Reasons for electronic signatures
One of the main reasons Heffron began using electronic signatures was to remove the long delays that inevitably occur when a large package of documents is posted and needs to be returned. We have the uncertain timelines of Australia Post and the documents never arrive in the pristine state in which they left our office. Further, we are subject to the “kitchen bench effect” which we are all guilty of, opening a pack of documents that require action and parking them on the kitchen bench until we find them months later!
using electronic signatures two years ago and our customers tell us they find
it much quicker to get their financial accounts signed and their tax lodged,
particularly when there are multiple people who need to sign, when trustees
don’t all live together or when the documents arrive when someone is away.
Signing documents electronically
When your documents are ready for review and signing you will receive an email from Heffron via our electronic signing platform DocuSign. Click the button “review documents” to start signing.
Our comprehensive support materials can be found here:
Heffron has recently implemented recipient authentication as an extra layer of security when accessing your documents via DocuSign. Upon receiving your DocuSign email, you will be asked to provide a valid access code to continue to view the documents. When the email is created, Heffron sets the access code and includes in the email a hint as to what your access code is.
If the access
code is incorrectly entered three times, for security purposes, access to
your documents will be locked. You will then be required to contact Heffron’s
Client Relations Team to retrieve a new link for your documents and your
correct access code.
Signing while overseas
one of the great benefits of DocuSign, you can review and sign your documents
anywhere in the world.
Using your own signature
You can setup a
signature or accept to use the signature provided to you by DocuSign. If you
wish to set your own signature, sign by using your mouse, finger or stylus.
Our clients find it is easier to set a signature when using a tablet or
Authentication via Geolocation
the geolocation options built into most modern web browsers to track the
approximate location of where a signing ceremony took place. This is an
additional authentication method to help secure the validity of your signed
documents. Sharing your location information is not mandatory, you can still
sign your documents electronically if you choose to block geolocation.
Shared email addresses
If you share an
email address with another member or trustee of the fund, each member will
receive a signing email to your shared email address asking you to review and
complete the documents. Check the name at the top of the email is correct so
you know it’s your signing pack.
parties have completed the documents you will receive an email to download
the completed documents and either print or save for your records.
Our customers are at the heart of everything we do and we take the
privacy of your personal information very seriously. We have worked closely
with DocuSign to verify that they are compliant with international
information security standards. DocuSign has received approval for Binding
Corporate Rules (BCR) and from the EU Data Protection Authorities (DPA). What
this means is that you can be sure that your data is always protected in an
encrypted format and that when your data is in transit or at rest the highest
level of information security measures are being applied.
provide DocuSign with the minimal client information which is the data in the
DocuSign email. This may include, name, address, date of birth, full name and
SMSF information for all SMSF members. This information is held temporarily
by DocuSign and will expire and be permanently deleted after 42 days for
completed documents and 70 days for incomplete documents.
For the purpose of sending your documents, DocuSign temporarily knows the:
- Name and email address of recipient
- Signature selected for E signature.
- IP address of the PC on which the signature was completed.
- The type of device which was used to provide the signature ex/ PC, Mobile, Tablet.
- The data and time of sending email, viewing email and signing document.
- Who was copied into the email to receive as well.
No document or
financial data will be held by DocuSign on an extended basis.
DocuSign and cookies
- log you into the Website
- protect your security
- help them detect and fight spam, abuse and other activities that violate DocuSign’s user agreements and terms; and
- authenticate your access to the Website.
Turning off cookies
You can turn off non-essential cookies and set your cookie
preference specific to DocuSign by following the prompts that appear when you
sign a document or by following the steps found here.
Heffron controls the data retention rules for DocuSign. Currently we will purge all DocuSign emails and their content 42 days after they are completed. In the instance that a document is not completed, DocuSign will retain it for 70 days after which point in time it will be purged.
Heffron control the storage and deletion for documents located in our account. Completed documents are automatically stored in DocuSign, but customers may choose to
- Delete their documents
- Download their documents and print or save for their records
Visibility of data by authorised users
DocuSign staff have no ability to see the contents of your emails. DocuSign allows Heffron to control who can access client documents, which is limited to Heffron authorised users and the designated document recipients. Document content is encrypted upon upload and inaccessible by DocuSign employees.