In a highly regulated environment such as payments, legally compliant and efficient processes are crucial. The Austrian payment service provider hobex AG shows how digitization and compliance can be successfully combined – with the digital signature solution sproof sign. By seamlessly integrating the advanced electronic signature into the existing contract management system, hobex was not only able to increase process quality, but also save valuable resources. In conversation with Dr. Martina Gsöls, data protection expert at hobex, it becomes clear how important European data protection standards, technical flexibility and user-friendliness are when selecting an integrated solution for digital signatures in the company.

Organization Name:
hobex AG

Company profile:
hobex AG is an Austrian full-service provider of cashless payment systems with headquarters in Salzburg and other locations in Germany, Slovenia and Italy. The company offers tailor-made solutions for the acceptance of credit and debit cards as well as for payments in e-commerce. hobex was founded in 1991 and has been active in the market ever since, with a focus on innovation and customer service.

Why sproof sign:
“We must be able to prove at all times that our processes function legally flawlessly and comply with the current requirements. Digital, traceable and auditable processes are therefore essential, especially in contracting. A solution like sproof sign helps us to meet these high standards.”

What does hobex stand for as a company?

hobex is a leading payment service provider in the DACH region with an additional presence in Slovenia and Italy. Our core business is to support companies from various industries – especially retail, gastronomy and tourism – in processing cashless payments securely and efficiently.

We enable card payments both at the point of sale and in e-commerce and serve around 44,000 customers. We attach great importance to excellent customer service, a high degree of flexibility and individual support. To meet this demand, modern, powerful tools such as sproof sign for digital signatures are a central component of our digital infrastructure.

What role do data protection, compliance and regulation play in your daily business and in the digital signature process?

As a payment service provider, hobex is subject to supervision by the Austrian Financial Market Authority (FMA). This means that we are subject to regulatory requirements similar to those of traditional banks – this applies in particular to compliance with data protection requirements, IT security and comprehensive compliance processes.

We must be able to prove at all times that our processes function legally flawlessly and comply with the current requirements. Digital, traceable and auditable processes are therefore essential, especially in contracting. A solution like sproof sign helps us to meet these high standards.

In which specific use cases are you currently using the digital signature?

We have fully integrated sproof sign into our digital contract management. As soon as a contract is finalized, the responsible contract owner can start the signing process directly. The participants are automatically invited, the current status is visible at all times – and after signing, the document automatically flows back into the system. All of this works via an API interface that has been seamlessly embedded in our existing IT landscape. This makes the process consistent, efficient and transparent.

How did the introduction of proof sign into your existing IT system landscape go?

The technical integration was smooth and implemented within a short time. I would particularly like to emphasize the tangible added value: The signature process has become much easier, faster and more secure thanks to sproof sign. For us, it was crucial that we don’t think of digitization in isolation, but integrate it into existing workflows – which is exactly what sproof enables with its API-based solution.

For us, the advanced electronic signature offers the ideal mix of security, user-friendliness and legal effectiveness. It is easy to set up, uncomplicated to use and is also very well received by external partners.

Dr. Martina Gsöls

How was the electronic signature introduced and accepted internally in the company? Were there any training measures?

sproof sign was rolled out directly as part of the introduction of our new contract management system. As a result, it was part of a larger change process in which targeted training took place. Acceptance was high from the start, especially among colleagues who regularly work with contracts. They appreciate the ease of use, the transparency in the process and the noticeable time savings. The digital signature solution is actively used and rated very positively.

Why did you deliberately choose a European provider of electronic signature software?

Most of our customers and partner companies are located in Europe – with a focus on Austria, Germany and Italy. Accordingly, we attach great importance to relying on European providers in the area of data protection and IT infrastructure.

We prefer cloud solutions with hosting in the EU and clear GDPR compliance. sproof meets these requirements 100%, and the company itself is based in Austria – this fits perfectly with our own self-image as a regionally anchored but internationally active company.

If there is a European solution that is technically convincing and at the same time shares our values in terms of data protection, that is the first choice for us.

Why do you use the advanced electronic signature at hobex?

For us, the advanced electronic signature offers the ideal mix of security, user-friendliness and legal effectiveness. It is easy to set up, uncomplicated to use and is also very well received by external partners.

For contracts in the B2B environment, it meets all requirements – both in terms of legal validity and compliance. This is a decisive factor, especially for a regulated payment service provider like us.

Why did you choose an API integration of sproof sign’s electronic signature?

For us, the end-to-end digitization of our business processes is in the foreground. This means: no media discontinuities, no system changes, no manual copying of documents back and forth.

Thanks to the API integration, the entire signing process works directly within our contract management. I start the signature, the sproof window opens, I sign – and as soon as the process is complete, the document is automatically played back. In this way, we ensure that our processes are not only digital, but also efficient and user-friendly.

How did the cooperation work on the technical integration of the signature software?

The implementation was carried out in close coordination between our contract management provider and the sproof team. The cooperation was professional and solution-oriented throughout. Even with individual requirements or support requests, sproof was always quickly available and very helpful.

From our point of view, it was an all-round successful project – both technically and organizationally.