Use case

KYC and corporate files, collected and kept current.

Run onboarding due diligence, UBO declarations and periodic corporate documents as tracked, per-item requests with a full audit trail.

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The problem

Corporate service providers, fiduciaries and formation agents live on documents collected from clients and their beneficial owners — at onboarding and on every compliance refresh. Clivanta turns the due-diligence checklist into structured, per-item requests, tracked from request to accepted document, with versions preserved and an immutable log ready for the regulator or auditor. Instead of chasing passports and utility bills across email, you see exactly which clients are complete, outstanding or overdue for their periodic refresh.

KYC and UBO documents chased across email at onboarding and every refresh
Certified copies and apostilles that expire without anyone tracking them
No single record of which beneficial owner has provided what
Compliance refreshes that slip because nobody owns the deadline

Where it fits

Client onboarding & KYC

Collect passports, proof of address, bank references and source-of-funds evidence for every client and beneficial owner as one structured pack — the gate a client clears before the entity is formed or administered.

Company formation

Gather the incorporation documents — director and shareholder details, registered-office consents, memorandum and articles — per entity, so the formation file is complete before you file with the registrar.

UBO & beneficial-ownership registers

Request updated beneficial-ownership declarations on a schedule and keep the register evidence current for AML reporting, with reminders chasing the owners who have not responded.

Periodic compliance refresh

Reuse the same due-diligence pack every review cycle so recurring KYC refreshes go out to each client automatically, and low-, medium- and high-risk clients are re-papered on their own schedule.

Documents you'll collect

Passport / national ID (certified) Proof of address Source-of-funds evidence Bank / professional references UBO declaration Register of directors & shareholders

How Clivanta handles it

The same reliable loop, whatever you're collecting.

Per-item requests

Every ask is its own tracked item with a status, due date, files and version history.

Reusable packs

Standardise a request list once and launch it for every client, matter or vendor.

Automatic reminders

Escalating, per-item reminders chase what's outstanding so you don't have to.

Portal or reply-by-email

Counterparts upload through a magic-link portal, or simply reply by email.

Immutable audit trail

Every request, upload, version and acceptance is logged with actor and timestamp.

Scoped, secure access

Each party sees only their own items; internal notes and threads stay private.

Frequently asked questions

Can we collect documents from every beneficial owner, not just the client?

Yes. A pack can route items to more than one person, so each director, shareholder and beneficial owner receives and uploads their own documents — passport, proof of address, source of funds — against the correct item. You track the entity's file as a whole while each individual only sees and completes their part.

Does the audit trail satisfy our AML and regulator obligations?

Yes. Every request, upload, revision and acceptance is written to an insert-only audit log with the actor and a timestamp, giving you a defensible record of how each piece of due diligence was obtained and when. When a regulator or auditor reviews a file, the answer is a timestamped chain rather than a reconstructed mailbox.

Can we run recurring KYC refreshes automatically?

Yes. You schedule the due-diligence pack to reissue on each client's review cycle — annually for standard risk, more often for higher risk — with escalating reminders if documents are late. Periodic refresh becomes a standing, automated workflow instead of a manual diary exercise.

Can we reuse one due-diligence pack across every client and entity?

Yes. You build your firm's standard onboarding and refresh packs once and instantiate them for each new client or entity in seconds. Because every engagement snapshots the pack when it launches, later improvements to your template never rewrite the evidence or history of files already in progress.