To further simplify merger control procedures and in line with its overall digital strategy, the European Commission has published a number of revised legal texts, including one that will make electronic transmission of electronically signed documents the default method from 1 September 2023. Read on to find out which e-signature solution law firms are equipping themselves with now, and what they need to be aware of.

EU Digital Strategy: Expanding opportunities for signature services

After the Unified Patent Court recently made the use of electronic signature products mandatory, giving a boost to qualified e-signatures beyond the EU’s borders, the European Commission is now following suit. In the wake of the EC Merger Regulation, several texts have been re-published – one of which lays down formal requirements and technical specifications. giving qualified electronic signatures  special status in the areas of competition and antitrust law.

QES now the rule, not the exception

As of 1.9.2023, documents can only be sent in electronic form via EU Send (also known as eTrustEx), a web-based platform for secure data exchange between the Commission’s GD COMP and external stakeholders. Documents must be provided with a qualified electronic signature (QES) to ensure authenticity and integrity – this is a signature that can only be provided by certain providers and replaces the handwritten signature throughout the EU.

TRUST2GO suitable signature product

We have taken a closer look at the requirements for you. Unlike the Unified Patent Court, DG Competition does not require specific hardware, does not distinguish between authentication and signature certificates, and does not maintain its own list of providers. The requirements for the signature solution and the technical specifications are very precise and are fully met by our Cloud TRUST2GO®.

Goodbye “Wet ink” signature

With TRUST2GO, you can electronically sign your PDF files in a way that replaces the written form; beyond competition law and eTrustEx, there are numerous exciting applications – no limits to your personal digitisation strategy!

How do I get my QES electronic signature?

The easiest way to request individual accounts is here. In case of larger demand (10 signers or more), please contact us early to prepare a batch order.

You will then be invited by mail to participate in a video identification via our German provider- qualified signatures can only be provided after an identity check to prevent misuse.

You can complete the video call Monday through Sunday, 7:00 am to 10:00 pm Berlin Time without an appointment. Please have a valid passport or ID card ready and provide adequate lighting.

Following the successful identification, we will notify you about the activation. The solution is 100% cloud-based – so waiting for mail, bulky card readers, and compatibility issues don’t have to be a headache.

I am a US citizen, resident in Germany, our office is in Stockholm and I currently reside in Amsterdam…

…Our signature certificates are issued on the basis of the EU eIDAS regulation and are not restricted to certain citizenships. The European Commission documents we analysed in this case also remind of an important general principle: thanks to the cross-border recognition of qualified trust services, you are not limited to your place of business when choosing your provider. It doesn’t matter where you live or where you are: the service is cloud-based and doesn’t need to be delivered by post; video identification supports ID documents from over 100 countries. Click here for the latest list

I already have a GLOBALTRUST UPC bundle.

Then you do not need to request a separate TRUST2GO account. A qualified electronic signature is already included in your bundle. Hint: Many of our existing customers only obtained an authentication token without signature properties. In this case, you need to upgrade – If you are unsure, please contact us at any time.

How can I check that my signature will be accepted by the Commission?

For signed documents, the following test page is available for demo purposes
You can download a signed test document here

For signature certificate the following test page is available for demo purposes
You can download a certificate here

Test service of the TKK/RTR (supervisory authorities for signature services established according to eIDAS-VO): https://www.rtr.at/TKP/was_wir_tun/vertrauensdienste/Signatur/signaturpruefung/Pruefung.de.html

Our entry on the list of approved trust service providers:
https://esignature.ec.europa.eu/efda/tl-browser/#/screen/tl/AT/5

User instructions for signing MS-Office documents using our UPC token (Summer release) through the AATL certificate.

Status: May 05, 2023

1 Basics

1.1 Goals of this document

A step-by-step guide to signing MS Office documents. By signing an MS-Office document, other users can no longer edit the final document. Otherwise the document is considered invalid.

2 Short version

Procurement of suitable certificate

The following product type of our UPC tokens allow MS-Office documents to be signed.
✓ UPC Bundle (Summer Release)

The following product types support the signing of MS-Office documents.
✓ COMPANY
✓ SIGNATURE
✓ AUTHENTICATION

✓ An overview of all products can be found here

Note: Your MS-Office document must have a compatible file format. If the current file format of your MS Office file is not compatible, you will be prompted to save the document in a different format. Please follow this prompt. Otherwise you will not be able to sign the document.

Protect document

✓ Select “File” → “Information” → “Protect document” → “Add digital signature”.
✓ In the new window that appears, select the type of commitment under “Type of commitment”, specify the purpose of the signature and select the certificate under “Change…”.
✓ Under “Details” you can add further information about the signer. To add the signature click on “Sign”.

3 Documentation in detail

3.1 Sign MS-Office document

Note: For this process you have to attach your UPC token to your PC.

