Compliance documentation
Global KYB explained: your comprehensive guide to legal compliance
Know Your Business (KYB) is an essential process that financial institutions must undertake to comply with legal and regulatory requirements.
The specific information that Solidgate needs to gather varies depending on the country, and generally encompasses (but is not restricted to).
Corporate documents in English
- Certificate of Incorporation/Company registration extract
- Certificates (or registrar extracts) showing current registered address, current director(s) and current shareholder(s)
- Memorandum & Articles of Association
- Proof of business address (e.g. office utility bill/office rent agreement - must be dated within the last 3 months)
Director
- Proof of Identity (e.g. passport/ID card/Driver’s license)
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 3 months)
Ultimate Beneficial Owner
A natural person who ultimately owns or controls the company through direct or indirect ownership of more than 25% of the shares or voting rights or ownership interest, or through control via other means.
- Proof of Identity (e.g. passport/ID card/Driver’s license)
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 3 months)
Financial documents
- Bank letter (or statement) that includes the company’s information (EU - IBAN; SortCode and Account Number - the UK), currency, and date for settlement account
- TAX/VAT number
Additional documents
Documents may be required upon request:
- If another legal entity holds more than 25% of the company, the certificates (or registrar extracts) indicating the current shareholders of that entity may be requested.
- If the company has a complex or multilevel ownership structure, the corporate structure chart (ownership structure), certified by a director/ UBO/ independent third party, may be requested.
- If your business requires a license to operate, a copy of the license issued by an official authority should be provided.
- If the company has been running for over a year, bank statements for the last 3 months/audited financial statements/internal financial report may be requested.
- If the information regarding the owner of a domain is concealed from the public, a Domain Registration Proof may be requested.
- Test login credentials (full/premium access to the product)/product examples may be requested.
Tips
- Documents should be provided in full color (i.e. no black-and-white scans).
- Documents should be clear, valid and uncropped (i.e. showing all four corners of documents).
- Complete documents must be uploaded (i.e. a proof of identity should clearly show facial features and any MRZ lines in full, both front and back of a driver’s license or identity card should be provided).
- Please ensure that all documents are in English. Otherwise, the official translation and certification are required (e.g. by a lawyer, notary, solicitor, or qualified chartered accountant who clearly adds to the copy by means of a stamp or otherwise his name, address and profession).
- If documents need to be translated into English, they must be certified as a “true translation of the original”.
Basic documents across jurisdictions
In English:
- Certificate of Incorporation
- Certificate of directors
- Certificate of the registered office
- Certificate of Shareholders (must be dated within the last 3 months)
- Memorandum and Articles of Association
- Proof of business address (e.g. office utility bill, office rent agreement, invoice for rent - must be dated within the last 3 months)
- Proof of Identity (e.g. passport/ID card/Driver’s license)
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 3 months)
A natural person who ultimately owns or controls the company through direct or indirect ownership of more than 25% of the shares or voting rights or ownership interest, or through control via other means.
- Proof of Identity (e.g. passport/ID card/Driver’s license)
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 3 months)
- Bank letter (or statement) that includes the company’s information, I (EU - IBAN; SortCode and Account Number - the UK), currency, and date for settlement account.
- TAX/VAT number
- Certificate of incorporation (apostilled)
- Company Profile/Incumbency (apostilled, and must be dated within the last 6 months)
- Memorandum and Articles of Association (apostilled)
- Proof of business address (office utility bill, office rent agreement, and must be dated within the last 6 months)
- Proof of Identity (e.g. passport/ID card/Driver’s license)
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 3 months)
A natural person who ultimately owns or controls the company through direct or indirect ownership of more than 25% of the shares or voting rights or ownership interest, or through control via other means.
- Proof of Identity (e.g. passport/ID card/Driver’s license)
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 3 months)
- Bank letter (or statement) that includes the company’s information (EU - IBAN; SortCode and Account Number - the UK), currency, and date for settlement account.
- Tax letter (tax number)
- Certificate of Incorporation (or, depending on the state, Articles of Incorporation/Certificate of Formation, and should be stamped)
- Signed Bylaws/Operating agreement or an alternative
- Share certificate or Shareholder register
- EIN Proof: SS4 Form/Letter From IRS
- Proof of business address (Utility Bill or Rent/Use of Space Agreement)
- Proof of Identity (e.g. Driver’s license/passport/ID card/)
- SSN card (if SSN Card states “VALID FOR WORK ONLY WITH DHS AUTHORIZATION” + employment authorization card)
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 2 months)
A natural person who ultimately owns or controls the company through direct or indirect ownership of more than 25% of the shares or voting rights or ownership interest, or through control via other means.
- Proof of Identity (e.g. passport/ID card/Driver’s license)
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 2 months)
- Tax number (SSN if available)
- A bank reference letter duly signed by a bank representative or a voided check.
- Settlement Bank Account Statements for the last 3 months
- Prices should be in USD
- If the billing descriptor (doing business as “DBA“ name) differs from the name of the merchant (meaning it is not branded), it should be added to the payment page. If the descriptor is branded, adding it to the payment page is unnecessary.
