction of processing carried out in accordance with art. 16, 17 para.(1) and 18 of GDPR, unless this proves impossible or involves disproportionate effort (art. 19 of GDPR).
  • Right to portability of data submitted to us, insofar as the data processing operation is based on your consent and has as grounds the agreement concluded with you under article 20 of GDPR.
  • Right to object on grounds relating to your particular situation regarding the processing of data carried out in order to pursue the legitimate interests of certSIGN or other third parties, under art. 21 of GDPR.
  • Right to not be the subject of a decision based solely on automated processing, including profiling, which produces legal effects concerning the data subject or similarly significantly affects him or her, pursuant to art. 22 of GDPR.

Also, you, as a data subject, have the right to withdraw your consent at any time, insofar as the data processing operation is based on your consent, provided that the lawfulness of processing based on your consent before withdrawal is not affected (art. 7 (3) of GDPR).

Also, we bring to your attention that you have the right to file a complaint to the National Supervisory Authority for Personal Data Processing – ANSPDCP to defend the rights guaranteed by the legislation applicable in the field of personal data protection, which were violated, as well the right to appeal to competent courts.

To exercise the rights provided for in art. 13-22 and art. 7 (3) of GDPR, as presented above, you can submit a written request, dated and signed, to the Department of Personal Data Protection of certSIGN:

  • Email address: dpd@certsign.ro
  • 29A, Tudor Vladimirescu Blvd, AFI Tech Parc 1, 2nd floor, Bucharest, sector 5.

Should you submit such request concerning the exercise of your rights under personal data protection legislation, you will receive a response within 30 days, under the conditions provided by GDPR.

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    Details related to the electronic signature are available on the page with Answers to the most frequently asked questions of customers.

    Quickly, useful information can be found about obtaining the confirmation document, costs, online purchase, video identification, renewal, installation and use:

    When you receive the invoice, after purchasing a digital certificate for electronic signature
    Numerous details are presented related to:

    To use the certSIGN certificate for electronic signature in the Virtual Private Space (SPV) platform, we recommend following the instructions provided by ANAF for registration in the SPV.

    To access the Virtual Private Space (VPS), the qualified certificate issued by certSIGN must be registered with the VPS by completing the requested information in the ANAF-SPV platform and uploading the requested documents, including the confirmation document countersigned by certSIGN at the address: https://www.anaf.ro/InregPersFizicePublic/#tabs-2 .

    To obtain the confirmation document, follow one of these tutorials , depending on the type of signature you have:

    The electronic signature is performed using a qualified digital certificate stored in the CLOUD, and to use the certificate in the CLOUD , the usage mechanism must first be configured.

    After the video identification session has been accepted, the configurations prior to issuing the certificate can be performed, going through them in this order, stages:

    Configure the signature authorization mechanism according to the instructions in the email “paperLESS : Configure authorization mechanism”:

    • Check the email address declared when purchasing the certificate and follow the instructions received;
    • Install one of the free authorization apps Microsoft Authenticator or Google Authenticator on your phone , from Google Play or the App Store;
    • Associates the signature authorization application with the holder’s cloud account;

    Activate the cloud account according to the instructions in the “paperLESS email webSIGN : Account creation invitation”

    • Check the email address declared when purchasing the certificate and follow the instructions received;
    • Complete and validate the phone number associated with the account on the cloud platform ;
    • Set the cloud account password .

    Issuance of the certificate it is done when you first log in to your cloud account. On the page that opens Enter the authorization code generated by the application on your phone.

    Placing an order to extend the validity of the certificate ensures: low costs, simple and fast process, 100% online, procedure under the exclusive control of the holder, retention of the current device (TOKEN) and retention of the PIN.

    • The only condition that must be met to extend the validity of the signature certificate is that the current certificate is within the validity period at the time of placing the extension order. To place the extension order, authentication in the certSIGN platform is required startrekey.certsign.ro, and authentication can only be done based on the current certificate.

    If the current certificate has expired, Renewal is no longer possible and a new electronic signature certificate must be purchased. We recommend accessing the certSIGN platform to purchase qualified TOKEN certificates and following the indicated steps.

    certSIGN sends, to the email address in the certificate, the procedure for renewing the certificate 45 days before the expiration of the current certificate. If the procedure has not yet been followed, with 15 days before the certificate expires, certSIGN resends the renewal information email. Late submission of the request does not guarantee online renewal of the certificate.

    Placing an order to extend the validity of the certificate ensures: low costs, simple and fast process, 100% online, procedure under the exclusive control of the holder, keeping the current webSIGN account and maintaining the authentication method.

    The only condition that must be met for the online extension of the validity of the signature certificate (renewal) is that the current certificate must be within the validity period at the time of placing the extension order. The extension order is placed directly from the certSIGN websign.ro platform .

    If the current certificate has expired, Renewal is no longer possible and a new certificate for electronic signature in CLOUD must be purchased. We recommend accessing the certSIGN platform for purchasing qualified certificates in the CLOUD and following the indicated steps.

    certSIGN sends, to the email address in the certificate, the procedure for renewing the certificate 45 days before the expiration of the current certificate. If the procedure has not yet been followed, with 15 days before the certificate expires, certSIGN resends the renewal information email. Late submission of the application does not guarantee online renewal of the certificate.

    webSIGN signing platform, during the 45 days before the expiration of the current certificate, a banner will be displayed with information regarding the deadline for certificate renewal. This banner will disappear after submitting the renewal request.

    Log in to the websign.ro platform and renew the certificate in the CLOUD:

    • Start the process from the information displayed;
    • Choose the validity period for the new certificate: 1, 2 or 3 years;
    • Read the information on the page and check the agreement;
    • Pay online for the selected product;
    • Fill in the required data in the next step;
    • Upload and send a copy of your ID;
    • Click the Register button, accept the General Terms and Conditions;
    • Sign the request for the new certificate using the authorization code from the authorization application installed on your phone .

    The certificate request generation stage is completed when the message “Request submitted for approval” is displayed in the cloud platform.

    After validating the request, 3 days before the current certificate expires, certSIGN will automatically issue the new certificate. Regardless of the date the extension order is placed, the validity period of the new certificate will begin 3 days before the current certificate expires. After the new certificate is issued, the webSIGN platform can continue to be used for signing documents in the cloud , for the entire duration of the new validity period.

    Placing an order to extend the validity of the certificate ensures: low costs, simple and fast process, 100% online, procedure under the exclusive control of the holder, keeping the current webSIGN account and maintaining the authentication method.

    The only condition that must be met for the extension of the validity of the signature certificate (renewal) is that the current certificate must be within the validity period at the time of placing the extension order. The extension order is placed directly from the certSIGN websign.ro platform .

    If the current certificate has expired, Renewal can no longer be made and a new certificate for electronic signature in CLOUD is required. We recommend accessing the certSIGN platform to purchase qualified certificates in CLOUD and following the indicated steps.

    certSIGN sends, to the email address in the certificate, the procedure for renewing the certificate 45 days before the expiration of the current certificate. If the procedure has not yet been followed, with 15 days before the certificate expires, certSIGN resends the renewal information email. Late submission of the request does not guarantee online renewal of the certificate.

