If you live in Spain, you should really consider taking the time to acquire a digital ID. It gives you the ability to complete important applications and handle certain legal procedures from wherever you are, which is especially convenient during this time of social distancing and fluctuating office hours.
In the past, the only way to take care of certain kinds of legal paperwork—such as filing tax returns, registering as an autónomo (freelance worker), applying for a grant or financial assistance, among other things—was to make an appointment with a government office, and go wait in a long line.
Even before the global pandemic struck, the local and regional governments were already shifting some legal processes online in an attempt to make all this papeleo (paperwork) more efficient. Since March of this year, certain procedures have been possible exclusively online, as many government offices have been closed or were operating on extremely limited schedules during the quarantine. People without a digital ID were left in the unenviable position of being unable to take care of fairly routine procedures. Moving forward into the “new normal,” having a digital ID is the smart choice to avoid getting stuck.
Admittedly, the process of getting one can be confusing. The websites are glitchy, there are specific technical requirements to keep in mind, and it requires a physical appointment to complete the process, but once you’re finished with these initial steps, you’re good to go for at least the next couple of years. And, if you happen to be reading an article written by someone who went ahead and did all the research for you, you’re already way ahead of the game.
Important: Before you can get a digital ID, you’ll first need to obtain a NIE (número de identidad de extranjero), which is a national identification number for non-Spanish residents. This is not the same thing as a social security number. For more information on how to get a NIE, check out our article for guidelines on how to do it yourself, or you can contact a company that specializes in helping foreigners get their papers in order.
Once you have your NIE, you’re ready to move on to the digital world of identification.
What Is a Digital ID?
A digital ID is a unique, specific digital signature issued by a certification authority which allows you to carry out certain legal procedures online, and can take various forms, including a digital certificate. To public and government institutions, signing a document using your digital ID carries the same legal weight as a document you sign by hand. Specifically, as defined by the Generalitat de Catalunya’s website: “The advanced electronic signature is a cryptographic mechanism that guarantees the recipient the origin and integrity of the document sent by the issuer. The encryption of the information ensures that it has not been manipulated by third parties before reaching its recipient. The use of the advanced electronic signature guarantees that the credentials used are legitimate and determine the will of the signatory.”
The digital ID is a specific encrypted document that has to be generated by a secure electronic identification device authorized by article 24.3 of Spanish law 59/2003. It is not the same thing as a self-generated electronic signature such as the kind that can be created using Adobe software, for example. These Adobe-type signatures are not accepted as legally binding by Spanish public or government entities.
Is There More than One Kind of Digital ID for Private Individuals?
Spanish citizens can get an electronic DNI, or DNIe. If you eventually become a Spanish citizen, you will be given an envelope with a PIN number that corresponds to your DNIe when you are issued your official identity card. In order to use the certificate associated with your DNI, you’ll need to download a specific application from the government’s website. The certificates have to be renewed every five years, which can be done at most Spanish National Police stations.
Both Spanish citizens and non-Spanish legal residents (that’s probably you) may also choose from any one of the following digital options:
- A digital certificate from the National Currency and Stamp Factory (FNMT), or Spanish Royal Mint. This type of certificate can be obtained by individuals as well as legal entities and their representatives, and is one of the most widely accepted types of digital ID. It is not just a digital signature or a password—it is a unique encrypted certificate with a serial number that must be stored in one place (more on that later) and is recognized by all Spanish government entities and public institutions. It expires after two years, and has to be renewed, which involves paying a small fee.
- The Cl@ve system. This is a cloud-based electronic password system that issues permanent (Cl@ve Permanente) and temporary single-use (Cl@ve Pin) passwords via SMS and the Cl@ve mobile application. As the electronic certificates are stored by the public administration and accessed using the aforementioned passwords, they can be used anywhere that has an internet connection, without having to access a specific computer. This system is exclusively available to physical persons acting in their own name, not to legal entities or their representatives. It is recognized by nearly all Spanish government entities and public institutions.
- The idCat is a digital certificate with the same concept as the FNMT certificate but is issued by the Consortium of Open Administration of Catalunya. It only works within the confines of Catalunya and only applied to legal processes involving the Catalan government. Renewal involves a small fee.
- The MobileID is another form of identification that, as its name implies, is tied to your mobile phone and functions via SMS validation. It is an application available on GooglePlay and the Apple AppStore—it is not an encrypted certificate that needs to be installed. This system only allows for the representation of legal persons and is valid only for procedures with the Barcelona City Council. It expires after five years, but it is free to renew online.
