The essence of document-based domain application is that the application and important changes (eg name change, transfer, change of registrar) can only be made on the basis of a document, even if this document is created electronically and the parties only communicate with each other electronically.
Domains registered before July 1, 2020 are all registered on document basis.
How does the document-based domain application work?
We outline the domain registration process here, but we also summarize the most important information in this article.
The applicant is required to enter into a contract with a registrar to register and maintain the domain. The method of concluding a contract may differ from registrar to registrar.
The contract can be concluded:
- remotely, online, creating an electronic application form, or
- on a traditional, paper-based basis, during which the contract often referred to as Application Form is created.
A sample Application Form can be found here.
The applicant must provide the registrar with certain data in accordance with reality (see Section 1.2.2.1 of the Domain Registration Policy, but the registrars may request additional data for the contract) depending on whether the applicant is a natural or legal person. Anyone who does not provide true information may have the process of registration stalled or risk losing the domain they may have acquired later.
The application form is forwarded to the register by the registrar.
In the case of an electronic contract, after the conclusion of the contract (and often the payment), a notification is received asking for the acceptance of certain declarations. Statements may be accepted by the applicant on a website. In the case of a paper contract, these statements are accepted by the applicant on paper at the time of concluding the contract.
Thereafter, the domain will normally be registered within one day, while the Registrar verifies the compliance of the applicant and the application with the Policy.
After the confirmation procedure, the domain is usually registered in less than one day, while the Registry verifies the compliance of the applicant and the application with the Policy. Thereafter the right of use of the domain is granted conditionally to the applicant, of which the applicant is notified by the registrar. If no complaint is received about the registration within 8 days, the delegation will become final.
We have written about the domain registration process in detail here.
How can the registered data be modified for document based registered domains?
Modifications to the data registered in connection with the domains are initiated by the registrant at the registrar. Registrars allow different ways to report a data change, e.g. customer portal, online customer service interface and the like.
In the case of document based registered domains, the change of the most important data is certified by the registrant with a document(s). These should be sent (preferably electronically) to the registrant. Such data:
- in case of a natural person: name, number of the identity document, date of birth
- in case of a legal person or sole proprietor: name, tax number
The name can change for several reasons (e.g., a change of registrant due to a transfer, succession, or inheritance, or a simple name change). The transfer is also briefly summarized below, but details of the name changes are described here.
A document can be e.g. the Application Form, rule of the Court of Refgistration, grant of probate etc. In the case of a natural person, the documents must be included in a private document providing conclusive evidence. A company document must be affixed with an authorized signature. The documents are sent (typically electronically) by the registrant to the registrar, and the registrar forwards it to the register.
Data other than the above can be modified in the register in a simple way without documents. These data shall be modified by the registrar in the registry after the registrant notifies him:
- name server,
- postal address,
- administrative contact email address,
- in the case of a one-factor confirmation procedure-based registered domain: telephone number.
Transfer of delegation in the case of document based registered domains
The detailed description of the procedure can be found here.
Changing registrar in the case of document based registered domains
If you want to switch registrars, you will need to enter into a new domain maintenance agreement with your chosen new registrar for your domain.
The new registrar submits the request to the register, the Registry then registers the registrar change. The contract with the previous registrar is automatically terminated.
The registrant of a domain registered on document basis can also apply for the domain on the confirmation-procedure basis at the new registrar. In this case not only has he changed the registrar, but also converts the domain from document based registration to a confirmation-procedure based registration. In this case, the migration process described below must take place in parallel with the conclusion of the contract with the registrar, during which the Registry will carry out the confirmation procedure with the registrant.
Transition from document based registration to confirmation procedure-based registration
A domain registered on document basis can be converted by its registrant to a confirmation procedure-based registered domain. In this case, the registrant must declare the transfer included in a private document providing conclusive evidence or in a notarized deed (including the electronically authenticated document). At the same time provides the factor data. The statement must be sent by the registrant to the registrar and forwarded by the registrar to the register. The Registry then performs the confirmation procedure with the registrant.