Key elements for securely digitising the General Meeting
Digitising a General Shareholders’ Meeting involves transferring all of the mechanisms that guarantee the legitimacy of the face-to-face process to the digital environment, reinforcing them with advanced legal technology.
To successfully achieve this, Logalty provides the following services:
1: Secure identification and accreditation of participants
Legal validity begins by identifying who participates in the General Meeting
The Meeting can only be considered valid if all those attending and voting (whether in person or online) are correctly identified and accredited.
Logalty provides a set of robust and legally valid digital identification services, which enable the identity of each participant to be verified before joining the General Meeting or exercising their right to vote, thereby reducing risks and increasing the security of the process.
Avoiding fraud or impersonation
Logalty’s Very-ID solutions based on the GDPR and data minimisation in accordance with eIDAS2, will allow companies to robustly verify the identity of the person by reading the chip of their ID document (much more robust than OCR reading where the document can be manipulated), verifying that the document belongs to him/her, is authentic (the information is accessed from the source that generated it) and has not been revoked due to loss or theft:
- Very-ID Authenticated document for face-to-face validation of the shareholder. The system reads the ID chip and displays the facial image stored on the chip itself. In this way, the staff in charge can check that the image matches the person presenting the document, ensuring that only duly identified and authorised persons have access. The solution also supports reading of the MiDNI application.
- Very-ID Identified Holder for remote validation of the shareholder. The chip of the ID document is read together with a selfie in real time, which makes it possible to verify that the person in possession of the document is indeed the person requesting access to the meeting. Biometric facial recognition is used in this mode. Logalty acts as data controller for the processing of biometric data, exempting companies from the obligation to carry out the data protection impact analysis required by the Spanish Data Protection Agency.
In both services, Logalty, as a Trust Service Provider, issues a statement of the attributes derived from the reading and verification performed. The entire process is recorded, sealed and safeguarded, thus generating solid and verifiable proof for any audit.
2. Publication of the notice and relevant information
The publication of the notice and any relevant documentation on the corporate website, in a section accessible to shareholders, may pose certain risks. These include a shareholder questioning that the published content does not correspond to the information actually discussed at the meeting, or claiming that the documentation was not accessible for the whole of the legally stipulated period.
To mitigate these risks, Logalty provides companies with the NOTICEBOARD platform, which allows them to manage the publication directly from the Logalty environment via a link on the company’s corporate website.
This system provides reliable proof of the notices and documents published and recorded with a notary public, the exact date of publication and their continuous availability throughout the entire period of validity, providing solid and verifiable proof for any potential claim or audit, and generating electronic evidence of the publication’s start and end dates, and of all accesses and views.
With this service, the company reinforces transparency and significantly reduces legal risks.
3. Centralised communication and certified documentation
Sometimes it is not enough to merely publish the notice: shareholders must be informed in accordance with the provisions of the law and the articles of association.
In Public Limited Companies, individual delivery is not compulsory unless:
- The articles of association explicitly require so.
- It is a company with registered shares and direct communication has been provided for.
And in Private Limited Companies it is standard practice (and often mandatory) to provide individual written notice to each shareholder, using a method that guarantees delivery.
Logalty offers several communication services that enable the document to be sent to all parties with verifiable proof of sending and delivery.
Regulatory compliance and full traceability
With Logalty, every General Meeting is managed with guaranteed regulatory compliance and full traceability. All stages of the process—notice of meeting, publication, identification of shareholders and communications generate evidence—are recorded, sealed and safeguarded so that any subsequent audit or verification can confirm their legal validity. This ensures full transparency and builds trust with both the organisation and its shareholders.
Digitise your company’s General Meeting with Logalty
For years, General Meetings have traditionally relied on press publications, notarial attendance, and in-person procedures—methods that, although long-established, entail high costs, operational inflexibility, and poor digital traceability.
The environment has changed. Organisations that want to evolve need to digitise the entire process without compromising legal safeguards. It is not only about holding the meeting online, but about transforming the notice of meeting, publication, identification of shareholders, voting and generation of evidence into a secure and legally valid environment.
At Logalty, we are the trusted partner for companies ready to take that step. We replace traditional processes with digital solutions that feature electronic evidence, time-stamping, safeguarding, and regulatory compliance, offering the same—or better—legal certainty with greater efficiency and control.
The digitisation of the Meeting is no longer a technological choice: it is a strategic decision. And in this transformation, Logalty is the provider that ensures that each stage has the necessary legal backing.
Contact our team and find out how to hold digital General Meetings with complete legal confidence.
