Digital certificate for companies: what is it for and how to obtain it?

The digitization of business processes brings with it new security and authentication requirements in the world of online transactions. One of the key elements in this context is the digital certificate for companies. If you want to know in more detail what the digital certificate is and what it is used for, here we tell you about it.

A digital certificate is a fundamental electronic document that guarantees the identity of a natural person, legal entity or entity on the Internet. But, specifically, what is the purpose of the electronic certificate? In the case of companies, it serves as proof of identity in digital platforms and government services. This digital document includes information such as the name of the company, its public key and the signature of a certifying entity, which validates its authenticity. In addition, it allows the information to be encrypted, ensuring that any data sent or received is secure and only accessible by the legitimate recipient. → Know the validity and benefits of the digital signature of contracts.

Knowing about the digital certificate, what it is and what it is for, now take good note of all its benefits:

• Security in digital transactions. When executing online transactions, a certificate of this type allows for the verification of the digital verification of the company’s digital identity of the company, which reduces the risk of fraud and guarantees the confidential exchange of data.
• Efficiency in document management. An electronic certificate speeds up the time of many procedures and eliminates the need for printing and travel.
• Access to government services and platforms. Nowadays, many official digital services require the digital certificate as a means of secure access. This allows the company to interact with the administration electronically and to carry out relevant procedures, such as filing taxes, consulting tax data or making applications.
• Legal compliance. In some cases, having a digital certificate is a legal requirement for certain activities, guaranteeing the company’s compliance with current regulations.

According to the Government of Spain’s e-Government Portal, electronic certificates are mainly classified according to the identity they represent and the scope of application.

• According to the type of identity:
  • Certificates of Natural Person. They identify a person and are useful for personal transactions, although they can be used in professional environments.
  • Legal Entity Certificates. They are used to identify organizations such as companies and administrations.
  • Unincorporated Entity Certificates. They make it possible to verify the identity of non-legal entities, especially in fiscal communications.
• Depending on the scope of application. Server, company membership, representative, company seal, and electronic invoice certificates, among others.
• Depending on the type of storage. They can be software or hardware certificates.

Having clear what the digital certificate is for me as a company, as well as all its benefits, the following is to proceed to the request of the same one. In order to obtain it, it is necessary to go to an issuing entity that is qualified for it, being the most common one the Fábrica Nacional de Moneda y Timbre.

The steps to be taken for a company to obtain its digital certificate may vary slightly depending on the type of certificate and the issuing entity, but normally they are:

1. Access the electronic site of the chosen entity.
2. When dealing with the FNMT, you normally have to download the software that they will tell you about.
3. Make the online application (enter the company data and specify the type of certificate required).
4. After submitting the application, an Application Code will be generated and sent to the email. This will be required at the time of proving identity.
5. Validate the identity of the company and the person responsible for the request.
6. Once approved, with the same request code, the certificate can be downloaded and installed.

To apply for the digital certificate, you must have:

• Documents: identification, address and contact information of the entity and the applicant.
• Application form: each certifying authority usually provides an application form or protocol to be completed.

As can be seen, the digital certificate for companies is a key element for businesses operating in the digital environment, as it provides security and allows them to comply with the legal requirements of various platforms. At MailComms Group we are experts in communication with legal value and complete security, because we recognize the importance of knowing how to face all the challenges of digital transformation in a reliable way. That’s why we offer various solutions to companies, such as the certified electronic identification systems based on essential elements such as identity verification and authentication.

The time to obtain a digital certificate varies depending on the issuing certificate authority and the identity verification method used. Taking this into account, it can take from approximately 1 hour to several days.

For some administrative procedures, it is necessary. However, understanding what a digital certificate is for, its usefulness in services that require authentication and its relevance in terms of security, justifies why it is so recommendable.

If access to the digital certificate is lost, it is important to revoke it immediately to avoid possible fraudulent use and, subsequently, request the issuance of a new certificate.

The digital certificate is an electronic document that functions as a complete digital identity, backed by a certification authority. On the other hand, the electronic signature is a set of electronic data that serves to digitally authenticate documents and identify the signatory without necessarily certifying the identity. → Do you want to know how to choose the authentication methods We tell you in our article!

Yes, digital certificates have a validity period, which is usually between one and two years.