    Placing an online order to extend the validity ensures: low costs, simple and fast process, 100% online, procedure under the exclusive control of the holder, retention of the current device (TOKEN) and retention of the PIN.

    The only condition that must be met for the extension of the validity of the signature certificate (renewal) is that The current certificate must be within the validity period at the time of placing the extension order. Authentication is required in the certSIGN platform startrekey.certsign.ro, and authentication can only be done based on the current qualified certificate.

    To the e-mail address in the certificate, certSIGN sends the procedure for renewing the certificate, 45 days before the current certificate expires. If the procedure has not yet been followed, 15 days before the certificate expires, certSIGN resends the renewal information e-mail.

    Late submission of the application does not guarantee online renewal of the certificate.

    the validity period has been exceeded , the current certificate can no longer be renewed and a new electronic signature certificate must be purchased. We recommend accessing certSIGN platform for the acquisition of qualified certificates on TOKEN and following the indicated steps.

    The online certificate renewal procedure has three stages:

    1. validity extension on the startrekey.certsign.ro  platform – can be done at any time, no later than 3 days before the expiration of the current certificate;
    2. generating the certificate request with the certSIGN Enroll application – can be done at any time, no later than 3 days before the expiration of the current certificate;
    3. uploading the new certificate to TOKEN using the certSIGN Enroll application – the new certificate is issued 3 days before the expiration of the current certificate for which the renewal is being made.

    Regardless of the date the renewal order is placed, the validity period of the new certificate will begin 3 days before the current certificate expires. Please note that after renewal, it is NOT necessary to replace the current TOKEN. When uploading the new certificate to the TOKEN, the old certificate will be deleted.

    It is necessary to redo enrollments/renewals in the platforms of the institutions where you will use the new certificate , such as: ANAF, CNAS, UNNPR, etc.

    Check what solution exists if you are in one of the situations encountered by other customers regarding obtaining the confirmation document.

    We remind you, the document is obtained simply and quickly. from the certSIGN confirmation platform. Repeat it as many times as necessary. You only need your qualified digital certificate for electronic signature.

    • You have a certificate in CLOUD and you receive an error when authenticating in the certSIGN confirmation platform
      • SOLUTION: Close the browser and the paperLESS app vTOKEN and repeat the procedure . Reopen the paperLESS app vTOKEN , then open the confirmation platform and choose Certificate Authentication. The authorization code must be entered as quickly as possible . The code is generated by the authorization application installed on the phone.
    • Error opening document
      • SOLUTION: The pre-filled confirmation document is automatically saved to your computer’s downloads folder . Open the document from the folder where it was saved. Use only Adobe Reader.
    • You can’t find the pre-filled document file on your computer
      • SOLUTION: The downloaded file is named firstname_lastname .pdf (example: mihai_ionescu.pdf). Search your computer for a file with this name.
    • The document does not include the certSIGN signature.
      • SOLUTION: Restart the procedure and carefully follow all the steps in the platform. After you have signed the document, it must be uploaded again to the platform to be automatically countersigned by certSIGN. After signing, you will receive the message “Download the processed document”. Open the processed document only with the Adobe Reader application.
    • You cannot find the file with the confirmation document processed by certSIGN on your computer.
      • SOLUTION: The processed (countersigned) confirmation document is automatically saved in the downloads folder on your computer under the name confirmare.pdf. Search your computer for a file with this name.
    • The document you signed is not accepted in the confirmation platform because it contains changes.
      • SOLUTION: Resume the procedure without making any changes to the information in the pre-filled document. The document contains the exact data of the certSIGN digital certificate with which you are authenticated in the confirmation platform. The information is automatically verified and no changes are accepted.
    • The document contains changes and is not accepted for upload to ANAF.
      • SOLUTION: Resume downloading the document countersigned by certSIGN and do not modify it after downloading. ANAF accepts the document only if it has NOT been modified in any way , and saving it is considered a modification.
    • The certSIGN confirmation platform page was closed before obtaining the document
      • SOLUTION: Restart the procedure, starting with authentication with the digital certificate in the certSIGN confirmation platform, and go through the steps again until obtaining the confirmation document automatically countersigned by certSIGN.

    The acquisition of the certSIGN Kit for electronic signature from the SICAP catalog can be done by following the steps in this order :

    1. After logging into your SICAP account, initiate the purchase for the Electronic Signature Kit from the SICAP catalog.
      • Choose the certificate depending on the validity period: 1, 2 or 3 years;
      • Fill in the data for issuing the certificate.
    2. Complete the purchase from the catalog;
    3. instructions regarding the issuance of the certificate, the proforma and the documents necessary for issuance to the email address communicated in SICAP.
    4. Print and send the documents according to the instructions in the email;
    5. The certificate holder must follow the instructions described in the email and appear in person at the certSIGN headquarters in Bucharest or at one of the certSIGN representatives with:
      • the original identity document;
      • documents received by email (printed).

    If the holder cannot appear in person at a certSIGN partner, the documents can be sent by courier/post to the certSIGN headquarters. The documents must be accompanied by the “Affidavit” authenticated by a notary or certified by a lawyer.

    certSIGN headquarters address: Tudor Vladimirescu Boulevard, no. 29A, Sector 5, Bucharest, AFI TECH PARK 1 building, 2nd floor.

    1. cerSIGN will issue the certificate within 5 business days of receiving the documents in the correct and complete format. The Signature Kit will be delivered by courier to the address specified upon purchase.

    The tax invoice will be sent after the certificate is issued and will have a 30-day payment deadline.

    In the SICAP catalog, the products are found as follows:

    • Electronic signature kit with 1 year validity
      • Reference number: K1
      • CPV code and name: 79132100-9 – Electronic signature certification services (Rev.2)
    • Electronic signature kit with 2 years validity
      • Reference number: K2
      • CPV code and name: 79132100-9 – Electronic signature certification services (Rev.2)
    • Electronic electronic signature kit with 3 years validity
      • Reference number: K3
      • CPV code and name: 79132100-9 – Electronic signature certification services (Rev.2)

    The acquisition of the certSIGN certificate in CLOUD for electronic signature from the SICAP catalog can be done by following the steps in this order :

    1. After logging into your SICAP account, initiate the purchase for paperLESS Remote Electronic Signature from the SICAP catalog.
      • Choose the certificate depending on the validity period: 1, 2 or 3 years;
      • Fill in the data for issuing the certificate.
    2. Complete the purchase from the catalog;
    3. Instructions regarding the issuance of the certificate, the proforma and the documents necessary for issuance to the email address communicated in SICAP.
    4. Print and send the documents according to the instructions in the email;
    5. The certificate holder must follow the instructions described in the email and appear in person at the certSIGN headquarters in Bucharest or at one of the certSIGN representatives with:
      • the original identity document;
      • documents received by email (printed).

    If the holder cannot appear in person at a certSIGN partner, the documents can be sent by courier/post to the certSIGN headquarters. The documents must be accompanied by the “Affidavit” authenticated by a notary or certified by a lawyer.

    certSIGN headquarters address: Tudor Vladimirescu Boulevard, no. 29A, Sector 5, Bucharest, AFI TECH PARK 1 building, 2nd floor.

