Funding Submissions

Electronic Signatures & Legal Validity

Understanding the legal standing of electronic signatures and fraud prevention measures

signature legal electronic validity fraud certificate compliance

Legal Framework for Electronic Signatures

Electronic signatures on funding declarations are legally binding under UK law. The relevant legislation includes:

Electronic Communications Act 2000

Section 7 of this Act establishes that electronic signatures are admissible as evidence in legal proceedings. An electronic signature that is:

  • Incorporated into or associated with the electronic communication
  • Used to authenticate the identity of the signer

is admissible as evidence of the authenticity and integrity of the document.

eIDAS Regulation (UK GDPR)

Under retained EU law, electronic signatures cannot be denied legal effect solely because they are in electronic form. The system creates what is classified as an Advanced Electronic Signature (AES), providing:

  • Unique link to the signatory
  • Capability to identify the signatory
  • Data under the sole control of the signatory
  • Detection of any subsequent changes to the signed data

How the E-Signature Process Works

1. Identity Verification

Before signing, the parent's identity is verified through:

  • Unique verification code sent to their registered email/phone
  • Account login (if registered)
  • National Insurance number matching

2. Declaration Confirmation

The parent must confirm they:

  • Have read the funding agreement
  • Understand the declarations being made
  • Confirm their identity and relationship to the child
  • Accept that false statements may result in prosecution

3. Signature Capture

The parent types their full legal name as their signature. This method is legally equivalent to a handwritten signature because:

  • It's a deliberate act by the signer
  • It's authenticated by the verification process
  • It's recorded with comprehensive audit data

Fraud Prevention Measures

To ensure signatures are genuine and detect potential fraud, the system captures:

Signing Certificate Data

Data PointPurpose
Certificate IDUnique identifier (32-character UUID)
Verification CodeShort code printed on documents for lookup
Document HashSHA-256 hash to detect any tampering
Signature HashHash of the signature data
TimestampUTC date/time of signing
IP AddressNetwork location of signer
GeolocationGPS coordinates (if permitted by user)
Device FingerprintBrowser, OS, screen resolution
Canvas FingerprintUnique browser rendering identifier
Session TimeTime spent on the signing page

Device & Browser Information

  • User Agent: Browser type and version
  • Operating System: Windows, macOS, iOS, Android
  • Screen Resolution: Device display size
  • Canvas Fingerprint: Unique identifier based on browser rendering

Location Data (Optional)

If the parent permits location access:

  • GPS coordinates (latitude/longitude)
  • Accuracy in metres
  • Used to verify plausible location

Document Integrity

SHA-256 Hashing

Each signed agreement has a cryptographic hash calculated:

  • Hash is stored in the signing certificate
  • Any modification to the document changes the hash
  • Used to verify document hasn't been altered post-signing

Certificate Validation

Administrators can validate any signed document:

  1. Upload the PDF to the Certificate Validation page
  2. System calculates the document's hash
  3. Compares against stored certificate hash
  4. Displays authentic (match) or fraudulent (no match)

Legal Standing in Disputes

In case of disputes about a signature, the system provides:

  • Non-repudiation: Signer cannot deny they signed (IP, device, location data)
  • Integrity: Document cannot be altered without detection
  • Audit trail: Complete record of the signing process
  • Timestamp: Definitive proof of when signing occurred

Compliance with Funding Requirements

Electronic signatures on funding declarations satisfy:

  • DfE Early Years Funding requirements
  • Local Authority audit requirements
  • HMRC records for 30-hour code claims
  • GDPR consent documentation

Employee Assisted Signatures

When staff complete declarations on behalf of parents:

  • Additional audit fields record who assisted
  • Declaration states it was completed with assistance
  • Still legally binding as parent provides verbal consent
  • Recommended to have parent present when signing

Key Point: Electronic signatures in this system are fully legally binding and provide stronger audit trails than paper signatures. They are accepted by local authorities and meet all DfE requirements for early years funding.

Warning: False declarations on funding forms may constitute fraud. The Electronic Communications Act 2000 and Fraud Act 2006 apply equally to electronic and paper signatures.

Frequently Asked Questions

Are electronic signatures legally binding?
Yes. Under the Electronic Communications Act 2000 and eIDAS regulations, electronic signatures are legally equivalent to handwritten signatures. They are admissible as evidence in court and cannot be denied legal effect solely because they are electronic.
What if a parent claims they didn't sign?
The signing certificate contains IP address, device information, geolocation (if permitted), and timestamps. This data provides strong non-repudiation evidence. Certificate Validation can verify the document is genuine.
Do local authorities accept electronic signatures?
Yes. All local authorities in England accept electronic signatures on early years funding declarations. The DfE has confirmed electronic signatures meet all requirements for funding claims.
Why do you capture device and location information?
This data provides fraud prevention and non-repudiation. If a dispute arises, it can prove who signed, when, where, and from what device. Location data is optional and only captured with user permission.
Last updated: M01 25, 2026
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