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Digital signatures

Making it easier to do business with us

During the Covid-19 pandemic we changed our approach to accepting signed documents to be more digital lead, and now allow advisers and their clients to send us instructions via a wide range of digital signature providers.

Which digital signature software providers can you use with Quilter?

For UK business, we have completed due diligence on several digital signature software providers. Those that meet our requirements* are listed below:

  • Adobe Sign [1]
  • Alphatrust
  • docSAFE [2]
  • DocuSign
  • HelloSign
  • Legalesign
  • MyDocSafe
  • PandaDoc
  • Rsign
  • Scrive
  • SignRequest

[1] Adobe Fill & Sign is not acceptable and will be rejected.

[2] docSAFE signatures must have the document ID added to the signed file, this can be added using ‘system generated value’ then selecting document ID

 

Supplier capabilities

These suppliers all provide:

  • proof of signing using a secure process, and
  • an audit trail along with the final document
  • the ability for the user to send, sign, track, and manage signature processes using a browser or mobile device.

 

Our requirements

When using a digital signature, there may be times we need the digital signature certificate. If this is necessary we will request it.

There may be times when we need to see a copy of the client’s sample signature, so please ensure you have a  sample of the clients identification/signature on your file that you can refer back to if needed.

Why use digital signatures with us?

  • Digital signatures remove the need for documents being printed, manually signed and sent by post
  • Our approved list of digital signature technology is quick, traceable and secure. Many advisers have already incorporated this technology into their back-office processes
  • We will recognise use of the digital signature software suppliers across our platform and Quilter Cheviot businesses.
  • You can send us digital signature instructions in the same way that you would ordinarily send us your client instructions – for example by secure encrypted email. We will not accept digitally signed documents sent through the post.

When is an original signature required?

There are a small number of scenarios where, for particular security reasons such as regulations or third party rules, we do still need an original ‘wet ink’ signature from your clients: We may need you to send us this before we can process your instruction. This may take a bit of extra time so it’s important to manage your clients’ expectations.

UK Platform

  • Transfer forms (as these may not be accepted by the ceding provider)
  • Transfer of APS (additional permitted subscription) allowance into an ISA
  • Changing a client’s bank details
  • All deeds, including trust deeds, deed of assignment and deed to change trustees

Quilter Cheviot

  • Client Transfer Authority
  • Crest and stock transfer forms
  • Indemnity forms
  • ISA transfer forms
Quilter Cheviot guidance

Keeping you and your clients safe

There are many ways to send us important information, for example via our online platform services. Please remember if you are sending important documentation by email, you need to use an encrypted email account.

Quilter will be the recipient of the digitally signed document, and we have completed our due diligence on this basis. When using digital signature software, it’s your responsibility to undertake necessary due diligence procedures to protect your clients and their investments. Quilter will not take responsibility for any claims of financial crime that arise from the use of digitally signed documents.

Types of digital signatures we accept

We only accept digital signature software suppliers that comply with:

  • the Electronic Identification, Authentication and Trust Services (eIDAS) regulation, and
  • the Electronic Communications Act 2000.

We will only accept advanced and qualified digital signatures which provide secure validation and protection.

Any questions?

Please get in touch with your usual Quilter business contact.