    1. After receiving the documents in the correct and complete format , within a maximum of 5 working days, certSIGN will send two invitations to the holder’s email address:
      • for configuring the authorization mechanism;
      • paperLESS signing platform webSIGN and downloading the virtual token application , paperLESS vTOKEN (included for free in the package).

    The digital certificate will be issued automatically upon first entering an authorization code, after authenticating in the cloud platform account. paperLESS webSIGN .

    The tax invoice will be sent after the certificate is issued and will have a 30-day payment deadline.

    In the SICAP catalog, the products are found as follows:

    • Remote electronic signature paperLESS 1
      • Reference number: W_1
      • CPV code and name: 79132100-9 – Electronic signature certification services (Rev.2)
    • Remote electronic signature paperLESS 2
      • Reference number: W_2
      • CPV code and name: 79132100-9 – Electronic signature certification services (Rev.2)
    • Remote electronic signature paperLESS 3
      • Reference number: W_3
      • CPV code and name: 79132100-9 – Electronic signature certification services (Rev.2)

    The electronic signature is made using the qualified digital certificate stored on the TOKEN and, to use the certificate, the token management application must be installed on the computer.

    So, if this is the first time you use the TOKEN on this computer:

    • Choose the application version appropriate to the TOKEN type, from the Support/Token Installation section of the certSIGN website;
    • With the TOKEN disconnected from the computer, install the latest version of the device management application on the computer;
    • After installation, connect the TOKEN . To use it, you need to know the PIN code.

    The PIN code is transmitted using one of two options:

    • electronic document generous by the certificate holder , in pdf format , after receiving the Signature Kit, through an automated mechanism: the holder accesses a specific link received by email and, on the opened page, completes the requested information and the generation code. The instructions and the generation code are included in the envelope containing the Signature Kit, sent by certSIGN;

    OR

    • physical document, secured, transmitted by certSIGN, by courier , to the postal address indicated when purchasing the certificate . The document is sent in an envelope separate from the envelope containing the Signature Kit.

    The electronic signature is performed using a qualified digital certificate stored in the CLOUD, and to use the certificate in the CLOUD, the usage mechanism must first be configured.

    After the video identification session has been accepted, the configurations prior to issuing the certificate can be performed, going through the steps in this order:

    Configure the signature authorization mechanism according to the instructions in the email “paperLESS : Configure authorization mechanism”:

    • Check the email address declared when purchasing the certificate and follow the instructions received;
    • Install one of the free authorization apps Microsoft Authenticator or Google Authenticator on your phone , from Google Play or the App Store;
    • Associates the signature authorization application with the holder’s cloud account;

    Activate the cloud account according to the instructions in the “paperLESS email webSIGN : Account creation invitation”

    • Check the email address declared when purchasing the certificate and follow the instructions received;
    • Complete and validate the phone number associated with the account on the cloud platform;
    • Set the cloud account password;

    The certificate is issued upon first login to the cloud account . In the opened page, enter the authorization code generated by the application on the phone.

    Unassisted video identification is an important element in the process of obtaining a qualified digital certificate for electronic signature. Issuance is possible only after identifying the holder of the qualified digital certificate, based on the identity document.

    • The identification procedure is simple but strict . It can be started after paying for the certificate and receiving the unique link to open the video identification session.
    • Throughout the session, you must be the only person appearing in front of the video camera.
    • The page opened in the browser, by accessing the link, will request access to microphone and camera The session can only be continued if access is allowed . We recommend using the Google Chrome browser.

    After completion, the video identification session must be validated by certSIGN. Our response will be sent within 24 hours, by email. If the session:

    • It has been accepted , you will receive information by email regarding how you will receive the electronic signature certificate;
    • It could NOT be validated or was interrupted, for whatever reason, you will receive the necessary instructions by email to resume and/or complete the process. It will not be necessary to resume the payment.

    Watch this video that presents the conditions that must be respected during video identification .

    We remind you that, to perform video identification, the following are necessary:

    • video camera and microphone – you can use any laptop/desktop/phone/tablet that has a video camera with a minimum resolution of 2 mega pixels;
    • internet connection – we recommend 4G/5G mobile data network, with Wi -Fi turned off.
    • mobile phone – during video identification you will receive a numeric code via SMS that will be requested by the identification application;
    • original identity document * – you will need to present it to the video camera during the identification session.

    * The list of accepted identity documents for video identification is available HERE .

    In this area, certSIGN provides services such as:

    Products and services

    We are best known for our electronic signature services, but our expertise covers areas such as digital identity, organizational and work device security, and archiving.

    Research and innovation

    At certSIGN, we align the theoretical aspects of technology with the needs of society, through national and European research programs and, at the same time, through private investment programs.

    Read more details or send us a message.

    In the field of archiving, certSIGN offers services such as: archival processing, document digitization, restoration, document storage, issuance of certificates, selection work, confidential destruction of information, processing and storage of electronic documents.

    • Archival processing services: preparation of documents for transport, transport to the certSIGN processing center, provision of materials necessary for archive processing, archival processing and return to the beneficiary’s headquarters.
    • Electronic archiving services: initial setup , uploading documents to the platform in a manual process, by the client, access to the electronic archiving platform 24/7 to uploaded documents.
    • Document storage services: providing the boxes necessary for storing the archive, sealing the boxes, transportation to the certSIGN archive storage facility, initializing the archive boxes in the storage system, access to boxes with documents from the archive, within the limit of 5 boxes/month.

    Read more details. 

    certSIGN’s cybersecurity services and solutions cover scenarios for protecting digital assets from cyber threats, in accordance with current legislative regulations and best practices in the field.

    Find out details about:

    Details on how to personalize the signature so that its appearance includes the information required by GEO 140/2020 regarding specialists in the fields of construction, architecture and urban planning are available on the Create signature appearance GEO 140/2020 page.

    To purchase a qualified certificate from certSIGN for the electronic signing of documents in the fields of construction, architecture and urban planning, in accordance with GEO 140, these steps must be followed:

    • Access the certSIGN platform emitere.certsign.ro and start the purchase;
    • Fill in the the registration form:
      • Choose the validity period of the certificate: 1, 2 or 3 years;
      • Select the client category: Specialist according to GEO 140/2020;
      • Choose the competent authority that issued the professional certificate;
      • Enter the registration number of the certificate;
      • Complete the registration data, including company data, if applicable.
    • Online payment – after filling in the form, the payment is made directly on the site;
    • Complete the remote video identification stage;
    • Send a copy of the certificate – you will receive an email with a link where you must upload a copy of the professional certificate;
    • Wait for information verification – after verification, certSIGN will send, to the e-mail address filled in the registration form, the verification result and the following instructions.

    If the information related to the certificate holder is correct and complete, certSIGN will send the envelope with the Electronic Signature Kit to the postal address filled in the registration application. The envelope will contain:

    • The TOKEN with the qualified digital certificate;
    • The document containing the digital certificate in printed form;
    • Instructions for using the PIN/PUK generation code (if applicable).

