FAQs

We answer your questions

We show some common queries that arise before implementing the electronic signature in your business.

Electronic signature

 

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1 | What is the electronic signature?

The electronic signature is the electronic equivalent of the handwritten signature. It is used in the online document signing processes to make them easy to use and legally binding between the signing parties.

The electronic signature is legally binding and is governed by the European system of recognition of electronic identities (known by its acronym in English eIDAS —Electronic IDentification, Authentication and trust Services—) is an EU Regulation on / a set of rules for the electronic identification and trust services for electronic transactions. It was established in REGULATION (EU) No. 910/2014 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of July 23, 2014 on electronic identification and trust services for electronic transactions in the internal market and by which the Directive is repealed 1999/93 / EC.

They are used to sign any type of document (contracts, purchase orders, sales orders, agreements, loans, rentals, down payment contracts …)

The benefits are many, from saving costs and time, reducing pollution by saving consumables and travel, convenience for everyone.

2 | Are there different types of electronic signature?

Yes, there are 3 types of electronic signature according to the European Regulation nº 910/2014 eIDAS. This regulation establishes specific rules for trust services. Specifically, they define the three types of electronic signatures as:

Simple electronic signature: it is defined as follows: “the data in electronic format attached to other electronic data or associated logically with them that the signatory uses to sign”. For example, signing a document and sending it scanned by email, or accepting the terms of use of a website. There is no evidence of who has signed the document.

Advanced electronic signature: it is considered as “the electronic signature that meets the requirements set forth in article 26”. These requirements are:

a | be linked to the signer in a unique way;

b | allow identification of the signer;

c | have been created using electronic signature creation data that the signer can use, with a high level of confidence, under their sole control

d | be linked to the data signed it in such a way that any subsequent modification of the same is detectable ».

These characteristics of the advanced electronic signature provide complete and high-level security in the signing and contracting processes. The remarkable fact is the integrity of the signed content, being this type of signature the one that ensures that the signed document has not been modified nor has the identity of the signer been changed.

Qualified electronic signature: “an advanced electronic signature that is created using a qualified electronic signature creation device and that is based on a qualified electronic signature certificate.” In other words, a qualified electronic signature is one based on a public key that also uses a secure signature creation device and a qualified certificate.

The MyRubric electronic signature is an advanced electronic signature.

3 | What are the main differences between the Simple, Advanced and Qualified signature?

The advanced electronic signature is one of the three most widespread types of signs. This signature presents substantial differences with the other two types: the simple electronic signature and the qualified electronic signature.

The main difference with the simple electronic signature lies in the identification of the person signing. This type of simple signature does not have the obligation to create a signature identification pattern, while in the advanced one it is an indispensable requirement.

As for their relationship with the qualified electronic signature, both share all the characteristics and uses of the advanced one. The differential fact lies in the creation of the firm. A qualified electronic signature device is used for its creation. Specific hardware and regulated by the legislation that the signer must have to perform the signature.

Security and Privacy with MyRubric

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4 | What is the electronic signature regulation applicable to MyRubric?

The MyRubric electronic signature process follows the European Union regulations eIDAS Regulations of the European Union (EU No.910 / 2014), granting the necessary validity to make it legally binding.

5 | Are the electronically signed documents with MyRubric legally valid?

Yes. MyRubric offers users a biometric signature system, in an advanced category, to guarantee users a secure service. This type of signature allows the signer to be uniquely identified, assuming a superior legal guarantee over the simple signature, although both are valid and legal throughout the EU, according to the European Union’s eIDAS Regulation (EU No.910 / 2014).

The characteristics applicable to the signature of MyRubric meet the following requirements set forth in article 26 of Regulation 910/2014, specifically:

a| Be linked to the signer in a unique way.

b | Allow identification of the signer.

c | Have been created using electronic signature creation data that the signer can use, with a high level of confidence, under their sole control.

d | Be linked to the data signed it in such a way that any subsequent modification of the same is detectable.

During the signing process, information is collected to identify the device used, as well as the biometrics of the signature (the outline of the heading), this information is encrypted using an asymmetric key and embedded in the final document. The encryption key is guarded using a highly secure key custody service hired from a specialized company.

Communications between users and the platform are made using secure communication protocols (SSL).

Additionally, the document is signed with an electronic certificate and a time stamps is applied, issued by a certified authority (TSA), which protects the document against possible alterations and allows its integrity to be verified in the future.

MyRubric stores a copy of the time stamps issued as further evidence of the electronic signature process.