Click on “File”

Legend:

1. On the top left corner click on “File”

Add digital signature

Legend:

1. Click on “Info” on the left Sidebar → “Protect Document” → Click on “Add a Digital Signature”

Type informations of the signature in

Legend:

1. Choose a “Commitment type”
2. Type the “Purpose for signing this document” in.
3. If you click on the “Details” button you can add more Informations about the signer
4. Choose your certificate after clicking on “Change…”

Password query of the upc token

Legend:

1. Type in your password of the UPC-Token

Signature confirmation

Legend:

1. Click on “Ok” to complete

After a digital signature, the document is protected from any processing or manipulation. If the file is edited after a signature, the document becomes invalid! You can find more information about digital signatures in MS Office documents here.

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User guide for signing and encrypting emails using the GLOBALTRUST UPC token V2.0 (issued from May 15, 2023) in Microsoft Outlook.
As of May 9, 2023

1 Basics

1.1 Goals of this document

A step-by-step guide on how to add the certificate in Microsoft Outlook to sign and/or encrypt emails.
These instructions were created for Microsoft Outlook 2016 

1.2 Procurement of suitable certificate

The following product type of our UPC token supports the signing and encryption of emails
✓ UPC-Bundle (V2.0 issued from May 15, 2023)
✓ UPC-Token (V2.0 issued from May 15, 2023)

Folgender Produkttyp unserer UPC-Token unterstützt das Signieren von E-Mails
✓ UPC-Bundle (V1.0 issued before May 15, 2023)
✓ UPC-Token (V1.0 issued before May 15, 2023)

Note: A subsequent upgrade is not possible.

The following additional product types also support the signing and encryption of e-mails:
✓ COMPANY
✓ SIGNATURE
✓ AUTHENTICATION

✓ An overview of all products can be found here here
✓ General information about the GLOBALTRUST UPC Bundle/Token can be found here
✓ General information on signing and encrypting e-mails can be found here

2 Short version

Adding the certificate in Outlook

✓ Click under “File” → “Options” → “Trust Center” → “Trust Center Settings”.
✓ In the newly appeared window under “E-Mail Security” → “Settings” click to set up a new security settings profile
✓ Enter any name for the security setting, then click on the required certificate via “Signing certificate” and “Encryption certificate” under “Choose…”. (If the certificate is not displayed immediately, click on “More options”)

Signing emails

✓ Click “New E-Mail” at the top left. Under “Options” click on “Sign”.
✓ Enter recipient, subject and message if necessary. Send.

Encrypting emails

✓ Add the recipient to the address book. (If already done skip this point)
✓ Click “New E-Mail” at the top left. Under “Options” click on “Encrypt”.
✓ Enter recipient, subject and message if necessary. Send.

Note: With S/MIME encryption, both communication partners require a suitable certificate.

Sign and encrypt emails

✓ Add the recipient to the address book. (If already done skip this point)
✓ Click “New E-Mail” at the top left. Under “Options” click on “Encrypt” and “Sign”.
✓ Enter recipient, subject and message if necessary. Send.

Note: With S/MIME encryption, both communication partners require a suitable certificate.

3 Detailed documentation

3.1 Step I – Adding the certificate in Outlook

3.1.1 Open settings

Click on “File”

Legend:

1. Choose “File”  

Click on “Options”

Legend:

1. Click on the left side bar at the bottom on “Options”

3.1.3 Enter the Trust Center

Trust center

Legend:

1. Click on “Trust Center”.
2. Open “Trust Center Settings”.

3.1.4 Open Security Profiles

Open email security settings

Legend:

1. Click on “Email security”
2. Under “Encrypted email messages” click on “Settings”.

3.1.5 Choose certificate

Requirement: UPC token must be plugged in!

Change security settings

Legend:

1. Set “Security Settings Name”.
2. Select “Default Security Setting for this cryptographic message format”.
3. Select “Signing Certificate” by pressing “Choose…”
4. Select “Encryption Certificate” by pressing “Choose…”
5. “Send these certificates with signed messages” → “OK”

3.1.6 Enter password of the UPC-Token

Legend:

1. 1. Type password in →  Click on “Login”.

3.2 Step II – Signing Emails

3.2.1 Create a new email draft

Requirement: UPC token must be plugged in!

Write new E-Mail

Legend:

1. Click on “New Email”

3.2.2 Sign and send the email

Sign and send the email

Legend:

1. “Options” → Click on “Sign”.
2. Type in the receiver, subject and the message
3. Send your mail.

3.2.3 Enter password of the UPC-Token

Legend:

1. 1. Type password in →  Click on “Login”.

3.3 Step II – Encrypting Emails

3.3.1 Add a new contact to the address book

Note: If you want to send an encrypted message to the contact, they must be in your address book.

Open “People” and create a new contact

Legend:

1. 1. “People” → “New Contact”

Enter contact details and save

Legend:

1. 1. Type in Name 
   2. Type in E-Mail address 
   3. Click on “Save & Close”

3.3.2 Create a new email draft

Requirement: UPC token must be plugged in!

Write new E-Mail

Legend:

1. 1. Click on “New Email”

3.3.3 Encrypt and send email

Legend:

1. “Options” → “Encrypt”
2. Type in the receiver, subject and the message
3. Send your mail.

3.3.4 Enter password of the UPC-Token

Legend:

1. 1. Type password in →  Click on “Login”.