    PIN/PUK codes are generated electronically using an automated mechanism: the certificate holder receives and accesses a link and, on the opened page, fills in the requested information and the generation code received in the envelope. The resulting PIN.pdf file must be saved or printed. It will be required for the following uses of the TOKEN.

    To access the Integrated Customs Information System (SIIV) to the AES and NCTS5 RO UMG Trader Produccione sections you must upload your qualified certificate and the intermediate certificate of the authority that issued the certificate. The certificates are uploaded to the UMG Trader platform , in one of the .cer/.der / .crt formats.

    OBTAINING THE INTERMEDIATE CERTIFICATE:

    OBTAINING THE PERSONAL CERTIFICATE: 

    • Connect the TOKEN or open the paperLESS app vTOKEN and follow these steps.
      • If you DO NOT have the TOKEN / paperLESS application vTOKEN available to access the link https://registru.certsign.ro/cgi-bin/pubra/pubra/get_cert, fill in the data from the qualified certificate (full name and surname or email address), identify the certificate you want to register with and press the “Download DER” button.
      • The qualified certificate will automatically download in .crt format.

    On the web page Using the electronic signature certificate in the Integrated Customs Information System platform, more details are available about downloading the certificate of the holder and the certificate of the intermediate authority requested when registering for the submission of customs declarations using the electronic signature.

    If the video identification session was interrupted, for any reason, or could not be validated, certSIGN will send by email, within a maximum of 24 hours, the necessary instructions for resuming and/or completing the identification process. It will not be necessary to rescind the payment. The conditions that must be met for identification are the same.

    Wait for the new video identification link to be received and then resume the procedure. Pay close attention to the conditions that must be met during identification.

    • The identification procedure is simple but strict . It can be started after paying for the certificate and receiving the unique link to open the video identification session.
    • Throughout the session, you must be the only person appearing in front of the video camera.
    • The page opened in the browser, by accessing the link, will request access to microphone and camera The session can only be continued if access is allowed . We recommend using the Google Chrome browser.

    Watch this video that presents the conditions that must be respected during video identification .

    We remind you that, to perform video identification, the following are necessary:

    • video camera and microphone – you can use any laptop/desktop/phone/tablet that has a video camera with a minimum resolution of 2 mega pixels;
    • internet connection – we recommend 4G/5G mobile data network, with Wi -Fi turned off.
    • mobile phone – during video identification you will receive a numeric code via SMS that will be requested by the identification application;
    • original identity document * – you will need to present it to the video camera during the identification session.

    * The list of accepted identity documents for video identification is available HERE .

    After completion, the video identification session must be validated by certSIGN. Our response will be sent within 24 hours, by email. If the session:

    • It has been accepted , you will receive information by email regarding how you will receive the electronic signature certificate;
    • It could NOT be validated or was interrupted, for whatever reason, you will receive the necessary instructions by email to resume and/or complete the process. It will not be necessary to resume the payment.

    certSIGN transmits the PIN/PUK codes for certificates on TOKEN, using one of two options:

    • An electronic document generous by the certificate holder, in pdf format, using an automated mechanism. See details below. OR
    • A physical, secure document sent by certSIGN, by courier, to the postal address indicated when purchasing the certificate. The document is sent in an envelope separate from the envelope containing the Signature Kit.

    PIN/PUK TRANSMISSION IS DONE

    ELECTRONIC if the email address associated with the digital certificate was validated after completing the certificate purchase request.

    The document containing the PIN/PUK must be generated electronically by the certificate holder. This document can only be obtained after receiving the generation code. Access the link sent by certSIGN via email and, on the opened page, fill in the requested information and the generation code.

    • The generation code is sent by certSIGN to the holder in the envelope with the Electronic Signature Kit, together with the physical TOKEN , to the postal address indicated when purchasing the certificate.
    • The LINK is sent to the email address declared when purchasing the certificate. On the page opened after accessing the link, the holder fills in the requested information, the code for generation and then obtains the pdf document containing the PIN/PUK.

    ATTENTION: After 3 unsuccessful attempts to generate PIN/PUK, the link is blocked. This situation must be reported to certSIGN.

    Once completed, the document ( PIN.pdf ) containing the PIN/PUK must be saved and kept safe.

    OR

    PHYSICALLY – secure document, in an envelope, sent by courier to the postal address declared at the time of purchase, if the email address associated with the qualified digital certificate for the electronic signature was NOT validated after completing the certificate purchase request.

    The confirmation document is obtained simply and quickly from the certSIGN platform . Whenever and as many times as necessary . You only need your qualified digital certificate for electronic signature.

    You download the pre-filled document with your data. You sign it electronically. You send the signed document to be automatically countersigned by certSIGN. You receive the confirmation document signed by certSIGN. All actions in the same platform.

    In detail, to obtain the confirmation document you must complete the following steps, in this order :

    1. connect the TOKEN to the computer OR open the paperLESS app vTOKEN (if you have a certificate in CLOUD);
      • If this is your first time using the certificate, install the management application for the physical TOKEN OR install the virtual token application , paperLESS vTOKEN , and configure access in the webSIGN platform for the certificate in the CLOUD;
    2. access the confirmare.certsign.ro platform and authenticate using the certificate;
    3. download the pre-filled confirmation document. The downloaded file is named firstname_lastname.pdf (example: mihai_ionescu.pdf) .
      • Keep the browser open to continue the procedure;
    4. electronically sign the document in the Adobe Reader application using the digital certificate from certSIGN;
    5. upload the document you signed back to the certSIGN confirmation platform. Use the Upload button;
    6. from the same page, download the document automatically processed by certSIGN, in less than 5 minutes.
      • The processed (countersigned) confirmation document is automatically saved, with the name confirmare.pdf, in the folder designated for downloads on the computer.

    Follow one of these tutorials , depending on the type of signature you have:

    he electronic signature is made using a qualified digital certificate, and to purchase a certificate stored in the CLOUD, the following steps must be followed:

    • Go to websign.ro
    • Choose the certificate based on validity: 1, 2 or 3 years;
    • Complete the registration form, including company details if applicable;
    • Make the payment;
    • Performs remote video identification;
    • Check your email and find out if this process has been validated.

    If the information related to the certificate holder is correct and complete, certSIGN will send two invitations to the email address indicated in the registration form :

    • for configuring the authorization mechanism;
    • paperLESS signing platform webSIGN and download the app for the token -virtual, paperLESS vTOKEN (included for free in the package).

    The right to use the electronic signature in the cloud will be granted only after configuring the authorization mechanism and activating the user account in the paperLESS signing platform webSIGN , according to the instructions received.

    The digital certificate is issued automatically after logging into the cloud platform account. webSIGN , upon first entering an authorization code.

    The electronic signature is made using a qualified digital certificate, and to purchase a certificate stored on TOKEN, the following steps must be followed:

    • Access emitere.certsign.ro
    • Choose the certificate depending on its validity: 1, 2 or 3 years;
    • Complete the registration form, including company details, if applicable;
    • Make the payment;
    • Go through the remote video identification stage;
    • Check the message sent by certSIGN, to the email address filled in the registration form, to find out if this entire process has been validated.

