Digital Certificates enable you to securely sign documents electronically on behalf of your clients, as well as authorise a number of key actions within PEXA. There’s a number of helpful resources on Community to assist you with maintaining and using your Digital Certificate – from these, we’ve put together our top five quick tips below.
Take care of your Digital Certificate
Digital Certificates are essential to facilitating electronic settlements on behalf of your clients – so please handle them with care! We request that you are particularly mindful of protecting the physical casing containing the Digital Certificate. Digital Certificates are not designed to co-exist on personal key rings and are meant to be kept in a secure location. All PEXA Digital Certificates are sourced from a third-party vendor and in case of a broken unit or its casing, the Subscriber will be responsible for the cost of a replacement token or case.
If restructuring your business, new Digital Certificates may be required
If your business is changing its legal entity, it’s important to note that you’ll need to re-register with PEXA. This process includes ordering fresh Digital Certificates in line with your new legal entity, as the tokens associated with your previous legal entity will not be able to be used to sign documents.
Ensure the details for your Digital Certificate are correct
Your name in PEXA must be identical to the name that is hard coded on your Digital Certificate. This includes the inclusion or exclusion of middle names, and names that do not match your legal name, such as the shortening of names – ie, Sam Vs. Samuel. Further to this, your email address in PEXA must be identical to the email address that is hard coded on your digital certificate, including the inclusion or exclusion of dots in between words.
You can change your name in PEXA if it is incorrect (ie. middle name included in PEXA but no middle name on Digital Certificate), however in order to change your name or email address on your Digital Certificate if ordered incorrectly, you must re-order the USB as changes cannot be made to the hard coding.
You must not share your Digital Certificate
The rules around sharing your digital certificate are designed to protect the integrity of the network, and the integrity of your signature. PEXA, the e-Conveyancing regulator ARNECC and jurisdictional land registries take this issue very seriously, just as your business would when dealing with a wet signature on paper documents. To this end, it is your organisation’s responsibility to verify the identity of any digital certificate users or recipients.
If you already hold a PEXA Digital Certificate and would like to purchase an additional PEXA Digital Certificate(s), you should complete this form.
You can renew your Digital Certificate via PEXA Plus
Digital certificates will expire after three years and must be renewed. Subscriber Managers/Administrators with an active Digital Certificate can renew Digital Certificates. Subscriber Managers/Administrators should access PEXA plus to view and action any upcoming expiries. We recommend you use Google Chrome for optimum performance. On submitting the renewal form, the Subscriber Manager/Administrator will be prompted to sign using their Digital Certificate. If you are not a Subscriber Manager/Administrator and have been informed that your Digital Certificate is expiring, you should get in touch with your Subscriber Manager/Administrator to submit a renewal form on your behalf.