For example, you can indicate “The charge will appear on your bill as _____”.
In English:
- Trade/Service License
- Memorandum of Association
- Extract of Registry showing current shareholders (or Shareholder certificate or Certificate of Incumbency)
- Proof of business address (e.g. office rent agreement, invoice for rent - must be dated within the last 3 months)
- Emirates ID card/passport
- UAE visa
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 3 months)
A natural person who ultimately owns or controls the company through direct or indirect ownership of more than 25% of the shares or voting rights or ownership interest, or through control via other means.
- Proof of Identity (e.g. passport/ID card)
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 2 months)
- Bank statement from either EU or UAE financial institutions, containing complete bank details (UAE company information, IBAN, currency, date)
- Tax Registration Number (TRN) document (if applicable)
- Certificate of Incorporation
- Memorandum and Articles of Association
- Proof of business address (office utility bill, office rent agreement, invoice for rent - must be dated within the last 3 months)
- Proof of Identity (e.g. passport/ID card/Driver’s license)
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 3 months)
A natural person who ultimately owns or controls the company through direct or indirect ownership of more than 25% of the shares or voting rights or ownership interest, or through control via other means.
- Proof of Identity (e.g. passport/ID card/Driver’s license)
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 3 months)
- Bank statement with full bank details (company info, IBAN, currency, date)
- UTR/VAT number
In English:
- Extract from the register of entities (Lietuvos Respublikos juridinių asmenų registro išplėstinis išrašas) or Registration certificate (Registravimo pažymėjimas)
- Memorandum & Articles of Association
- Proof of business address (office utility bill, office rent agreement, invoice for rent - no older than 3 months)
- Proof of Identity (e.g. passport/ID card/Driver’s license)
- Proof of address (e.g. Utility bill (Komunalinių mokesčių sąskaita)/Statement from a financial institution (Išrašas iš finansų institucijos)/Letter issued from a government institution (Vyriausybės institucijos laiškas) - must be dated within the last 3 months.
A natural person who ultimately owns or controls the company through direct or indirect ownership of more than 25% of the shares or voting rights or ownership interest, or through control via other means.
- Proof of Identity (e.g. passport/ID card/Driver’s license)
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 2 months)
- Bank statement with full bank details (company info, IBAN, currency, date)
- TAX/VAT number (PVM mokėtojo registracija)
- Certificate of Incorporation
- Constitution
- Company printout (must be dated within the last 3 months)
- Register of Members and Share Ledger (must be dated within the last 3 months)
- Proof of business address (office utility bill, office rent agreement, invoice for rent - must be dated within the last 3 months)
- Proof of Identity (e.g. passport/ID card/Driver’s license)
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 3 months)
A natural person who ultimately owns or controls the company through direct or indirect ownership of more than 25% of the shares or voting rights or ownership interest, or through control via other means.
- Proof of Identity (e.g. passport/ID card/Driver’s license)
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 3 months)
- Bank statement with full bank details (company info, IBAN, currency, date)
- TAX/VAT number
- Commercial register extract (Äriregistri registrikaart)
- Memorandum and Articles of Association
- Proof of business address (office utility bill, office rent agreement, invoice for rent - must be dated within the last 3 months)
- Proof of Identity (e.g. Pass (Passport)/Juhiluba (Driver’s license)/ID-kaart (Identity card))
- Proof of address (e.g. Kommunaalarve (Utility bill)/Elukoha registreerimine (Residence registration), Kontoväljavõte (Bank statement) - must be dated within the last 3 months)
A natural person who ultimately owns or controls the company through direct or indirect ownership of more than 25% of the shares or voting rights or ownership interest, or through control via other means.
- Proof of Identity (e.g. passport/ID card/Driver’s license)
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 3 months)
- Bank statement with full bank details (company info, IBAN, currency, date)
- Käibemaksukohustuslasena registreerimine (VAT Registration) or Maksuandmete tõend (Tax certificate)
- Commercial register extract (Извлечение от Търговския регистър и регистъра на ЮЛНЦ)
- Incorporation Act (Учредителен Акт)
- Proof of business address (Сметка за комунални услуги (Utility Bill), office rent agreement, invoice for rent -must be dated within the last 3 months)
- Proof of Identity (e.g. passport/ID card/Driver’s license)
- Proof of address (e.g. Сметка за комунални услуги (Utility Bill)/Банково извлечение (Bank statement)/ипотечно извлечение (Mortgage statement) - must be dated within the last 3 months)
A natural person who ultimately owns or controls the company through direct or indirect ownership of more than 25% of the shares or voting rights or ownership interest, or through control via other means.
- Proof of Identity (e.g. passport/ID card/Driver’s license)
- Proof of address (e.g. utility bill/bank statement/tax bill - must be dated within the last 3 months)
- Bank statement with full bank details (company info, IBAN, currency, date)
- VAT Registration (Регистрация по ДДС)