    If the information related to the certificate holder is correct and complete, certSIGN will send the envelope with the Electronic Signature Kit to the postal address indicated in the registration form. The envelope will contain :

    • TOKEN with the qualified digital certificate;
    • The document containing the digital certificate in printed form;
    • Instructions for generating PIN/PUK codes (if applicable).

    The PIN/PUK codes will be delivered independently of the envelope containing the TOKEN . The delivery of the document containing the codes can be done:

    • electronically (using an automated mechanism: the holder receives and accesses a link and, on the opened page, completes the requested information and the code for generation); OR
    • physical (secured document, sent by certSIGN, by courier, to the postal address indicated when purchasing the certificate).

    For more information, you can also visit the Electronic signature with token page .

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      Details related to the electronic signature are available on the page with Answers to the most frequently asked questions of customers.

      Quickly, useful information can be found about obtaining the confirmation document, costs, online purchase, video identification, renewal, installation and use:

      When you receive the invoice, after purchasing a digital certificate for electronic signature
      Numerous details are presented related to:

      To use the certSIGN certificate for electronic signature in the Virtual Private Space (SPV) platform, we recommend following the instructions provided by ANAF for registration in the SPV.

      To access the Virtual Private Space (VPS), the qualified certificate issued by certSIGN must be registered with the VPS by completing the requested information in the ANAF-SPV platform and uploading the requested documents, including the confirmation document countersigned by certSIGN at the address: https://www.anaf.ro/InregPersFizicePublic/#tabs-2 .

      To obtain the confirmation document, follow one of these tutorials , depending on the type of signature you have:

      The electronic signature is performed using a qualified digital certificate stored in the CLOUD, and to use the certificate in the CLOUD , the usage mechanism must first be configured.

      After the video identification session has been accepted, the configurations prior to issuing the certificate can be performed, going through them in this order, stages:

      Configure the signature authorization mechanism according to the instructions in the email “paperLESS : Configure authorization mechanism”:

      • Check the email address declared when purchasing the certificate and follow the instructions received;
      • Install one of the free authorization apps Microsoft Authenticator or Google Authenticator on your phone , from Google Play or the App Store;
      • Associates the signature authorization application with the holder’s cloud account;

      Activate the cloud account according to the instructions in the “paperLESS email webSIGN : Account creation invitation”

      • Check the email address declared when purchasing the certificate and follow the instructions received;
      • Complete and validate the phone number associated with the account on the cloud platform ;
      • Set the cloud account password .

      Issuance of the certificate it is done when you first log in to your cloud account. On the page that opens Enter the authorization code generated by the application on your phone.

      Placing an order to extend the validity of the certificate ensures: low costs, simple and fast process, 100% online, procedure under the exclusive control of the holder, retention of the current device (TOKEN) and retention of the PIN.

      • The only condition that must be met to extend the validity of the signature certificate is that the current certificate is within the validity period at the time of placing the extension order. To place the extension order, authentication in the certSIGN platform is required startrekey.certsign.ro, and authentication can only be done based on the current certificate.

      If the current certificate has expired, Renewal is no longer possible and a new electronic signature certificate must be purchased. We recommend accessing the certSIGN platform to purchase qualified TOKEN certificates and following the indicated steps.

      certSIGN sends, to the email address in the certificate, the procedure for renewing the certificate 45 days before the expiration of the current certificate. If the procedure has not yet been followed, with 15 days before the certificate expires, certSIGN resends the renewal information email. Late submission of the request does not guarantee online renewal of the certificate.

      Placing an order to extend the validity of the certificate ensures: low costs, simple and fast process, 100% online, procedure under the exclusive control of the holder, keeping the current webSIGN account and maintaining the authentication method.

      The only condition that must be met for the online extension of the validity of the signature certificate (renewal) is that the current certificate must be within the validity period at the time of placing the extension order. The extension order is placed directly from the certSIGN websign.ro platform .

      If the current certificate has expired, Renewal is no longer possible and a new certificate for electronic signature in CLOUD must be purchased. We recommend accessing the certSIGN platform for purchasing qualified certificates in the CLOUD and following the indicated steps.

      certSIGN sends, to the email address in the certificate, the procedure for renewing the certificate 45 days before the expiration of the current certificate. If the procedure has not yet been followed, with 15 days before the certificate expires, certSIGN resends the renewal information email. Late submission of the application does not guarantee online renewal of the certificate.

      webSIGN signing platform, during the 45 days before the expiration of the current certificate, a banner will be displayed with information regarding the deadline for certificate renewal. This banner will disappear after submitting the renewal request.

      Log in to the websign.ro platform and renew the certificate in the CLOUD:

      • Start the process from the information displayed;
      • Choose the validity period for the new certificate: 1, 2 or 3 years;
      • Read the information on the page and check the agreement;
      • Pay online for the selected product;
      • Fill in the required data in the next step;
      • Upload and send a copy of your ID;
      • Click the Register button, accept the General Terms and Conditions;
      • Sign the request for the new certificate using the authorization code from the authorization application installed on your phone .

      The certificate request generation stage is completed when the message “Request submitted for approval” is displayed in the cloud platform.

      After validating the request, 3 days before the current certificate expires, certSIGN will automatically issue the new certificate. Regardless of the date the extension order is placed, the validity period of the new certificate will begin 3 days before the current certificate expires. After the new certificate is issued, the webSIGN platform can continue to be used for signing documents in the cloud , for the entire duration of the new validity period.

      Placing an order to extend the validity of the certificate ensures: low costs, simple and fast process, 100% online, procedure under the exclusive control of the holder, keeping the current webSIGN account and maintaining the authentication method.

      The only condition that must be met for the extension of the validity of the signature certificate (renewal) is that the current certificate must be within the validity period at the time of placing the extension order. The extension order is placed directly from the certSIGN websign.ro platform .

      If the current certificate has expired, Renewal can no longer be made and a new certificate for electronic signature in CLOUD is required. We recommend accessing the certSIGN platform to purchase qualified certificates in CLOUD and following the indicated steps.

      certSIGN sends, to the email address in the certificate, the procedure for renewing the certificate 45 days before the expiration of the current certificate. If the procedure has not yet been followed, with 15 days before the certificate expires, certSIGN resends the renewal information email. Late submission of the request does not guarantee online renewal of the certificate.

      Placing an online order to extend the validity ensures: low costs, simple and fast process, 100% online, procedure under the exclusive control of the holder, retention of the current device (TOKEN) and retention of the PIN.

      The only condition that must be met for the extension of the validity of the signature certificate (renewal) is that The current certificate must be within the validity period at the time of placing the extension order. Authentication is required in the certSIGN platform startrekey.certsign.ro, and authentication can only be done based on the current qualified certificate.

      To the e-mail address in the certificate, certSIGN sends the procedure for renewing the certificate, 45 days before the current certificate expires. If the procedure has not yet been followed, 15 days before the certificate expires, certSIGN resends the renewal information e-mail.

