This document provides detailed step-by-step instructions, with visual aids, to help you successfully complete the KYB process for a business account of a legal entity whose legal representative is a non-resident, through personal identification. Personal identification means that the second phase of verification — confirming the identity of the legal representative — is completed by visiting the selected location in person.
Step 1: Starting the KYB process
After successfully registering and logging in to your AX CRYPTO profile, a notification will appear stating that you need to complete the KYB process in order to access all trading features on the platform. Click the “Complete KYB” button to start the process (Figure 1).
Figure 1: Notification about the KYB process requirement
Step 2: Entity type, language and verification method
In the “Choose residency” field, select “Non-Resident”, and in the “Choose entity type” field, select “Legal Entity”. Then choose the language in which the verification process will continue and click the “Confirm” button (Figure 2).
Figure 2: Selecting residency “Non-Resident”, entity type “Legal Entity” and language
Step 3: Choosing a device for verification
You can then continue the verification in the following ways (Figure 3):
- On a mobile device (for a better user experience): by scanning the QR code, or by opening the link you get by clicking the “Copy link” button
- On a computer: by clicking “Continue on desktop”
Figure 3: Device selection options
Step 4: Entering legal entity data
After choosing a device, fill in all required data about the legal entity (Figure 4), including:
- Full business name
- Business registration number
- Tax identification number
- Legal entity form
- Country of incorporation
- Address of incorporation (street, number, floor/apt., city, zip code)
- Postal address (if different from the address of incorporation)
- Business activity code and description
- Business activities
- Purpose and intended nature of the business relationship
- Source of funds
- Issuing bank of the legal entity’s bank account
- Expected volume of transactions (RSD)
- Full name of the legal representative
- Personal identification number of the legal representative
- Location for in-person identification of the legal representative
Figure 4: Entering legal entity and legal representative data
At the end of the form, state whether the legal representative is a domestic or foreign state functionary within the meaning of the law, and confirm that you have a prepared, filled in, signed and stamped Statement on Politically Exposed Person (PEP) Status, which you can download by clicking the highlighted link — you will need to upload it in the next step (Figure 5).
Figure 5: Downloading the PEP Status Statement by clicking the highlighted link
Step 5: Additional documents
You will be redirected to a screen where you need to upload the Business Registration Document (Figure 6). After uploading, click the “Next document” button, then upload the filled in and signed Statement on Politically Exposed Person (PEP) Status (Figure 7), and click the “Continue” button.
Figure 6: Upload screen for the Business Registration Document
Figure 7: Uploaded Statement on Politically Exposed Person (PEP) Status
Step 6: Bank account verification
On the next screen, enter the bank account number of the legal entity and click the “I have the document ready” button (Figure 8).
Figure 8: Entering the legal entity’s bank account number
Then attach proof of the bank account: a valid document stating the name and surname along with the bank account number, such as a bank statement or a photo of the bank card with the account number.
Note: If you are using a credit or debit card for verification, cover its 16-digit number, so that only the bank account number, name and surname are visible in the attached image. Then click the “Finish” button (Figure 9).
Figure 9: Uploading proof of bank account
Step 7: Completing the first phase of verification and request processing
A confirmation will be displayed stating that the operator is processing your request and that you will be notified via email with a link to continue the process once processing is complete (Figure 10). You will also receive an email confirming that the request is being processed (Figure 11).
Figure 10: Request processing confirmation — first phase
Figure 11: Email confirmation of receipt and processing of the request (Phase 1)
Step 8: Identity verification of the legal representative
Once the operator has processed the request, you will receive an email confirming that the first phase has been approved. In this email, the legal representative will be asked to verify their identity by clicking the “Verify Identity” button in order to continue the KYB process (Figure 12).
Figure 12: Email notification requesting identity verification of the legal representative
In this step, the legal representative needs to verify their identity with a document, so that they can later complete personal identification at the selected location. As in the previous phase, verification can be continued on a mobile device by scanning the QR code, or on a computer.
Step 9: Selecting the document issuer
Since the legal representative is a non-resident, after choosing a device, the country that issued the legal representative’s identification document needs to be searched for and selected from the list (Figure 13).
Figure 13: Searching for and selecting the issuer of the legal representative’s document from the list of countries
Step 10: Selecting the document type
After selecting the document issuer, choose the type of the legal representative’s document — government issued ID or passport (Figure 14).
Figure 14: Document type selection for the legal representative
Step 11: Taking a photo of the document
A screen with clear instructions for photographing the document will be displayed (Figure 15).
Figure 15: Instructions for photographing the identification document
When taking the first photo, the web browser will ask for permission to access the camera (Figure 16). Click “Allow while visiting the site” or “Allow this time” so that the process can continue.
Figure 16: Allowing camera access
Step 12: Photographing the front side of the document
Click the button with the camera icon or press the Space key, and then photograph the front side of the legal representative’s identification document (Figure 17) in accordance with the instructions shown previously.
Figure 17: Photographing the front side of the document
Step 13: Checking the photo and photographing the back side of the document
After a successful photo, the system displays the captured image for review and offers the option to continue, or to repeat the photo if it does not meet the previously listed requirements (Figure 18). If the document is an ID card, the back side is photographed in the same way; if the document is a passport, the user is redirected directly to the next step.
Figure 18: Reviewing the captured photo of the document
Step 14: Entering the permanent address
The legal representative enters their permanent address and states whether their residential address is the same as their permanent address (Figure 19).
