Who it's for: Administrators, All users
Platform: Sense HR (web app), Sense Mobile
Available on: Professional tier and above
Quick Summary
E-signatures in Sense HR are legally binding in the UK, EU, and US.
Sense HR provides secure login, audit trails, document integrity, and encrypted storage.
Organisations remain responsible for assigning the right signatories, using correct templates, and applying access controls.
E-signatures are suitable for most HR documents, including contracts, agreements, and acknowledgements.
Overview
E-signatures are widely accepted in HR, employment, and commercial agreements across the UK, EU, and US. Sense HR provides a compliant, secure environment for creating, signing, and storing documents such as employment contracts, policy acknowledgements, and amendments.
This article explains:
Why Sense HR e-signatures are legally valid
How Sense HR supports compliance
What safeguards and security measures are built in
What administrators remain responsible for
Good practice and common pitfalls to avoid
Are e-signatures in Sense HR legally valid?
Yes. Sense HR e-signatures are legally valid and binding because they meet the core requirements set out in:
UK
Confirmed by the UK Law Commission, which states that electronic signatures meet statutory signature requirements, including for employment contracts.
Supported by the Electronic Communications Act 2000, which gives electronic signatures legal validity and admissibility.
Reinforced by UK eIDAS, which maintains the legal principles of EU eIDAS, including the rule that a document cannot be denied effect solely because it is electronic.
EU (eIDAS Regulation)
Recognises electronic signatures as legally valid when authenticity, integrity, and intent can be demonstrated.
US (ESIGN Act & UETA)
Both require:
Intent to sign
Consent to transact electronically
A reliable method of capturing and retaining the signature
Sense HR supports all three through its secure identity verification, signature workflows, and document audit trails.
How Sense HR supports compliance
Sense HR provides the technical safeguards needed for compliant, legally enforceable electronic signatures.
1. Secure identity verification
Users must log in using strong authentication (including multi-factor/two-factor access), providing reliable evidence of signer identity.
2. Document integrity protections
Sense HR maintains integrity by ensuring documents cannot be altered after signing.
3. Detailed audit trails
Every stage of the signing process is recorded, including:
Who signed
When they signed
Which version of the document was presented
Audit trails are essential for proving authenticity and consent.
4. Encrypted, compliant storage
Sense HR implements enterprise-grade security controls:
ISO27001:2022-certified processes
Microsoft Azure UK South hosting
Encryption at rest (AES-256) and in transit (TLS)
Single-tenanted databases
Geo-redundant UK backups
Continuous monitoring and disaster-recovery processes
99.9% uptime target
These measures support GDPR compliance and provide a trusted environment for storing legally binding documents.
5. IP address capture
Sense HR records additional metadata at the time of signing, such as the IP address used during the signature event. This can provide supplementary evidence of signer activity, although IP logging is not legally required under UK, EU, or US e-signature laws.
Which documents can use e-signatures?
E-signatures in Sense HR are suitable for most HR and employment documents, including:
Employment contracts
Contract amendments
Policy acknowledgements
Confidentiality agreements
Training agreements
Letters of variation
Documents where e-signatures may not be appropriate
Some documents may still require a wet ink signature, for example:
Witnessed documents
Certain benefit or pension forms
Specific statutory filings
Any documents where company policy mandates a physical signature
💡Tip: If your organisation works across multiple regions, check local legal requirements.
Your organisation’s responsibilities
Sense HR provides the secure platform, but your organisation remains responsible for correct use and configuration. This includes:
☑️ Using the correct templates
Ensure templates are accurate, up-to-date, and legally approved.
☑️ Assigning the correct signatories
Review and replace any default or inappropriate signatories
☑️ Managing access roles and permissions
Configure access so sensitive documents are only visible to appropriate users.
☑️ Applying internal data-retention practices
Handle leavers, deletions, and document retention in line with your company policies.
☑️ Verifying identity if legally required
For example, for high-risk documents or where internal policy mandates additional checks.
☑️ Applying GDPR-compliant data handling
Store, retain, and manage documents and e-signatures in ways that meet GDPR and Data Protection Act 2018 requirements.
These responsibilities complement the secure environment Sense HR provides.
Summary
E-signatures in Sense HR are secure, traceable, and legally valid across the UK, EU, and US. The platform provides:
secure authentication
audit trails
document integrity protections
encrypted, compliant storage
guided signing workflows
As long as administrators assign the right signatories, manage access correctly, and use approved templates, Sense HR provides everything needed to rely on e-signatures with confidence.
FAQS
Click to open frequently asked questions
Click to open frequently asked questions
Q: Are e-signatures in Sense HR legally valid?
Yes. E-signatures in Sense HR are legally valid under UK, EU (eIDAS), and US (ESIGN/UETA) law. Sense HR provides secure login, audit trails, and document integrity protections to meet legal requirements.
Q: Can I rely on Sense HR e-signatures for important documents like employment contracts?
Yes. Sense HR e-signatures are suitable for contracts, agreements, and most HR documents, and they meet the legal standards needed for enforceability in the UK, EU, and US.
Q: Do administrators need to do anything to stay compliant while using e-signatures in Sense HR?
Yes. While using e-signatures in Sense HR, Administrators must use correct templates, assign signatories accurately, apply access controls, and follow internal data-retention policies.
Q: Are documents tamper-proof after signing in Sense HR?
Yes. Once signed, Sense HR protects the document’s integrity and records the event through audit logs.