      Late submission of the application does not guarantee online renewal of the certificate.

      the validity period has been exceeded , the current certificate can no longer be renewed and a new electronic signature certificate must be purchased. We recommend accessing certSIGN platform for the acquisition of qualified certificates on TOKEN and following the indicated steps.

      The online certificate renewal procedure has three stages:

      1. validity extension on the startrekey.certsign.ro  platform – can be done at any time, no later than 3 days before the expiration of the current certificate;
      2. generating the certificate request with the certSIGN Enroll application – can be done at any time, no later than 3 days before the expiration of the current certificate;
      3. uploading the new certificate to TOKEN using the certSIGN Enroll application – the new certificate is issued 3 days before the expiration of the current certificate for which the renewal is being made.

      Regardless of the date the renewal order is placed, the validity period of the new certificate will begin 3 days before the current certificate expires. Please note that after renewal, it is NOT necessary to replace the current TOKEN. When uploading the new certificate to the TOKEN, the old certificate will be deleted.

      It is necessary to redo enrollments/renewals in the platforms of the institutions where you will use the new certificate , such as: ANAF, CNAS, UNNPR, etc.

      Check what solution exists if you are in one of the situations encountered by other customers regarding obtaining the confirmation document.

      We remind you, the document is obtained simply and quickly. from the certSIGN confirmation platform. Repeat it as many times as necessary. You only need your qualified digital certificate for electronic signature.

      • You have a certificate in CLOUD and you receive an error when authenticating in the certSIGN confirmation platform
        • SOLUTION: Close the browser and the paperLESS app vTOKEN and repeat the procedure . Reopen the paperLESS app vTOKEN , then open the confirmation platform and choose Certificate Authentication. The authorization code must be entered as quickly as possible . The code is generated by the authorization application installed on the phone.
      • Error opening document
        • SOLUTION: The pre-filled confirmation document is automatically saved to your computer’s downloads folder . Open the document from the folder where it was saved. Use only Adobe Reader.
      • You can’t find the pre-filled document file on your computer
        • SOLUTION: The downloaded file is named firstname_lastname .pdf (example: mihai_ionescu.pdf). Search your computer for a file with this name.
      • The document does not include the certSIGN signature.
        • SOLUTION: Restart the procedure and carefully follow all the steps in the platform. After you have signed the document, it must be uploaded again to the platform to be automatically countersigned by certSIGN. After signing, you will receive the message “Download the processed document”. Open the processed document only with the Adobe Reader application.
      • You cannot find the file with the confirmation document processed by certSIGN on your computer.
        • SOLUTION: The processed (countersigned) confirmation document is automatically saved in the downloads folder on your computer under the name confirmare.pdf. Search your computer for a file with this name.
      • The document you signed is not accepted in the confirmation platform because it contains changes.
        • SOLUTION: Resume the procedure without making any changes to the information in the pre-filled document. The document contains the exact data of the certSIGN digital certificate with which you are authenticated in the confirmation platform. The information is automatically verified and no changes are accepted.
      • The document contains changes and is not accepted for upload to ANAF.
        • SOLUTION: Resume downloading the document countersigned by certSIGN and do not modify it after downloading. ANAF accepts the document only if it has NOT been modified in any way , and saving it is considered a modification.
      • The certSIGN confirmation platform page was closed before obtaining the document
        • SOLUTION: Restart the procedure, starting with authentication with the digital certificate in the certSIGN confirmation platform, and go through the steps again until obtaining the confirmation document automatically countersigned by certSIGN.

      The acquisition of the certSIGN Kit for electronic signature from the SICAP catalog can be done by following the steps in this order :

      1. After logging into your SICAP account, initiate the purchase for the Electronic Signature Kit from the SICAP catalog.
        • Choose the certificate depending on the validity period: 1, 2 or 3 years;
        • Fill in the data for issuing the certificate.
      2. Complete the purchase from the catalog;
      3. instructions regarding the issuance of the certificate, the proforma and the documents necessary for issuance to the email address communicated in SICAP.
      4. Print and send the documents according to the instructions in the email;
      5. The certificate holder must follow the instructions described in the email and appear in person at the certSIGN headquarters in Bucharest or at one of the certSIGN representatives with:
        • the original identity document;
        • documents received by email (printed).

      If the holder cannot appear in person at a certSIGN partner, the documents can be sent by courier/post to the certSIGN headquarters. The documents must be accompanied by the “Affidavit” authenticated by a notary or certified by a lawyer.

      certSIGN headquarters address: Tudor Vladimirescu Boulevard, no. 29A, Sector 5, Bucharest, AFI TECH PARK 1 building, 2nd floor.

      1. cerSIGN will issue the certificate within 5 business days of receiving the documents in the correct and complete format. The Signature Kit will be delivered by courier to the address specified upon purchase.

      The tax invoice will be sent after the certificate is issued and will have a 30-day payment deadline.

      In the SICAP catalog, the products are found as follows:

      • Electronic signature kit with 1 year validity
        • Reference number: K1
        • CPV code and name: 79132100-9 – Electronic signature certification services (Rev.2)
      • Electronic signature kit with 2 years validity
        • Reference number: K2
        • CPV code and name: 79132100-9 – Electronic signature certification services (Rev.2)
      • Electronic electronic signature kit with 3 years validity
        • Reference number: K3
        • CPV code and name: 79132100-9 – Electronic signature certification services (Rev.2)

      The acquisition of the certSIGN certificate in CLOUD for electronic signature from the SICAP catalog can be done by following the steps in this order :

      1. After logging into your SICAP account, initiate the purchase for paperLESS Remote Electronic Signature from the SICAP catalog.
        • Choose the certificate depending on the validity period: 1, 2 or 3 years;
        • Fill in the data for issuing the certificate.
      2. Complete the purchase from the catalog;
      3. Instructions regarding the issuance of the certificate, the proforma and the documents necessary for issuance to the email address communicated in SICAP.
      4. Print and send the documents according to the instructions in the email;
      5. The certificate holder must follow the instructions described in the email and appear in person at the certSIGN headquarters in Bucharest or at one of the certSIGN representatives with:
        • the original identity document;
        • documents received by email (printed).

      If the holder cannot appear in person at a certSIGN partner, the documents can be sent by courier/post to the certSIGN headquarters. The documents must be accompanied by the “Affidavit” authenticated by a notary or certified by a lawyer.

      certSIGN headquarters address: Tudor Vladimirescu Boulevard, no. 29A, Sector 5, Bucharest, AFI TECH PARK 1 building, 2nd floor.

      1. After receiving the documents in the correct and complete format , within a maximum of 5 working days, certSIGN will send two invitations to the holder’s email address:
        • for configuring the authorization mechanism;
        • paperLESS signing platform webSIGN and downloading the virtual token application , paperLESS vTOKEN (included for free in the package).

      The digital certificate will be issued automatically upon first entering an authorization code, after authenticating in the cloud platform account. paperLESS webSIGN .

      The tax invoice will be sent after the certificate is issued and will have a 30-day payment deadline.