Though it may seem redundant to have so many different types of official digital forms of identification, the MobileID and Cl@ve PIN are useful in the event that you need to take care of something—such as paying a traffic fine while traveling—and don’t have access to the specific computer that stores your digital certificate.
How Do I Get a Digital Certificate from the FNMT?
Go to the Fábrica Nacional de Moneda y Timbre (the National Currency and Stamp Manufacturer, or the Royal Spanish Mint) website and click on “Ceres” in the menu bar at the top of the page. This will lead you to a welcome page with downloadable PDF instruction manuals (in Spanish) detailing how to create or renew your digital ID. Click on the button “Obtenga/Renueva su Certificado Digital.” You can then plug the entire link of the following page into Google translate, like this, to get the English translation.
The following pages allow you to choose what type of certificate (physical person or representative), and to fill in your personal information including your NIE and contact information.
In order to obtain the certificate, you have to check your email for a verification code, and bring that code along with a photo ID to a public administration office (appointment required), such as your local tax office or city hall. Some of these offices are closed or have restricted hours due to the coronavirus pandemic, but even in non-COVID-19 times, you usually need to make an appointment in advance.
After going to your appointment, you’ll receive a link via email that will allow you to download the certificate. That email is set to expire in a relatively short period of time, so it’s best to take care of the downloading and installation of the certificate as soon as possible. The password you create for your certificate will also be required if you want to install the certificate on other computers or use it with other internet browsers, so make sure to write it down somewhere.
Things to Keep in Mind before Installing Your Digital Certificate. No, Really.
Even though a digital certificate is probably the most widely-accepted type of digital identification, it is also one of the most finicky. It is vital that you read the technical requirements and suggestions on the government’s website before attempting to create, install, or use it.
Internet Explorer, or an older version of Firefox are the internet browsers that tend to work best. Safari, Chrome, and more recent versions of Firefox will produce an error message. This link will allow you to test whether or not your browser is compatible with the digital certificate. You must also have Adobe Reader installed on your computer.
If you have a virus scan or other similar security measures in place, you may have to disable it before your computer recognizes the certificate.
The certificate must be installed from the same computer, browser and user which you used to fill out your initial application, and any legal procedure using the certificate must be executed from that same system. After installing the certificate, do not make any changes or upgrades to your computer’s operating system or browser, or the certificate will not work. No personal data on the certificate can be modified after it is issued,
Be sure to make a security copy of your digital certificate after it has been installed, so that you can later install it on additional browsers and/or transfer the certificate to other machines if needed. If you buy a new computer, your digital ID will not be automatically transferred to your new computer like a software program would be.
The expiration date of your digital certificate depends on what kind of certificate you get (individual or legal entity). Individual certificates must be renewed every four years, whereas a legal entity must renew every two years. Renovation must be applied for to the same certification authority—for example, the tax office—that provided the original document. The renovation must be solicited 60 days before the original certificate expires; otherwise, you’ll have to start the process all over again.
If you have to replace or renew your DNI or NIE for any reason, you will also have to start from zero and apply for a new digital certificate.
The law governing digital certificates states that private individuals have to have their identity confirmed a minimum of once every eight years, so while the first renewal of the certificate may be done online, the second one requires an in-person appointment. Instructions on how to renew a digital certificate are on the Spanish Royal Mint’s website.
How Do I Get a Cl@ve PIN?
You can apply online (no certificate required), register with the system using a DNIe or previously-installed FNMT digital certificate, or apply in person.
The online application is made through the website of the tax office (Agencia Tributaria). You will have to provide personal information such as your DNI or NIE, as well as a bank account number. You will then receive a secure verification code at the address that the tax office has on file for you.
Then go back to the website, click Register in Cl@ve with electronic certificate or DNIe, where the system will ask for more personal data, including an email address and a mobile phone number.
The system will ask for your NIE or DNI, its expiration date and will ask you to create an access code. Click on “Get PIN,” which will send a PIN number to your phone via SMS, or obtain your PIN via the Cl@ve PIN mobile app. This message must be opened within 24 hours, or you will have to start the “Get PIN” part of the process again.
Occasionally the Cl@ve system may request an additional security verification sent via SMS or via the app to your mobile device.
