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SignSafe

What companies use a handwritten signature on a phone for

SignSafe collects signatures from anyone, including foreign nationals, older people and people without a qualified signature: a phone, internet and a finger are enough, and signing takes a minute. From staff contracts and legal and financial documents to customer service and remote collaboration. Choose your scenario or industry and see what the process looks like.

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SignSafe is a tool for electronic document workflow and for collecting signatures from people who have no easy way to sign. Companies use it to sign PDFs remotely: staff and contractor agreements, legal and financial documents, customer consents, B2B and B2C relations and collaboration at a distance. The recipient signs with a finger in a browser, with no registration and no app.

What usually gets in the way

Documents for signature scatter across many channels at once

Some arrive by email, some on paper, some via a messenger. It is then hard to tell what is signed and what is still waiting.

Signing demands a physical presence the other side cannot provide in time

Employees, clients and counterparties are in the field, in another city or simply busy. Every office visit to sign delays the start of cooperation.

It is unclear which process to start digitising signatures with

Trying to change everything at once discourages the team. There is no anchor point: one document and one group of recipients for a trial.

What you get

One pattern

sending, signing on a phone, status and returning the document work the same in every scenario

No recipient account

the signer does not register or install an app

Documents in one place

signed files gathered in the account, each with its status

How it works

Choose a scenario

Staff contracts, legal and financial documents, customer consents, B2B and B2C relations or remote collaboration. We describe each of them below.

Upload a document or a template

Add a PDF. For recurring documents define a template and mark the fields the recipient completes.

Send to one or many people

Choose recipients from your contact list. One document can go to many people at once.

The recipient fills in and signs

They open the link in a browser, fill in the fields and sign with a finger on a phone, tablet or computer screen.

Track the status and collect the PDF

An email notification announces each new signature and the signed document is in your account at once. Through the API it can also return to your own system.

What you can do

  • Staff and contractor agreements, for example mandate contracts and declarations
  • Legal and financial documents, for example powers of attorney, consents, amendments and confirmations
  • Customer service in the medical and education sectors, for example patient consents or student agreements
  • Agreements and offer acceptances in B2B and B2C relations
  • Remote collaboration with counterparties, suppliers and subcontractors
  • Handover reports and documents signed in the field
  • Signing on a device at a point or on a courier's tablet for customers collecting in person

Who it is for

  • Companies wondering whether an e-signature will work in their sector
  • People responsible for documents in HR, sales, procurement or administration
  • Teams looking for the best first process to test during the free trial period

Common usage patterns: four situations, one process

Industries differ in their documents, but underneath four situations repeat. First: one person signing from afar, such as a client who has accepted an offer. Second: many people signing the same document, such as rules for a whole team or an amendment for a group of suppliers. Third: a document with fields to complete, such as a handover report with a date and remarks. Fourth: signing in the field, when the recipient is on site, on the road or at the client’s.

Each is served by the same process: sending, a finger signature on the screen, status and return of the finished PDF. Only the documents differ, and whether you connect SignSafe to your own system. See what sending a document for signature looks like.

How to choose a SignSafe feature for your scenario

A signature from SignSafe satisfies the written form and does not replace a notarial deed. Where a qualified electronic signature is required (the electronic form under Art. 78¹ of the Civil Code), we can connect one in SignSafe as a separate feature.

Use cases by industry

The pages below describe typical documents and processes in each sector as examples of use. Customer reviews appear only where we have them: staffing agencies, real estate, restaurants and transport.

Which industries have legal opinions

For some sectors we have separate legal opinions that you can download and read in full. These are summaries of opinions, not legal advice; if in doubt, consult a lawyer.

  • Healthcare: a 2024 legal opinion of Gałecki and Associates for medical facilities. A signature in SignSafe satisfies the written form that the rules for medical facilities generally require. Opinion: medical facilities (PDF, in Polish).
  • Real estate: a 2024 legal opinion on brokerage agreements, which require written or electronic form on pain of nullity. An agreement concluded in SignSafe meets the form requirement. Opinion: brokerage agreements (PDF, in Polish).
  • Staffing agencies: a 2021 legal information note from Gałecki and Associates on contracts with employees and foreign nationals. It also lists caveats, such as confirming an employment contract to the employee before work starts.