3.4 Step II – Signing and encrypting emails

Note: If you have not yet added the contact you want to send the encrypted message to in your address book, go to 3.3.1 Add new contact to address book

3.4.1 Create a new email draft

Requirement: UPC token must be plugged in!

Write new E-Mail

Legend:

1. Click on “New Email”.

3.4.2 Send signed and encrypted email

Legend:

1. “Options” → Click on “Sign” and “Encrypt” 
2. Enter recipient, subject and message if necessary.
3. Send e-mail.

3.4.3 Enter password of the UPC-Token

Legend:

1. 1. Type password in →  Click on “Login”.

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Cyber attacks on companies and public authorities usually begin unspectacularly – with an e-mail. Malware is used to introduce computer viruses into the IT system with the aim of extorting a ransom or committing industrial espionage or data theft. Employees are often not to blame, as phishing attacks are becoming increasingly sophisticated. Anyone who wants to get a grip on the security of their digital business communications therefore has no choice but to implement measures such as e-mail encryption and e-mail signatures. Exactly our topic – we have a special offer for companies and law firms that are preparing for their activities at the Unified Patent Court of the EU and rely on the services of GLOBALTRUST.

The total damage caused to companies each year by opening infected attachments or clicking on links runs into hundreds of billions across Europe. Not to mention the loss of image and trust. And computer crime is still on the rise. As an experienced signature provider and provider of qualified trust services, GLOBALTRUST can help ensure the protection of your e-mail communication.

Free additional function for newly issued GLOBALTRUST UPC products

Just in time for the launch of the EU’s Unified Patent Court (UPC), we have a top offer for IP attorneys and all parties who need reliable authentication in court to manage innovations and intellectual property: When you place a new order for a GLOBALTRUST UPC product, we will activate the functions “e-mail signature” and “e-mail encryption” for you free of charge.

E-mail communication: Are you really safe?

The virus scanner works, spam protection and firewall are activated, your company feels safe? You think your systems are protected against external attacks? And anyway: Who cares about your data?
Sorry to say, but most likely you are misjudging your situation. Phishing attacks, identity theft and malware – cybercrime is becoming more and more sophisticated and it is becoming more and more difficult for your employees to distinguish fake e-mails from real e-mails or to identify false senders.
You can only protect your own business and your partners with additional measures, like signature and encryption.

Go for prevention with email signatures!

An electronic signature appended to an e-mail ensures its authenticity, i.e. it serves as proof of origin: it is a matter of verifying the identity of the sender. An unbroken signature further proves that the message has not been intercepted and tampered with on its way, thus ensuring its integrity. As a result, it is no longer possible to fake a sender or alienated content.
In this context you can also read about the fraud scam Fake-President-Fraud/CEO-Fraud and how you can take precautions with our product GLOBALTRUST COMPANY by creating forgery-proof, digital business cards for your employees.

Email encryption, professional secrecy and GDPR

We know that more than half of all companies and organizations don’t do it (yet), but we strongly recommend it: use email encryption to protect your electronic communications. It ensures confidentiality, preventing sensitive data, trade secrets and valuable information from being read. A digitally encrypted message can only be opened by recipients who have the appropriate key.
You can combine email encryption and email signature, but you can also use them independently.
If files are exchanged by e-mail, data protection and professional secrecy are sometimes at stake. Encryption of data is a suitable means according to the GDPR and can help to avoid corresponding liability traps due to data leaks.

Padlock: S/MIME technology

At GLOBALTRUST, we rely on S/MIME (Secure/Multipurpose Internet Mail Extensions), a standard procedure that can be used for e-mail encryption and e-mail signatures.
S/MIME is based on an asymmetric encryption method. This means that, in contrast to symmetric encryption, users do not share a common secret key (private key); instead, each user uses his or her own key pair, which consists of the private key and a public key.
S/MIME is a technically mature process in which a clear text piece of information (plaintext) is converted into an unreadable counterpart (cipher text). The cipher text can only be made readable again with the aid of a suitable key. In the case of GLOBALTRUST UPC products, the matching key is located on a secure smart card integrated in a USB token. In addition to protection by means of a password, the key is also non-exportable and can be physically locked away.

Low barriers for introducing S/MIME

Due to the low costs, the simplicity and the widespread availability of e-mail programs that support S/MIME by default, we believe investments in e-mail security are extremely attractive. We are happy to inform you about the appropriate GLOBALTRUST products.

The following product type of our UPC tokens supports the signing and encryption of e-mails
✓ UPC bundle (V2.0 issued as of 15.5.2023)
✓ UPC token (V2.0 issued as of 15.5.2023)

The following product type of our UPC tokens supports the signing of e-mails
✓ UPC bundle (V1.0 issued before 5/15/2023)
✓ UPC token (V1.0 issued before 15.5.2023)

Note: A subsequent upgrade is not possible.

The following additional product types also support signing and encryption of e-mails:
✓ COMPANY
✓ CLIENT

✓ An overview of all products can be found here
✓ General information about the GLOBALTRUST UPC Bundle/Token can be found here

Get your GLOBALTRUST UPC-Token now

More features, same price!