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      KYC document and procedure

      This article provide sales guideline for completing the KYC procedure in sales process

      When do sales need to obtain KYC documents?

      KYC documents are a sets of documents which are required to establish the identity of a company. Standard KYC documents would be a copies of certificate of company / business registration issued by the government bodies of the registraion region or countries. Sales must obtain KYC documents and upload to HubSpot company attachment at following moments:

      1. Before contract/agreement sent out (both new and renewal order of CINNOX and Traditional products):

      Sales must obtain KYC document to ensure the company name on contract match with the registered name of customer.

      - The preferred way would be obtaining customer business registration certificate.

      - The alternative way would be confirming the validity of company through govenment registration enquiries of the countries / region of company registration.

      e.g. 

      Hong Kong https://www.gov.hk/en/residents/taxes/etax/services/brn_enquiry.htm

      China http://www.gsxt.gov.cn/index.html

      Taiwan https://findbiz.nat.gov.tw/fts/query/QueryBar/queryInit.do

      Malaysia https://www.ssm.com.my/Pages/e-Search.aspx#

      Singapore https://www.tis.bizfile.gov.sg/ngbtisinternet/faces/oracle/webcenter/portalapp/pages/TransactionMain.jspx?selectedETransId=dirSearch

      2. Before order placement or partner registration (both new and renewal order of CINNOX and Traditional products):

      Sales must obtain KYC document to ensure the customer contact are representing the company:

      • Customer providing the copies of customer business registration certificate

      If sales are unable to obtain the copies of customer business registration certificate at the time being, following proof shall be provided with sales head approval:

      • Email correspondences with customer using company domain emaill address
      • Business card (or scanned copies) provided from customer
      • Proof of relation on company domain and company name (e.g. website, WHOIS registration record if domain name registration requirement include comapany registration document)

      Sales should upload back the KYC documents once reciept from the customer, IOD reserve the right to terminate the service if customer failed to provide the necessary KYC documents.

      Example:

      Company Name: Ubox Limited (Hong Kong Company)

      Company domain: ubox.com.hk

      1. Before contract signing

      Please make sure the company name in HubSpot and contract matches customer registered name. The registered name can either obtained from:

      • HK BR Copies:
      or
      • HK BR Enquiry website: (following step are example screenshot)

      https://www.gov.hk/en/residents/taxes/etax/services/brn_enquiry.htm




      2. Before order placement

      Customer had to provide: