Tràmits Gencat security policy is based on various levels of authorization necessary in order to use each of the various services it provides. It also allows users to track their actions.

An individualized security policy applies to each service and/or procedure depending on its characteristics.

Levels of identification at Tràmits gencat
The Virtual Procedures Office requires different levels of identification depending on the degree of security required for each type of procedure or action:

  • Procedures and actions that do not require identification 
    These procedures and actions do not require you to identify yourself in advance. The information given in your application is sufficient in these cases. 
    Even if a procedure does not require you to identify yourself, you can still do so, and your personal data will be automatically entered in the form’s corresponding fields. Your personal data is taken from the information you have provided in My folder, specifically in the Personal Data section of the Customize page.
  • Procedures and actions that require digital identification 
    These procedures and actions require you to identify yourself using one of the accepted identification methods before beginning.
  • Procedures and actions that require a digital signature 
    These procedures and actions require completed applications to be signed digitally using an authorized digital signature before they are submitted and processed.
  • Procedures and actions that require identification and a digital signature 
    These procedures and actions require identification to start the application process and subsequent digital signature before they are submitted and processed.

Tràmits gencat requires a digital certificate in order to use its services. This form of identification demonstrates the user's identity and what type of user he/she is.

Tràmits gencat: Types of users 
The services and procedures available at the Tràmits gencat vary for each type of user. Your user type—who you represent (yourself and/or others) and the capacity in which you represent these parties—is based on your digital certificate, which stipulates the procedures you are entitled to carry out.
The Tràmits gencat recognizes the following types of users:

  • Natural person: 
    The user acts in his/her own name.
  • Individual associated with but not legally allowed to represent an organization: 
    The user belongs to a professional or business organization and can act in his/her own name, if necessary, but cannot act in the name of the organization.
  • Individual associated with and legally allowed to represent an organization: 
    The user belongs to a professional or business organization and can act in the name of the organization or business.
  • Legal person: 
    The user belongs to a professional or business organization and identifies as that organization or business.
  • Natural person affiliated with a professional organization: 
    The user belongs to a professional membership organization and can act in his/her own name, if necessary.

Security policies for each service vary depending on user type. 
For example, an individual is not permitted to apply for a form of assistance only available for businesses, and a person cannot execute a procedure in the name of his/her business if he/she does not have the right to do so.

Each digital certificate indicates one or more user types. As such, a user who is identified using an electronic national identity card is considered a natural person, and a certificate confirming that an individual is associated with but not legally representing an organization also authenticates an individual as a natural person.

My folder 

When a user provides digital identification to access My folder, the digital certificate he or she provides stipulates his or her user type.

Henceforth, the relevant security policy for each kind of procedure is applied to each tab in the folder. For example, if a person identifies himself as an individual associated with an organization, he will not be able to see the actions he has taken as a natural person (individual), and vice versa. In order to see these actions, the user must log out and log back in with a digital certificate which identifies him or her as a natural person (individual).

For electronic notifications, a person may consult and act on electronic notifications addressed to him or her. In the case of an organization, a person who identifies himself or herself as either a legal person or an individual associated with and legally allowed to represent an organization may consult and act on any electronic notification addressed to an individual associated with this organization.

Status of my procedures 
An identification code (ID) allows a user to consult the status of a procedure. If access is permitted, the system will request the code previously provided to the user in order to consult the status of a procedure. If access is not permitted, users may access the status of a procedure in the My folder section.

Tràmits gencat stores two types of information on the citizens and companies it serves: personal data and information on procedures and actions.

Personal data 
This data includes personal identity data related to authentication credentials (name and identity document, which can be either a NIF, passport, or NIE) and the personal data provided for automatically filling in application forms and for receiving messages regarding changes concerning procedures and actions.

Information on procedures and actions 
This data includes information relating to the procedures and actions that can be started and consulted through Tràmits gencat.

The data includes a copy of the original application, progress reports and the decision sent by the relevant authority to the interested party for monitoring purposes. Copies are provided to enable the procedure to be tracked throughout the resolution process, and they can be consulted in Tràmits gencat for two years after closure. After this time, you can contact the relevant body for information on these procedures and actions.

The information available in Tràmits gencat is covered by the provision of the Personal Data Protection Law (LOPD) concerning public files.

Update:  19.03.2015