The basis for all these pages is the 2023 opinion on the handwritten signature, and the possibility of forensic verification is described in the 2024 graphology opinion. All opinions are available for download on the legal security page.

An example of an API implementation: in the R2T implementation, SignSafe handles the signing of contracts with temporary workers (contrat de mission) and with the agency’s clients (contrat de mise à disposition), integrated with a dedicated system for running a staffing agency.

Four ways to sign across use cases

Whatever the industry, all you need is a PDF document and a person who has to sign it. SignSafe offers four ways to sign: e-mail with a one-time code, no password; e-mail with an account password; signing on a device at a point with no login; and signing on a courier's or supplier's tablet. You can also prepare a document as a template with fields for the other party to fill in. These are examples of use.

Bulk signing: if you sign many documents, you select the ones you want and sign them all at once. It helps wherever one person has many documents to sign.

Features shared by every industry

Whatever the industry, the same elements work: templates with fields filled in by the other party (PESEL, today’s date, a chosen date, numbers, text), bulk signing for people with many documents, a copy of the signed PDF for the sender and every signer, and the observer role: a person who sees the document and receives notifications but does not sign. Reminders are manual; there are no automatic ones.

Security and legal basis

Documents and signers’ data are stored on servers in the European Union (OVH hosting).

For business customers we conclude a data processing agreement.

A signature in SignSafe is a handwritten signature and, according to the legal opinion of the law firm Gałecki and Associates of 21 August 2023, satisfies the written form requirement, with the option of graphological verification (opinion of Pracownia Grafologiczna, 2024).

It does not replace a notarial deed and does not compete with the qualified signature. Where a qualified electronic signature is required (the electronic form under Art. 78¹ of the Polish Civil Code), we can connect one in SignSafe. This is a summary of an opinion, not legal advice.

Legal and handwriting-expert opinions

Legal and handwriting-expert opinions to download

Gałecki and Associates, legal adviser Tomasz Gałecki · 21 August 2023

Legal nature of a signature placed by hand on the touch screen of an electronic device

A signature placed in SignSafe is a handwritten signature, and a declaration of intent signed in the app meets the requirements of written form. If the signature did not qualify as handwritten, the declaration is still valid in documentary form. In legal effect it is equivalent to a qualified electronic signature: both preserve written form.

Download the opinion (PDF)

Pracownia Grafologiczna, forensic document and handwriting examiner · 29 August 2024

Feasibility of comparative examination of handwriting produced with SignSafe

Signatures placed in SignSafe allow forensic comparative handwriting examination, ending in non-categorical (typifying) conclusions and in both non-categorical and categorical elimination conclusions. As with any evidence, these are subject to free evaluation. Limitation: certain motor features (such as pressure and tempo) cannot be verified. The expert recommends full-form, legible signatures with first name and surname.

Download the opinion (PDF)

Gałecki and Associates, legal adviser Tomasz Gałecki · 25 August 2024

Using the SignSafe app in medical facilities

Rules for medical facilities generally require declarations of intent in written form (for example consent to a higher-risk procedure or a contract for healthcare services). A signature in SignSafe is a handwritten signature and the declaration meets the requirements of written form. The app can be especially useful when keeping medical records in electronic form.

Download the opinion (PDF)

Gałecki and Associates, legal adviser Tomasz Gałecki · 18 July 2024

A handwritten touch-screen signature for real-estate brokerage agreements

A real-estate brokerage agreement requires written or electronic form on pain of invalidity. A signature in SignSafe is a handwritten signature, and a brokerage agreement concluded by the parties using the app meets the form requirement.

Download the opinion (PDF)

Gałecki and Associates, attorney Mateusz Potocki · 14 June 2021

Legal note: concluding employment and civil-law contracts with foreigners through the SignSafe app

There are no obstacles to concluding employment and civil-law contracts through SignSafe with Polish citizens and with foreigners whose status is equal as regards the right to work: the signature has the features of a handwritten signature and meets written form. Caveats: the employer should confirm in writing to the employee the fact of the contract and its terms before the employee starts work; authorities (work or residence permits, labour inspections) may read written form as a paper document; a foreigner must be given a translation of the contract.