      In the SICAP catalog, the products are found as follows:

      • Remote electronic signature paperLESS 1
        • Reference number: W_1
        • CPV code and name: 79132100-9 – Electronic signature certification services (Rev.2)
      • Remote electronic signature paperLESS 2
        • Reference number: W_2
        • CPV code and name: 79132100-9 – Electronic signature certification services (Rev.2)
      • Remote electronic signature paperLESS 3
        • Reference number: W_3
        • CPV code and name: 79132100-9 – Electronic signature certification services (Rev.2)

      The electronic signature is made using the qualified digital certificate stored on the TOKEN and, to use the certificate, the token management application must be installed on the computer.

      So, if this is the first time you use the TOKEN on this computer:

      • Choose the application version appropriate to the TOKEN type, from the Support/Token Installation section of the certSIGN website;
      • With the TOKEN disconnected from the computer, install the latest version of the device management application on the computer;
      • After installation, connect the TOKEN . To use it, you need to know the PIN code.

      The PIN code is transmitted using one of two options:

      • electronic document generous by the certificate holder , in pdf format , after receiving the Signature Kit, through an automated mechanism: the holder accesses a specific link received by email and, on the opened page, completes the requested information and the generation code. The instructions and the generation code are included in the envelope containing the Signature Kit, sent by certSIGN;

      OR

      • physical document, secured, transmitted by certSIGN, by courier , to the postal address indicated when purchasing the certificate . The document is sent in an envelope separate from the envelope containing the Signature Kit.

      The electronic signature is performed using a qualified digital certificate stored in the CLOUD, and to use the certificate in the CLOUD, the usage mechanism must first be configured.

      After the video identification session has been accepted, the configurations prior to issuing the certificate can be performed, going through the steps in this order:

      Configure the signature authorization mechanism according to the instructions in the email “paperLESS : Configure authorization mechanism”:

      • Check the email address declared when purchasing the certificate and follow the instructions received;
      • Install one of the free authorization apps Microsoft Authenticator or Google Authenticator on your phone , from Google Play or the App Store;
      • Associates the signature authorization application with the holder’s cloud account;

      Activate the cloud account according to the instructions in the “paperLESS email webSIGN : Account creation invitation”

      • Check the email address declared when purchasing the certificate and follow the instructions received;
      • Complete and validate the phone number associated with the account on the cloud platform;
      • Set the cloud account password;

      The certificate is issued upon first login to the cloud account . In the opened page, enter the authorization code generated by the application on the phone.

      Unassisted video identification is an important element in the process of obtaining a qualified digital certificate for electronic signature. Issuance is possible only after identifying the holder of the qualified digital certificate, based on the identity document.

      • The identification procedure is simple but strict . It can be started after paying for the certificate and receiving the unique link to open the video identification session.
      • Throughout the session, you must be the only person appearing in front of the video camera.
      • The page opened in the browser, by accessing the link, will request access to microphone and camera The session can only be continued if access is allowed . We recommend using the Google Chrome browser.

      After completion, the video identification session must be validated by certSIGN. Our response will be sent within 24 hours, by email. If the session:

      • It has been accepted , you will receive information by email regarding how you will receive the electronic signature certificate;
      • It could NOT be validated or was interrupted, for whatever reason, you will receive the necessary instructions by email to resume and/or complete the process. It will not be necessary to resume the payment.

      Watch this video that presents the conditions that must be respected during video identification .

      We remind you that, to perform video identification, the following are necessary:

      • video camera and microphone – you can use any laptop/desktop/phone/tablet that has a video camera with a minimum resolution of 2 mega pixels;
      • internet connection – we recommend 4G/5G mobile data network, with Wi -Fi turned off.
      • mobile phone – during video identification you will receive a numeric code via SMS that will be requested by the identification application;
      • original identity document * – you will need to present it to the video camera during the identification session.

      * The list of accepted identity documents for video identification is available HERE .

      In this area, certSIGN provides services such as:

      Products and services

      We are best known for our electronic signature services, but our expertise covers areas such as digital identity, organizational and work device security, and archiving.

      Research and innovation

      At certSIGN, we align the theoretical aspects of technology with the needs of society, through national and European research programs and, at the same time, through private investment programs.

      Read more details or send us a message.

      In the field of archiving, certSIGN offers services such as: archival processing, document digitization, restoration, document storage, issuance of certificates, selection work, confidential destruction of information, processing and storage of electronic documents.

      • Archival processing services: preparation of documents for transport, transport to the certSIGN processing center, provision of materials necessary for archive processing, archival processing and return to the beneficiary’s headquarters.
      • Electronic archiving services: initial setup , uploading documents to the platform in a manual process, by the client, access to the electronic archiving platform 24/7 to uploaded documents.
      • Document storage services: providing the boxes necessary for storing the archive, sealing the boxes, transportation to the certSIGN archive storage facility, initializing the archive boxes in the storage system, access to boxes with documents from the archive, within the limit of 5 boxes/month.

      Read more details. 

      certSIGN’s cybersecurity services and solutions cover scenarios for protecting digital assets from cyber threats, in accordance with current legislative regulations and best practices in the field.

      Find out details about:

      Details on how to personalize the signature so that its appearance includes the information required by GEO 140/2020 regarding specialists in the fields of construction, architecture and urban planning are available on the Create signature appearance GEO 140/2020 page.

      To purchase a qualified certificate from certSIGN for the electronic signing of documents in the fields of construction, architecture and urban planning, in accordance with GEO 140, these steps must be followed:

      • Access the certSIGN platform emitere.certsign.ro and start the purchase;
      • Fill in the the registration form:
        • Choose the validity period of the certificate: 1, 2 or 3 years;
        • Select the client category: Specialist according to GEO 140/2020;
        • Choose the competent authority that issued the professional certificate;
        • Enter the registration number of the certificate;
        • Complete the registration data, including company data, if applicable.
      • Online payment – after filling in the form, the payment is made directly on the site;
      • Complete the remote video identification stage;
      • Send a copy of the certificate – you will receive an email with a link where you must upload a copy of the professional certificate;
      • Wait for information verification – after verification, certSIGN will send, to the e-mail address filled in the registration form, the verification result and the following instructions.

      If the information related to the certificate holder is correct and complete, certSIGN will send the envelope with the Electronic Signature Kit to the postal address filled in the registration application. The envelope will contain:

      • The TOKEN with the qualified digital certificate;
      • The document containing the digital certificate in printed form;
      • Instructions for using the PIN/PUK generation code (if applicable).

      PIN/PUK codes are generated electronically using an automated mechanism: the certificate holder receives and accesses a link and, on the opened page, fills in the requested information and the generation code received in the envelope. The resulting PIN.pdf file must be saved or printed. It will be required for the following uses of the TOKEN.

      To access the Integrated Customs Information System (SIIV) to the AES and NCTS5 RO UMG Trader Produccione sections you must upload your qualified certificate and the intermediate certificate of the authority that issued the certificate. The certificates are uploaded to the UMG Trader platform , in one of the .cer/.der / .crt formats.

