THE DIGITAL CERTIFICATE: ITS IMPORTANCE IN SPAIN FOR INDIVIDUALS AND BUSINESSES

The digital certificate is a fundamental tool in today’s society, especially in a country like Spain, where the digitalization of administrative and business services has gained crucial relevance, almost completely eliminating printed documents and paper processes that entailed many human errors and high handling and storage costs.

But what is the digital certificate? How does it benefit foreign individuals, Spanish citizens, and businesses? Why is its adoption essential in the digital era? How is it obtained? We will answer these questions in detail below.

What is a Digital Certificate?

A digital certificate is an electronic document-file that allows a natural person, legal entity, or entity without legal personality to be securely identified on the internet. In other words, it is a means that supports or confirms an identity (like an identity card as it contains information related to the holder) online, endorsed by authorized bodies.

This certificate is used to digitally sign documents and access various online services quickly and transparently, ensuring the integrity and authenticity of electronic communications.

There are different types of digital certificates (for natural persons, representatives of legal entities, etc.), with the most common being issued by the Fábrica Nacional de Moneda y Timbre (FNMT), although there are other recognized certification service providers in Spain such as Firma Profesional, Camerfirma, etc.

Benefits of the Digital Certificate

For individuals of Spanish nationality, non-Spanish nationals residing in Spain, and for companies (both domestic and foreign), this certificate is a key, essential, and invaluable tool. On one hand, it facilitates everyday life, and on the other, it optimizes professional operations and improves business competitiveness. Some of its major benefits include:

1. Access to Public Services: Individuals with a digital certificate can easily access various public services, such as those related to registration or enrollment in the municipal register (a mandatory administrative registry where residents of the municipality are listed, providing municipal services like transportation, healthcare, and schooling).
    Regarding the latter two services, citizens can use this document to access their medical records, schedule appointments with their primary care physicians, and carry out procedures related to social security. Additionally, they can enroll their children in schools and universities, and access various grades and other educational services online.
2. Document Management and Processing: With the digital certificate, individuals can electronically sign documents, facilitating management and enabling the completion of a wide range of necessary legal and administrative procedures, such as social security registration or handling traffic fines, without the need for physical presence (from home).
   Legal entities frequently use this certificate to digitally sign contracts and agreements, speeding up business processes and reducing costs associated with printing and mailing physical documents.
3. Tax Filing and Management: A very important point to highlight is that both individuals and legal entities can use the digital certificate to file their tax returns online, thus streamlining the process and ensuring compliance with their tax obligations.
4. Security: It allows individuals and companies to communicate securely with Spanish authorities and entities, ensuring the confidentiality and authenticity of their data. It also ensures that legal entities conduct internal communications securely, protecting sensitive and confidential information.
    The use of the digital certificate reduces the risk of fraud and identity theft, as it guarantees that electronic transactions are carried out securely.

It also promotes participation in digital democracy processes such as signing electronic petitions or participating in citizen consultations, allows for electronic invoicing, which is mandatory in many transactions with public administration and increasingly common in the private sector, enables companies to participate in public tenders and apply for grants electronically (which opens up new business and financing opportunities), and facilitates employee-related procedures efficiently and securely…

The Importance of Adopting the Digital Certificate

Observing the aforementioned benefits, one can conclude that adopting the digital certificate is not an option but is becoming an imperative necessity because:

• Efficiency and Productivity: Administrative and business processes using the digital certificate significantly increase efficiency and productivity, as they reduce waiting times and costs associated with in-person procedures.
• Regulatory Compliance: In many cases, the use of the digital certificate is mandatory to comply with current regulations. According to Law 39/2015, of October 1, on the Common Administrative Procedure of Public Administrations, the following are required to interact electronically with Public Administrations for any administrative procedure:
  • Legal entities
  • Entities without legal personality
  • Those who engage in a professional activity for which mandatory membership is required
  • Those representing an interested party who is required to do so
  • Public Administration employees
• Risk Reduction: The use of a digital certificate reduces the risk of errors in electronic transactions, protecting both individuals and businesses.
• Sustainability: Document digitization and the reduction of paper usage contribute to environmental sustainability, an increasingly important goal for governments and companies.
• Global Access: For foreigners and international companies, the digital certificate facilitates access to services and opportunities in Spain, promoting integration and economic growth.

How to Obtain a Digital Certificate

The process to obtain a digital certificate in Spain varies depending on the certification service provider. Below is the general process for obtaining a digital certificate from the FNMT, one of the most widely used providers:

• Online Application: The first step is to apply for the certificate through the FNMT website. You need to provide personal information and create an application code.
• Identity Verification: Once the application is completed, you must visit a registration office to verify your identity. This step is crucial to ensure the security and authenticity of the digital certificate.
• Certificate Download: After identity verification, you can download the digital certificate from the FNMT website. It is important to follow the instructions for correctly installing the certificate in your browser or on a secure device.
• Renewal: Digital certificates have a limited validity, usually between two and four years, so it is important to be aware of the expiration date and renew the certificate in a timely manner to avoid interruptions in its use.

At Settledown, depending on each client’s circumstances, we obtain these types of digital certificates as quickly as possible. If you have any further questions about these electronic means or have decided to obtain one, please do not hesitate to contact us.