Identification Verification Regulations

Identification Verification Regulations

Last Updated     1 April 2024

Money Laundering Precautions

As part of our legal obligation under the 2017 (Information on the Payer Act), we must complete ID verifications on each individual involved in your matter. We class an individual as being involved in the matter if you wish them to be able to speak with us regarding the matter or those involved in a financial way. Some examples are listed below:

• Anyone to be named or currently named on the deeds to a property-related transaction

• Family/friends gifting money towards house purchase

• Attorneys named on Power of Attorney

• Beneficiaries to an estate.

This list is not exhaustive so if you aren’t sure whether you need to list an individual, please contact us and we will be able to assist in determining whether we will need to obtain information for the person(s). There is an additional charge for this service, and it is detailed in our Terms of business document along with any estimate you have received.

If you are a business/organisation, we will need to prove that you have the authority to instruct us on behalf of the entity, we will need a signed letter or authority from any person with a 25% or more share in the organisation. In addition to this we will need each of these individuals to complete the ID verification process.

Electronic Identity Checks

We conduct electronic checks with our AML partner, Thirdfort. Please note we are unable to complete any work on your matter until such time as we have satisfied the verification process for every individual. To complete the electronic ID verification everyone will need to complete a two-step process and:

• Be 18 or over (or have parental consent)

• Agree to the Thirdfort App Terms & Privacy Policy

• Have access to a smartphone or tablet with camera with space to download the app.

• Valid Passport (Any Country), UK Visa/Biometric Residence Permit or Valid UK Photocard Driving License (We cannot accept paper licenses.)

• Two separate forms of Address ID for each individual dated within the last 90 days (3 months)

  • i.e. Utility Bill, Bank Statement, Letter from Government Body/Organisation.

  • If you are selling a house this will be two proof of ownership documents for the property

If you do not meet the above requirements or don’t want to use the electronic route, you will need to verify your ID in person. Both processes are detailed below along with acceptable forms of ID.

Verifying your identity electronically

First, we need to know some basic information about everyone, please complete the enclosed Client Details Form and return it with your signed paperwork, if you need more copies, please let us know.

We need a mobile number to send the check to, if you don’t have a mobile you can use a friends or family members with their permission.

Once returned you will receive a text notification from our ID partner Thirdfort, this may take up to 14 business days but usually arrives within a week.

More information on the process of Electronic Identification Verification can be found HERE

Verifying your Identity In-Person

If you do not have a smartphone/tablet or Passport/Driving License or do not want to use the electronic verification route, you will need to verify your ID in-person at our Redruth office.

Please still complete and return the client details form but tick the box for in-person ID verification. Our Redruth reception is open Monday – Friday, 9.00 am – 5.15 pm. If you wish to present your ID to our St Agnes or Hayle office, you will need to telephone and book an appointment in advance to ensure there is someone available to certify the documents.

Each client who chooses to verify their ID in-person at our office will need to present their own set of ID, we cannot accept your ID if someone else brings it into our office. You will need to bring ALL OF THE following documents.

• Valid photographic ID – see acceptable forms of ID below

•  Two separate forms of Address ID – see acceptable forms of ID below

More information on the In-person ID Verification can be found HERE

Under 18s 

Under 18s need to verify their identity in-person with their Parent/Guardian present. If available, we will need to see a form of official Photo ID such as Passport, Provisional Driving License or PASS stamped Photo ID card - School & Bus pass ID’s are not acceptable.

We will also require a certified copy of the Birth certificate (we can create one if you have the original) & two copies of Address ID. We would recommend School/College letters or bank letters as Address ID, we could also accept letters from NS&I Premium bonds, If you are struggling to collate any of the required documents please check the help section on the next page.

Businesses, Charities & Other Entities

Depending on the set up of your organisation we will need sufficient ID for each member as listed.

Registered Companies

Your Companies House registration number along with full ID as described on page one for each registered Officer.

Partnerships

Proof of address and registration of the Partnership, along with full ID as described on page one for each Partner.

Charities

Your registration number and proof of registered status, along with full ID as described on page one for each Officer, Trustee and/or Partner.

Private Limited Companies

Proof of registration on the Stock exchange along with full ID as described on page one for the individual handling the matter, & a letter of Authority from the Board of Directors.

Government Body/Organisation

Proof of status, alongside full ID as described on page one for the individual dealing with the matter, & a letter of authority from the Organisation/Body.

Banks & Other regulated Financial Institutes/Organisations

Proof or regulation by FCA & of Company registration, along with full ID as described on page one for the individual handling the matter, & a letter of Authority from the Board of Directors

Help Sheet

Acceptable forms of ID

I Have no Valid Photo ID

If you have an old Photo ID document which expired less than 12 months ago but the details are all correct this can be provided but we will require an explanation as to why the document has not been renewed.

• The Post Office & Citizen Card both offer a service for individuals with no form of Photo ID to obtain one, it costs £15.

  • https://www.postoffice.co.uk/identity/pass-card

  • https://www.citizencard.com/apply-for-a-uk-id-card-online 

 Clients in Care homes

For clients in care homes who do not have any form of Photo ID we can accept a signed letter from the manager of the care home confirming the resident’s identity and residence, this could also be backed up from a letter by their GP or other medial professional.

Elderly Clients

For elderly clients who do not have any form of Photo ID we can accept a signed letter from their GP, other medical professional, or Bank Branch Manager confirming their identity and/or address.

Under 18s

Many schools and colleges have discount codes and partnerships with Citizen Card meaning you can get a free Photo ID even if you don’t have any other Photo ID to prove your identity, see the I Have no Photo ID section above.

I have no Address ID

If you receive paperless bills and statements, we can accept digital copies via our electronic ID Verification route.

Security & Data at Thirdfort

For more information on Security and Data at Thirdfort please see the separate article HERE