Know Your Responsibilities
If you or your staff use PPRS, you should know your responsibilities. Please review the following topics.
Your access to PPRS has been granted subject to the terms and conditions specified in the ACOL PPRS Client Application (Agreement) including as supplemented by the ACOL Financial Agreement and by the PPRS Product Description for each of the participating ACOL PPRS jurisdictions.
You should be familiar with these terms and conditions. They include, but are not limited to:
- payment of fees incurred
- protection of your account and user information
- responsible use of the Registry
- limitation of loss and damages
You are responsible for implementing and maintaining effective protection for your ACOL client account information, including for user access privileges and user login credentials.
Your ACOL client account information includes company contact information and identification of key technical and financial contact persons. This information should be checked periodically to ensure that it remains complete and accurate. Contact us if information must be updated. Click here to learn how to review your client account information.
Your ACOL client account may include one or more users, each with its own access privileges and login credentials (user ID and password). You are responsible for managing your users, including:
- One user within your account is designated as the Prime Administrative User. This person has the authority to update the user name, to grant and revoke other users' access, and to change their passwords. The Prime Administrative User privileges should be assigned acccordingly and should be re-assigned if you have a change in personnel or their roles.
- You should have one user (user ID) per person in your organization who uses PPRS. Multiple people should not share a single user ID and password.
- You should ensure that your users protect their user IDs and passwords from accidental or malicious misuse. This includes not sharing their password with other people and not writing the password in a location accessible to other people.
- You should monitor the activity on your account. Click here to learn how to use the ACOL Account Statement.
You are responsible for complying with the Personal Property Security Act (PPSA) and the PPSA [General] Regulations, including, but not limited to, the following:
- Registering only when permitted by the Act. (Just because PPRS permits you to perform a registration does not mean that you are authorized to do so.)
- Complying with the instructions for registering and searching as defined within the PPSA [General] Regulations.
- If a secured party, notifying the debtor of new registrations and responding to demands for information from the debtor or interested third parties as defined in the Act and [General] Regulations.
Your are responsible for ensuring that your use of the Personal Property Registry is consistent with the purpose of the Registry. This includes, but is not limited to, the following:
- You are not to use the Registry to knowingly register false or fraudulent information.
- You are not to use the Registry to search other than for the purpose of identifying registered property interests and their relative priority.
- Registry information reported in registration and search reports is to be provided only to persons using it for purposes consistent with the purposes of the Registry. The information is not to be widely distributed or publicly disclosed.
As a Registrant who is entering a new registration or changing an existing registration, you should be aware of the following:
1. You are responsible for the completeness and accuracy of the information you include in a registration. PPSA legislation and regulations define what information you must include depending upon the purpose of your registration (for example, depending upon what circumstances gave rise to the security interest you intend to register).
2. A successful registration is current to the date and time at which the registration is added to the provincial/territorial PPR database, not the time at which you submit the registration.
3. Every registration (original, amendment, renewal, discharge, re-registration, amendment via global change) is assigned a unique registration number. The unique registration number assigned to a successful registration plus all other registration details are included in a Verification Statement (report) returned to the registrant. You and the secured parties are responsible for tracking your registrations in order to be able to change or discharge them when required.
4. To successfully complete a registration, your organization's PPR client information must have been entered into the PPR database by your PPR administrative user. If your PPR client information is not complete and active for the province/territory specified in your registration, your registration attempt will fail. You should use the Update PPR Client Information function to revise your PPR client information if it is not accurate.
5. The registrant (user performing the registration) and PPR client information are permanently stored in the provincial/territorial PPR database with every registration. PPRS captures registrant and PPR client information automatically. This information is included in the Verification Statement and every Notice to Secured Party (if applicable).
6. How secured parties are entered by the registrant when performing a registration or amendment will determine whether the secured parties will receive notice to secured party reports electronically or by mail. You and the secured parties are responsible for determining how secured party information should be entered into a new registration or amendment, for example: using a secured party number or not, and using a email address or not.
As a Searcher of a Personal Property Registry, you should be aware of the following:
1. You are responsible for the completeness and accuracy of the information you include in your search criteria. PPSA legislation and regulations define what information registrants must enter depending upon the purpose of the registration (that is, depending upon the circumstances that gave rise to the registered security interest) and the type of search being performed. Most importantly, this means that you are responsible for determining the appropriate debtor name(s), serial number(s), and registration number(s) to be used as your search criteria.
2. You are responsible for qualifying whether any exact and close matches (registrations) are related to the person, organization or collateral of interest to you. Some searches may return a very large number of registrations of possible interest. Facilities are provided to view and save (include in the Search Result Report) registration details. In addition, PPSA legislation and regulations address accessing security agreements held by secured parties listed in the registration.
3. A search match list is current to the date and time at which the search is successfully completed at the provincial/territorial PPR database, not the time at which the Search Result Report is generated. The search date and time for each province/territory searched are listed in the Search Result Report.
4. You are advised to request a Search Result Report and confirm that you have received the entire report. You will be charged for the cost of a search regardless of whether you request a Search Result Report or not.
5. PPRS maintains a permanent copy of every search result report created to deter attempts to misrepresent the contents or operational accuracy of the Registry.