Your legal documents

• Which documents do I need to provide?
• Should I translate my documents? 
• Why was my document refused? 
• Understanding KYC Regulations

It's time to add your legal documents. Don't worry, this is a simple formality that you will only have to do once. These documents are required to comply with KYC regulations.

These legal documents are only required for the transfer of your funds according to the KYC regulations. They don't stop you from starting to send Swik requests!

1. Click on your business name in the top left corner
2. Click on the Legal Documents tab

Which documents do I need to provide?

If you are an individual:

• Identity proof of the legal representative: A clear photo of the national identity card, driver's license or passport is required. Scans are not accepted, photos are mandatory.

If you are a company (Small business, Small and medium-sized company, Large Company): 

• Identity proof of the legal representative: A clear photo of the national identity card, driver's license or passport is required. Scanned images of these documents are not accepted
• Latest confirmation statement or annual return from Companies House not older than 3 months. If not available, certificate of incorporation
• Certificate of incorporation, the latest signed version
• Shareholder Declaration

If you are a sole proprietorship:

• Identity proof of the legal representative: A clear photo of the national identity card, driver's license or passport is required. Scanned images of these documents are not accepted
• Proof of registration from HMRC, not older than 3 months, or Self Assessment Tax Return. 

If you are an organization:

• Proof of identity of the legal representative: A clear photo of the national identity card, driver's license or passport is required. Scanned images of these documents are not accepted.
• Proof of registration, not older than 3 months, from Companies House, the Charity Commission, or the Scottish Charity Regulator.
• Memorandum of association, the latest signed version.

Should I translate my documents? 

If the legal document is not in English, French, Spanish, German, Dutch or Portuguese, our payment provider will request an official translation into English or French, signed by a certified translator. 

To find out more, please read our payment service provider's article: https://mangopay.com/docs/concepts/users/verification/document-process

Why was my document refused? 

• For the identity proof:
  • Your document is a scan. Scans are not accepted as they can easily be falsified
  • Your document is not complete: only the front and/or back have been added
  • Your document is not perfectly legible: it is blurred, faded or cropped.
  • Your document does not correspond to the identity of the registered legal representative  
  • Your document has expired
    
    
• For the registration proof:
  • Your document has expired: the document must be less than 3 months old
  • Your document does not match the company details 
  • Your document mentions downloading another legal document to identify the registered legal representative 

• For articles of association :  
  • Your articles of association are not signed and initialed on all pages 
  • Your articles of association are not the latest up version

• For the UBO declaration (declaration of beneficial owners) 
  • Incorrect information for one or more beneficiaries: date of birth, name, method of control, shareholding rate, etc. 
  • Some beneficiaries are missing
  • The declaration does not match the information available in the database

Understanding KYC Regulations

Know Your Customer (KYC) regulations are a crucial step in preventing illegal financial activities. They allow institutions to ascertain the identity of their customers, their legal status, and the nature of their activities to combat money laundering, terrorist financing, and other financial crimes.

Once your legal documents have been uploaded to your Swikly account, our payment provider will review them. Following this, your account will display one of two statuses: Validated Document or Rejected Document.

In case of validation, you will receive an email confirming that your document has been accepted.

If a document is refused, an email will be sent to you specifying the reasons for the refusal. 

This will allow you to submit a new, compliant, and up-to-date document according to the specified requirements.