Once you are registered in the system, you can receive single-use PIN numbers via SMS or the mobile app each time you need to sign a document or carry out a legal procedure. This PIN must be used within 10 minutes, otherwise a new one must be requested. One benefit of this system is that once a PIN is used, it expires, which makes it very secure.
The Permanent Cl@ve system is only recommended if you sign government documents with great frequency. The Cl@ve Permanente is based on the use of a user code, your DNI or NIE, and a permanent secure password that is established in the activation process.
Whether you use the Cl@ve PIN or the Cl@ve Permanente system, the certificate that is issued to you is unique, but is not required to be installed on your computer in the same way as the FNMT certificate. It is stored by the General Directorate of Police, together with the Social Security Informatics Management (GISS). The certificate is associated with the physical copy of identification you used to register, such as your NIE or DNI. The expiration of these documents means that the certificates associated with them will also expire and have to be renewed via the same process, but a request for a duplicate copy of these documents due to loss or theft does not mean you will have to start the process over.
How Do I Get an idCat?
The idCAT digital certificate is issued by the Consortium of Open Administration of Catalunya, and can be obtained in two ways:
- Through the idCAT website. Once you have entered the necessary data into the application form, the system will inform you of the idCAT registration entities offices where you must validate your application in person within 90 days in order to complete the process.
- In person: You can make an appointment at any idCAT registration entity, where you can fill out the application in person and validate your identity.
In both cases, additional instructions will be given to you by the person who helps you at your appointment. Your certificate will be sent to you via a download link that will allow you to install your encrypted certificate, similar to the process of installing an FNMT digital certificate.
The idCAT system also offers a second kind of identification option—not a digital certificate—called the idCAT Mobile. It is an electronic signature mechanism that sends a temporary password via SMS and is recognized by most Catalan government administrations.
You need to provide a photo ID, an email, and a mobile number, as well as a public health card from CatSalut or a MUFACE card in order to register online. If you don’t have one of these two forms of identification, you can also fill out the application in person at city hall or citizens’ service offices.
When using the idCAT Mobile system, you have to provide the ID number (passport, NIE, DNI) and mobile number you provided when you registered with the system. Once this data is confirmed you will receive a password via SMS which will allow you to identify yourself in a legal context when dealing with Catalan government institutions.
How Do I Get a MobileID?
This one is relatively simple. You can download the application from Google Play or the Apple AppStore, or go to the Barcelona local government’s website. You will then have to make an appointment with city hall in order to prove that you are who you say you are. When you make the appointment, the system will confirm what kind of identification you should bring with you.
At the time of the writing of this article, the department that handles these kinds of appointment requests is operating under limited schedule due to COVID-19 prevention measures, but information and updates are available on the MobileID information site.
What Other Kinds of Legal Entities Can Request Digital IDs?
You may have noticed that the description of each form of identification mentioned individuals as well as legal entities. Some digital IDs, such as the FNMT-issued digital certificates and the idCat, may be used to accredit authorization to represent a group or entity, including corporations and non-profit organizations.
The simplest and most common type of digital certificate is an individual certificate that allows you to identify yourself in a legal context. According to the Generalitat de Catalunya’s website, additional types are:
- A person linked to an organization without the capacity to represent it. The identified person belongs to a professional group and/or business and can act in his or her own name but cannot take legal action in the name of the group or company.
- A person linked to an organization with representation capacity. The identified person belongs to a professional group and/or business and can act on behalf of the group or company in legal matters.
- A separate legal entity. The identified person belongs to a professional group and/or business and is identified as the group or company itself; for example, a sole proprietorship. In this case, the entity should have its own legal ID number (a NIF), separate from your NIE, DNI or passport number.
Why Choose One Kind of Digital ID Over the Other?
It depends on what kind of online procedures you think you’ll need to take care of in the near future. I would personally recommend installing some form of encrypted digital certificate on a secure home computer, as certain types of legal procedures only accept this form of digital identification, as well as one of the more flexible mobile apps in case you need to take care of simpler procedures at home or on the go.
I know that this whole process seems like a hassle—but just imagine how much more of a hassle it would be if you took the time to get your digital certificate from the FNMT while struggling through the confusing website and the unfamiliar Spanish technical terms, and then, because you didn’t know any better, you upgraded your browser and the certificate stopped working?
Yes, that was me back in 2014.
You’re welcome.