      OBTAINING THE INTERMEDIATE CERTIFICATE:

      OBTAINING THE PERSONAL CERTIFICATE: 

      • Connect the TOKEN or open the paperLESS app vTOKEN and follow these steps.
        • If you DO NOT have the TOKEN / paperLESS application vTOKEN available to access the link https://registru.certsign.ro/cgi-bin/pubra/pubra/get_cert, fill in the data from the qualified certificate (full name and surname or email address), identify the certificate you want to register with and press the “Download DER” button.
        • The qualified certificate will automatically download in .crt format.

      On the web page Using the electronic signature certificate in the Integrated Customs Information System platform, more details are available about downloading the certificate of the holder and the certificate of the intermediate authority requested when registering for the submission of customs declarations using the electronic signature.

      If the video identification session was interrupted, for any reason, or could not be validated, certSIGN will send by email, within a maximum of 24 hours, the necessary instructions for resuming and/or completing the identification process. It will not be necessary to rescind the payment. The conditions that must be met for identification are the same.

      Wait for the new video identification link to be received and then resume the procedure. Pay close attention to the conditions that must be met during identification.

      • The identification procedure is simple but strict . It can be started after paying for the certificate and receiving the unique link to open the video identification session.
      • Throughout the session, you must be the only person appearing in front of the video camera.
      • The page opened in the browser, by accessing the link, will request access to microphone and camera The session can only be continued if access is allowed . We recommend using the Google Chrome browser.

      Watch this video that presents the conditions that must be respected during video identification .

      We remind you that, to perform video identification, the following are necessary:

      • video camera and microphone – you can use any laptop/desktop/phone/tablet that has a video camera with a minimum resolution of 2 mega pixels;
      • internet connection – we recommend 4G/5G mobile data network, with Wi -Fi turned off.
      • mobile phone – during video identification you will receive a numeric code via SMS that will be requested by the identification application;
      • original identity document * – you will need to present it to the video camera during the identification session.

      * The list of accepted identity documents for video identification is available HERE .

      After completion, the video identification session must be validated by certSIGN. Our response will be sent within 24 hours, by email. If the session:

      • It has been accepted , you will receive information by email regarding how you will receive the electronic signature certificate;
      • It could NOT be validated or was interrupted, for whatever reason, you will receive the necessary instructions by email to resume and/or complete the process. It will not be necessary to resume the payment.

      certSIGN transmits the PIN/PUK codes for certificates on TOKEN, using one of two options:

      • An electronic document generous by the certificate holder, in pdf format, using an automated mechanism. See details below. OR
      • A physical, secure document sent by certSIGN, by courier, to the postal address indicated when purchasing the certificate. The document is sent in an envelope separate from the envelope containing the Signature Kit.

      PIN/PUK TRANSMISSION IS DONE

      ELECTRONIC if the email address associated with the digital certificate was validated after completing the certificate purchase request.

      The document containing the PIN/PUK must be generated electronically by the certificate holder. This document can only be obtained after receiving the generation code. Access the link sent by certSIGN via email and, on the opened page, fill in the requested information and the generation code.

      • The generation code is sent by certSIGN to the holder in the envelope with the Electronic Signature Kit, together with the physical TOKEN , to the postal address indicated when purchasing the certificate.
      • The LINK is sent to the email address declared when purchasing the certificate. On the page opened after accessing the link, the holder fills in the requested information, the code for generation and then obtains the pdf document containing the PIN/PUK.

      ATTENTION: After 3 unsuccessful attempts to generate PIN/PUK, the link is blocked. This situation must be reported to certSIGN.

      Once completed, the document ( PIN.pdf ) containing the PIN/PUK must be saved and kept safe.

      OR

      PHYSICALLY – secure document, in an envelope, sent by courier to the postal address declared at the time of purchase, if the email address associated with the qualified digital certificate for the electronic signature was NOT validated after completing the certificate purchase request.

      The confirmation document is obtained simply and quickly from the certSIGN platform . Whenever and as many times as necessary . You only need your qualified digital certificate for electronic signature.

      You download the pre-filled document with your data. You sign it electronically. You send the signed document to be automatically countersigned by certSIGN. You receive the confirmation document signed by certSIGN. All actions in the same platform.

      In detail, to obtain the confirmation document you must complete the following steps, in this order :

      1. connect the TOKEN to the computer OR open the paperLESS app vTOKEN (if you have a certificate in CLOUD);
        • If this is your first time using the certificate, install the management application for the physical TOKEN OR install the virtual token application , paperLESS vTOKEN , and configure access in the webSIGN platform for the certificate in the CLOUD;
      2. access the confirmare.certsign.ro platform and authenticate using the certificate;
      3. download the pre-filled confirmation document. The downloaded file is named firstname_lastname.pdf (example: mihai_ionescu.pdf) .
        • Keep the browser open to continue the procedure;
      4. electronically sign the document in the Adobe Reader application using the digital certificate from certSIGN;
      5. upload the document you signed back to the certSIGN confirmation platform. Use the Upload button;
      6. from the same page, download the document automatically processed by certSIGN, in less than 5 minutes.
        • The processed (countersigned) confirmation document is automatically saved, with the name confirmare.pdf, in the folder designated for downloads on the computer.

      Follow one of these tutorials , depending on the type of signature you have:

      he electronic signature is made using a qualified digital certificate, and to purchase a certificate stored in the CLOUD, the following steps must be followed:

      • Go to websign.ro
      • Choose the certificate based on validity: 1, 2 or 3 years;
      • Complete the registration form, including company details if applicable;
      • Make the payment;
      • Performs remote video identification;
      • Check your email and find out if this process has been validated.

      If the information related to the certificate holder is correct and complete, certSIGN will send two invitations to the email address indicated in the registration form :

      • for configuring the authorization mechanism;
      • paperLESS signing platform webSIGN and download the app for the token -virtual, paperLESS vTOKEN (included for free in the package).

      The right to use the electronic signature in the cloud will be granted only after configuring the authorization mechanism and activating the user account in the paperLESS signing platform webSIGN , according to the instructions received.

      The digital certificate is issued automatically after logging into the cloud platform account. webSIGN , upon first entering an authorization code.

      The electronic signature is made using a qualified digital certificate, and to purchase a certificate stored on TOKEN, the following steps must be followed:

      • Access emitere.certsign.ro
      • Choose the certificate depending on its validity: 1, 2 or 3 years;
      • Complete the registration form, including company details, if applicable;
      • Make the payment;
      • Go through the remote video identification stage;
      • Check the message sent by certSIGN, to the email address filled in the registration form, to find out if this entire process has been validated.

      If the information related to the certificate holder is correct and complete, certSIGN will send the envelope with the Electronic Signature Kit to the postal address indicated in the registration form. The envelope will contain :

      • TOKEN with the qualified digital certificate;
      • The document containing the digital certificate in printed form;
      • Instructions for generating PIN/PUK codes (if applicable).

      The PIN/PUK codes will be delivered independently of the envelope containing the TOKEN . The delivery of the document containing the codes can be done:

      • electronically (using an automated mechanism: the holder receives and accesses a link and, on the opened page, completes the requested information and the code for generation); OR
      • physical (secured document, sent by certSIGN, by courier, to the postal address indicated when purchasing the certificate).

      For more information, you can also visit the Electronic signature with token page .

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