6 | What is electronic evidence or evidentiary document (Audit Trail)?

MyRubric collects information throughout the signing process and upon completion generates an evidentiary document or Audit Trail with electronic evidence including:

  • The name of the signers of the document
  • The name of the document and its unique ID
  • The steps followed to sign the document
  • The email address associated with the signatories
  • For each device involved in the process:
    · Geolocation
    · IP address
    · User agent
    · Browser fingerprint
    · Timestamp

All these electronic evidences provide legal validity to the process and are issued a few seconds after the last signatory of the document has signed it.

7 | How do we ensure the integrity of signed files?

To guarantee the integrity of both the advanced electronic signature and the electronic evidence collected during the signing process, an official time stamp recognized in the European Union is applied through an Official Time Stamping Authority, which acts as a third party for trust d

The Time Stamping Authority therefore guarantees the integrity of the electronic evidences, that the signature is linked only to the signer and the documentary evidence provides additional information about the signature (time, email, IP, telephone number, address, geolocation, …).

8 | Where are the documents stored?

All documents are stored in separate, encrypted containers for each client in the MyRubric Cloud, hosted on Microsoft Azure servers.

Our Cloud provider complies with the most demanding security standards: ISO 27001, ISO 27018, SOC 1, SOC 2, SOC3, FedRAMP, HITRUST, MTCS, IRAP, and ENS.

9 | How long are the signed documents stored?

The documentary evidence issued, together with all the attached files, are stored on our servers for up to 1 year after the expiration of the contracted document pack or the end of the subscription.

MyRubric functionalities

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10 | How is the signing process in MyRubric?

The signature model established in MyRubric allows the user (document issuer) to send a document to a third person (or more) through their platform, using their email address, delimiting the space for the recipient to include their biometric signature . The signing process follows a sequential order to request signatures, the document does not pass to the next signer until the first has signed.

Once the document is signed, the signer as the issuing user of MyRubric will receive a copy of the signed document, where the signature made in the document will be reflected along with the supporting document or the Audit Trail.

11 | Can I use MyRubric on my smartphone or tablet?

Yes. Our application is a web-based, it is fully compatible with any computer, laptop, PC or mobile device with an Internet connection.

No additional software needs to be installed for document issuers or recipients to sign electronically.

12 | What languages does MyRubric support?

MyRubric is a multilanguage platform and offers the possibility of sending and signing documents in Spanish, Catalan and English. When creating a contact you have the option to select the preferred language for each recipient in the communication and the messages that you will receive during the signing process.

The MyRubric application itself is also available in Spanish, Catalan and English and can be defined at the user level.

13 | What document formats do MyRubric support for electronic signatures?

With MyRubric you can upload Microsoft Word, PDF, and OpenOffice documents or any other common format for your computer.

14 | Are there limits on the signers of a document?

There are no limits for signatories on the same document.

15 | Is it necessary for everyone, who signs a document to have a MyRubric account?

No, the recipients of your documents do not need an account to sign. Your documents will be sent by email from noreply@myrubric.com and recipients will be able to review the document, select a signature and complete the signing process without having to have an account with us.

16 | How are documents signed with MyRubric?

Recipients of a document, click on a link to open the document on a device with an Internet connection (such as a mobile phone, tablet or computer). Labels and instructions guide the user through the entire signing process. The recipient clicks Finish to save the signed document.

MyRubric automatically sends an email with the copy of the contract when all the recipients have signed.

17 | How can I know the status of a document sent to sign?

MyRubric includes, in the user interface, a control panel that you can use to view the status of the documents, including the point of the signing process in which each one is. You also have at your disposal the evidentiary documents (Audit Trial).

18 | How can I access the documents once they are signed?

Signed documents are available in the MyRubric user interface for the document issuer and can be downloaded as many times as needed. All signers receive by email, upon signing the last signer of the document, a copy of the signed document. The sender of the document also receives the evidentiary document (Audit Trial).

19 | What customer support does MyRubric offer?

Our support staff can be contacted from 9 a.m. to 9 p.m. from Monday to Friday:

MyRubric pricing and conditions

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20 | MyRubric payment methods?

The payment method established in MyRubric is by credit or debit card (Visa, Mastercard, Maestro, American Express, Apple Pay, Google Pay).

MyRubric’s current payment model is prepaid, and in the form of document delivery packages.

Each document sent to sign is deducted from the client – issuer account, regardless of the number of signatories included in the file.

21 | When do the contracted document packs expire?

The contracted document packs have an expiration of 1 year from the date of contracting.