Coworkinn - Due Diligence and Information
WHO, WHY, WHAT, WHERE, WHEN?
Who?
There are three types of people we need information from. For most small business these may be all the same person, but for larger businesses, or groups of businesses, there may be a few people involved.
Primary Contact: This is the person we will deal with on a day to day basis.
Directors: This collectively referes to company directors, presidents, vice-presidents, CEOs, self-employed individuals, owners.
A Beneficial Owner is an individual who ultimately owns or controls more than 25% of a company's shares or voting rights, or who otherwise exercise control over the company or its management. Where such an interest is held through a trust, the trustee(s) or anyone who controls the trust will be registered as the beneficial owner(s). Where no single individual owns 25% of a business then the directors are deemed to be the beneficial owners.
Others: Anybody, including the Directors or Primary Contact who will use the office workspace or contact us about mail that may arrive at the office.
Why?
Much of this is driven by our obligations to comply with Anti-Money Laundering Legislation. Because we provide an office address, as well as workspace, it is a legal requirement that we have a good understanding of your business and knowledge of the people who control the business. If you don't run a business (e.g. students) we are still required to gather this information because you have access to using our address and facilities.
We are also gathering some administration information. For instance, who to email about letters arriving at the office.
Any information collected will not be used for marketing purposes, or shared with anybody, for any purpose other than to comply with law. We would seek your consent to use this information for any other purpose. For instance, to display on our website (advertising your service), or to send to a person or company that you may like an introduction to.
What?
You should have received:
an agreement from DocuSign
an email with three links to online forms
The agreement is to be signed and returned, this can be done on-line with Docusign. This should be done by the Primary Contact Person, or another appropriate person. Note that you do not need to set up a free DocuSign account to do this; you can decide yourself if you need to do that.
The online forms should be completed by the appropriate people. The email details who the correct people are for each online form. You can send those people copies of the appropriate link(s) or if you send us their contact detail we will do that for you - this applies mainly to the Due Diligence form and also to the Personal Details forms.
Where?
Everything is contained in the email that we sent earlier (you probably arrived here using a link from that email) and the DocuSign email. If you have any problem finding those let us know and we will resend.
All of the information that you provide will be stored securely in our cloud based database. We will not print or share this information without your agreement, except to comply with the law.
WHEN?
Please complete as soon as possible, we are subject to random audits by the Irish Department of Justice in relation to Anti-Money Laundering.
You may add or change information later by contacting us directly or completing the appropriate form again.