Virtual Office Compliance Requirements
Under The Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (as amended 2019), we require to hold on record before we commence virtual office services, two forms of ID from our clients for our records; photo ID and proof of address.
This includes all director’s and shareholder’s of limited company clients. We also require proof of business trading address where our client’s daily trading activities take place as well as a certified copy of a company incorporation certificate for limited companies.
It is the responsibility of all clients to provide the exact documentation requested in a timely manner. When providing virtual office services, Congleton Business Centre must comply with the ‘Know Your Customer Rules’ (KYC).
Please note that the documentation requirements are a non-negotiable aspect of client’s applications. Congleton Business Centre can be liable to prosecution for failing to produce the correct documentation during an inspection or investigation.
As well as this, ensuring our clients files are compliant, ensures a safe working environment for all businesses operating from Congleton Business Centre’s premises. Congleton Business Centre reserves the right to suspend services until the required documentation has been supplied and approved.
Proof of Identity Documents
To prove the identity of individuals (whether a Director, Beneficial Owner, or the Signee), we require one of the following:
– Passport
– Driving License
and one form of proof of address from the following list;
– Gas or Electricity Bill
– Telephone / Broadband Bill (Landline only)
– Water Bill
– Mortgage Statement
– Council Tax Bill
– Bank / Building Society Statement
– TV Licence
– Valid Insurance Certificate / Bill
– Financial Statement (e.g. Pension)
If client’s are a limited company, we will also require the following;
– Certificate of Incorporation
– Proof of Identity for the Signee of the Service Agreement
– Proof of Residential Address for the Signee of the Service Agreement
– Proof of Identity for all active Directors and Shareholders of the company.
– Proof of Residential Address for all active Directors and Shareholders of the company
– Proof of Principal Place of Business of the company (where client’s work from on a day-to-day basis)
All proofs of ID supplied to us must be verified to confirm that they are authentic copies of the original documentation. There are three ways client’s can complete this process:
- 1. Bring the original documents in to our central admin centre in Congleton in Cheshire, whereby one of our team can scan and certify client’s documents and check client’s likeness that they are the person on the photo ID.
- 2. Send the documents to us electronically via email / SMS Text / WhatsApp – Verification would require client’s also sending us a photograph holding their proof of ID next to their face -or- a FaceTime / Chat video call so a member of our team can compare their likeness against the ID documents supplied.
- 3. Have their documents certified by an independent third-party. If bringing documents in to our central admin centre is not convenient, client’s can have their documentation certified by an independent third party. The certifier will need to see the original documents, scan them, and write the following on the copies before they send them to us:
“Certified to be a true copy of the original”
The certifier should also write the date, their name, signature, profession, and contact information. Certification services can be supplied by a number of institutions or professionals including; Architects, Bank or Building Society officials, Barristers, Chartered Accountants, Councillors, Dentists, Fire Service Officials, Legal Secretaries, Local Government Officers, Ministers of Religion or Pharmacists.
Until this information is received, we will not be able to provide mail handling services on client’s accounts. We recommend that client’s do not begin advertising our address, whether on their website or as their registered address on Companies House, until their account is compliant for mail services to avoid any mail being returned to senders.
If client’s require mail to be forwarded to an unverified address that we do not hold proof of, we will require a document in the approved format to validate their presence at this address. This is a legal requirement in the UK.
Please also note that we are required to ensure that all documentation remains up to date. If there are any changes to client’s company’s appointments (e.g., new Directors appointed) or the documents supplied at the time of sign up expire, we will contact client’s for more information.
We reserve the right to request additional information / documentation to that detailed above if deemed necessary to fulfil our obligations under UK law.