Figure 19: Entering the permanent address
After that, a valid document confirming the entered address needs to be attached (Figure 20) — an official document showing the permanent address (a read-out of the ID card, a driving license or a property tax assessment decision), or a telephone, electricity or utility bill issued in the legal representative’s name.
Figure 20: Uploading a document confirming the permanent address
Step 15: Entering the residential address
If the legal representative’s residential address is not the same as their permanent address, they also enter the residential address details — country, street, number, floor/apt., city, region and zip code (Figure 21).
Figure 21: Entering the legal representative’s residential address
They then need to attach a document confirming their residential address in the Republic of Serbia (Figure 22). This can be a certificate of residence registration for a foreigner issued by the competent police station, or another official document containing their first name, last name and residential address. If such a document is not available, other proof of the residential address can be attached — a lease agreement, confirmation of accommodation, a utility bill, or a written statement given under full material and criminal liability.
Allowed file types are: jpg, jpeg, png, heif, heic, pdf, doc and docx, with a maximum file size of 3 MB.
Figure 22: Uploading proof of residential address
Step 16: Taking a photo of the legal representative’s face
A screen with instructions for taking a face photo will open (Figure 23).
Figure 23: Face photo instructions
The legal representative takes a photo of their face by pressing the Space key or the “Take a selfie” button (Figure 24).
Figure 24: Taking a face photo
After the photo is taken, check whether it is correct and click the “Continue” button, or “Repeat photo” if the image does not meet the displayed requirements (Figure 25).
Figure 25: Reviewing the face photo
Step 17: Entering beneficial owner data
The next step is entering data about the beneficial owners of the legal entity — natural persons who directly or indirectly hold 25% or more of the shares or voting rights in the company, or who otherwise exercise control over the legal entity. Checking the “Add owner” box opens the data entry form (Figure 26).
Figure 26: The “Full name of owners with 25% or more equity share in the company” field with the “Add owner” option
If the legal representative is also the sole beneficial owner of the legal entity (with 25% or more of shares), they re-enter their personal data in this step, this time as an owner. If the legal representative is not the sole owner, in addition to entering their own data, the same procedure needs to be repeated for each of the remaining beneficial owners, adding them one by one.
The owner data form contains the following fields (Figure 27):
- First name and last name
- Personal identification number
- Resident status (Resident / Non-resident)
- Date of birth and place of birth
- Document number
- Permanent address (street, number, floor/apt., city, zip code)
Figure 27: Owner data entry form
At the end of the form, answer whether the residential address is the same as the permanent address and whether the owner is a domestic or foreign state functionary, and confirm that a prepared, filled in, signed and stamped Politically Exposed Person Statement and Ownership Structure Declaration are available, as they will need to be uploaded in the next step (Figure 28). Then click the “Save” button.
Figure 28: PEP status and confirmation of prepared ownership statements
The added owner is displayed in the list (Figure 29). If there are multiple beneficial owners, clicking the “+” icon next to the existing entry adds the next owner, and the same data entry procedure is repeated. Once all owners have been entered, click the “Continue” button.
Figure 29: Added owner in the list, with options to edit, delete and add a new owner
Step 18: Additional documents for beneficial owners
For each entered owner, a Beneficial Owner Statement and a Public Official Status Statement for the Beneficial Owner need to be uploaded (Figure 30). Allowed file types are: jpg, jpeg, png, heif, heic, pdf, doc and docx, with a maximum file size of 3 MB per document.
Figure 30: Uploading the Beneficial Owner Statement and the Public Official Status Statement
If multiple beneficial owners have been entered, the corresponding pair of documents — the Beneficial Owner Statement and the Public Official Status Statement for the Beneficial Owner — needs to be uploaded for each of them. The “Previous document” and “Next document” buttons are used to move through the list of documents that need to be uploaded for all owners (Figure 31).
Figure 31: Uploading documents for multiple beneficial owners
Step 19: Background check and final processing
A message is displayed stating that the operator is processing your request and that you will be notified via email once processing is complete; you can now close the window (Figure 32).
Figure 32: Request processing confirmation — second phase
Step 20: Informational notice to other owners
If the request includes beneficial owners of the legal entity other than the legal representative, they will receive an informational notice at their email address stating that the legal entity in which they hold 25% or more of shares has submitted a request for registration on the AX CRYPTO platform (Figure 33). This notice is purely informational and does not require any action on their part at this stage.
Figure 33: Informational notice to an owner about the submitted request
Step 21: Personal identification on location
You will receive an email informing you that the legal representative can complete personal identification at the selected location (Figure 34), so that the account can use all features of the platform.
The email states the address of the selected location, as well as the documents the legal representative needs to bring:
- The identification document used during the identification process (a valid ID card or passport)
- The original decision on the registration of the legal entity
- Ownership structure declarations for each owner with 25% or more of shares in the legal entity
- A Statement on Politically Exposed Person (PEP) Status for the legal representative and for each co-owner with 25% or more of shares in the legal entity
Figure 34: Information about personal identification on location
After the legal representative visits the selected location and confirms their identity through personal identification, you will receive an email confirming that the legal entity’s account has been successfully verified (Figure 35).
Figure 35: Account verification success confirmation
Step 22: Logging in to the platform
Finally, enter your credentials (email and password) on the login page (Figure 36). You will be presented with a CAPTCHA challenge in the form of a puzzle, which you solve by dragging the slider (Figure 37). After successfully logging in to the platform (Figure 38), you can use all of its trading features.
Figure 36: Entering credentials
Figure 37: CAPTCHA challenge screen
Figure 38: Successful login to the platform