Download the opinion (PDF)

legal analysis prepared for SignSafe · 2020

SignSafe and telecommunications law and labour law

A telecommunications service contract can be concluded in written, electronic or documentary form, and SignSafe can meet the durable-medium requirement; verifying the subscriber’s identity is a separate requirement. In labour law an employment contract requires written form and a SignSafe signature is handwritten; electronic employee records must be digitally reproduced and bear the employer’s qualified signature or seal, which SignSafe does not provide by itself.

Download the opinion (PDF)

The opinions are in Polish. Summaries are a translation of their conclusions, not a legal opinion.

They trust us

Companies from many industries use SignSafe: from staffing agencies and real estate to catering, transport and medical services.

Customer reviews

“SignSafe has significantly improved how we sign contracts with employees and clients. Because documents can be signed remotely, with no need to come to the office in person, recruitment and hiring have become more efficient and less time-consuming. The tool is fully compliant with legal regulations, which gives us confidence that all contracts are fully binding. It is an ideal solution for the temporary-work industry, where operational efficiency is crucial.”
Michel T.R2T — temporary employment agency
“With SignSafe we can sign real-estate brokerage agreements and reservation agreements with clients remotely, which speeds the process up considerably. Confirming terms with prospective buyers is quick and convenient, even with people abroad. It is one of the few tools that lets you sign a reservation agreement online, removing the need for in-person meetings.”
Dorota R.Property Gold — real-estate sales agent
“SignSafe has revolutionised how we manage documents in our restaurant. Suppliers can sign contracts and orders remotely, which greatly speeds up procurement. Employees easily accept schedules and regulations, and clients sign reservation and event agreements online, saving time and making things more convenient for everyone.”
Kamila F.Restauracja Mimosa — catering and restaurant business
“SignSafe has simplified our processes by letting drivers sign contracts and protocols remotely, without unnecessary trips to the office. Clients also sign contracts online, which speeds up formalities and makes things more convenient for both sides.”
Wiktoria K.Inter-Trans — transport company

Reviews are translated from Polish.

See also

Temporary staffing agenciesReal estate brokerageHospitals and medical facilitiesEducation and trainingDocuments in the legal sectorStartups and tech companiesProperty developersFreelancersSuppliers and counterpartiesDesign and engineering firmsFinishing contractorsCustomer agreements and financial servicesTransportRestaurants and cateringOther industries

Frequently asked questions

What can SignSafe be used for?

For remote signing of PDF documents: staff and contractor agreements, legal and financial documents, customer consents, B2B and B2C agreements and documents signed in the field. The signature is added with a finger on the screen.

Does the signer need an account?

No. The recipient opens a link in a browser, fills in the fields and signs. They do not register or install an app.

Does SignSafe suit my industry?

Probably, if your documents are PDFs and the written or documentary form suffices. You will find examples for 15 sectors below, and if you do not see yours, look at the page on other industries.

Does SignSafe work with a qualified signature?

Yes, as a separate feature. SignSafe’s own signature is a handwritten signature that satisfies the written form and has the same effect as a qualified electronic signature (G&A opinion, 2023), though it is not one. Where the electronic form under Art. 78¹ of the Civil Code is required, we can connect a qualified electronic signature in SignSafe. SignSafe does not support notarial deeds.

Can I send one document to many people at once?

Yes. A document can be sent to one or many people at once from your contact list, and the status of each signature is visible in real time.

How do I connect SignSafe to my system?

Through the API. The document leaves your system and the signed PDF returns to the right customer, employee, lead or project record. Scope and pricing are agreed individually.

How much does SignSafe cost?

The standard plan costs PLN 69 net per month and includes full access and 1 GB for documents. There is a free trial period at the start and you can cancel at any time.

What ways of signing does SignSafe offer?

Four: e-mail with a one-time code and no password, e-mail with an account password, signing on a device at a point with no login, and signing on a courier's or supplier's tablet. The scope depends on the type of document; if in doubt, consult a lawyer.

Can I sign many documents at once?

Yes. You select the documents you want to sign and sign them all at once. We do not state a limit on the number of documents.

Can I add a person who only sees the document?

Yes. An observer does not sign or send the document but sees it and receives notifications, for example accounting, HR or a lawyer.

Updated: 2026-10-05

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