Risk Management and Procedures Manual regarding Money Laundering and Terrorist Financing

Transcription

1 ATONLINE LIMITED License CIF 104/09 dated Risk Management and Procedures Manual regarding Money Laundering and Terrorist Financing

2 Table of contents 1.Scope of the policy Definitions Atonline Limited obligations... 4 Board of Directors... 4 Obligations of the Internal audit department... 6 Client s profile... 7 Client s transactions and sources of funds... 7 Client s communication with the Company... 7 Client s trading activity Compliance Officer... 9 Appointment of Compliance officer and Assistants of compliance officer (section 69 of the Law)... 9 Compliance Officer s duties Compliance officer s Annual report Monthly prevention statement Application of appropriate measures and procedures on a risk based approach Identification, recording and evaluation of risks Know Your Client Procedures and Due diligence High risk clients Electronic gambling /gaming through the internet Customers from countries which inadequately apply Financial Action Task Force s (FATF) recommendations Specific client identification issue Collection of information Restrictions for the corporate clients Trustee or Nominee clients In case a client refuses to provide information Verification of Information Reliance on Other Financial Institutions for Identity Verification Clients categorisation Handling of requests for re-categorisation Re-categorisation from Eligible Counterparty to Professional Client Re-categorisation from Retail to Professional Clients Suspicious Transactions Record keeping procedures Client identification records Recognition and reporting of suspicious transactions procedures Employees training on Anti-Money Laundering ANNEX 1 EXAMPLES OF POTENTIALLY SUSPICIOUS INVESTMENT TRANSACTIONS...36 ANNEX 2 MONEY LAUNDERING COMPLIANCE OFFICER'S REPORT TO THE UNIT FOR COMBATING MONEY LAUNDERING

3 1. Scope of the policy This Policy is developed and periodically updated by the Compliance / Anti-Money Laundering Officer of the Company based on the general principles set up by the Board of Directors of the Company in relation to the prevention of money laundering and terrorist financing. The Policy applies to all employees of the Company and aims to setup key roles and responsibilities for the staff members as well as to ensure compliance with the following legislation: The Prevention and Suppression of Money Laundering Activities Law of 2007 (the Law); Directive DΙ of the Cyprus Securities and Exchange Commission for the Prevention of Money Laundering and Terrorist Financing (the AML Directive). The Company has established principles and procedures to prevent money laundering and combat terrorism financing, in accordance with the risk profile of its products, services, customers and geographic locations. All amendments and/or changes of current version of the Policy must be approved by the Company s Board of Directors. 2. Definitions. In these Regulations, except where it follows otherwise from the context: Anti-money laundering legislation - shall mean the Prevention and Suppression of Money Laundering Activities Law of 2007 (Law N.188 ((1) 2007 Ap.4154, ). In December 2007 the EU Commission adopted the amendment Money laundering Directive. This requires more professional activities to be brought within the scope of the preventive measures against money laundering stipulated in the law of the member countries. Criminal proceeds shall mean the proceeds generated from all serious criminal offences. There are following criminal offences: (a) premeditated and attempted murder; (b) drug trafficking; (c) illicit importation, exportation, purchasing, selling, disposition, possession, transfer and trafficking of arms and munitions; (d) importation, exportation, purchasing, selling, disposition, possession, transfer of stolen objects, pieces of art, of antiquities, of tokens of cultural heritage; (e) the abduction of a minor or a mentally retarded person or of any other person against his will for any unlawful purpose; (f) the detachment of money or of property of any other kind by use or threat of use of force or other illicit act; (g) offences relating to corruption of public or private servants; 3

4 (h) living on the earnings of prostitution and offences associated with the procurator and seduction of women and minors; (i) offences contrary to the provisions of the Convention for the Natural Protection of Nuclear Material (Ratification and Other Provisions) Law of (j) offences contrary to the provisions of the Convention for the Prohibition of Chemical Weapons (Ratification) Law of For the purposes of these Regulations it does not matter whether the offences, listed above, are the subject to the jurisdiction of the Cyprus Courts or not. Money laundering shall mean the process by which criminals attempt to conceal the true origin and ownership of the proceeds of their criminal activities and /or to legalize the possession and the use of such proceeds. Cyprus Securities and Exchange Commission (the CYSEC) shall mean the supervisory authority for all persons authorized to carry on international financial services business from within Cyprus. Where the CYSEC is of the opinion that a person falling within its responsibility has failed to comply with the provisions of the Law relating to financial business it has a legal obligation to refer the matter to the Attorney General. Where the CYSEC obtains information and is of the opinion that any person may have been engaged in money laundering then it has a legal obligation to disclose the relevant information to the Unit. Unit for Combating Money Laundering (MOKAS) (hereinafter the Unit shall mean the department in the Office of the Attorney General of the Republic, taking measures of the preventing legalization of the criminal proceeds. Compliance Officer (shall mean a person is appointed by the board of directors, who belongs to the management of the Atonline Limited, so as to command the necessary authority the Directive and the Law accordingly and referred to paragraph 3.. Suspicious transactions - transactions of the client when the Company or its employees based on internal procedures have anxiety that the transaction has the aim of money laundering. Identification of any of the types of transaction listed in Appendix 1 to these Regulations is the grounds for at least initial enquiries about the source of the funds. The list of suspicious is not exhaustive. 3. Atonline Limited obligations Board of Directors The Board of Directors is responsible for ensuring that the Company complies with its obligations under the Law. The Board shall assess and periodically review the effectiveness of the policies, arrangements and procedures put in place to comply with the obligations under the Law, and to take appropriate measures to address any deficiencies. 4

5 The main duties and responsibilities of the Board of Directors in relation to the prevention of money laundering and terrorist financing mainly include: Determining, recording and approving the general policy principles of the Company in relation to the prevention of money laundering and terrorist financing and inform the Compliance Anti-Money Laundering Officer accordingly Appoints the Compliance officer and, where is necessary, Assistant compliance officers and determines their duties and responsibilities, which are recorded in the risk management and procedures manual of paragraph 9(1) (c) of the AML Directive. Approves the risk management and procedures manual of paragraph 9(1)(c) of the AML Directive, which is communicated to all employees of the Atonline Limited, that manage, monitor or control in any way the customers transactions and have the responsibility for the application of the practices, measures, procedures and controls that have been determined. Ensuring that the requirements of the Law and the AML Directive are applied and that the Company maintains appropriate, effective and sufficient systems and controls for the prevention of money laundering and terrorist financing Assures that the compliance officer and his assistants and any other person who has been assigned with the duty of implementing the procedures for the prevention of money laundering and terrorist financing, have complete and timely access to all data and information concerning customers identity, transactions documents and other relevant files and information maintained by the Atonline Limited as to be fully facilitated in the effective execution of their duties. Ensures that all employees are aware of the person who has been assigned the duties of the compliance officer, as well as his assistants, to whom they report, according to paragraph 9(1)(e) of the AML Directive any information concerning transactions and activities for which they have knowledge or suspicion that might be related to money laundering and terrorist financing.. Establishes a clear and quick reporting chain based on which information regarding suspicious transactions is passed without delay to the compliance officer, either directly or through his assistants and notifies accordingly the compliance officer for its explicit prescription in the risk management and procedures manual of paragraph 9(1)(c) of the AML Directive. Ensures that the compliance officer has sufficient resources, including competent staff and technological equipment, for the effective discharge of his duties. Assesses and approves the Annual Report of paragraph 10 of the AML Directive and takes all action as deemed appropriate under the circumstances to remedy any weaknesses and/or deficiencies identified in the Annual Report. Communication of the AML policy to all employees of the Company 5

6 Obligations of the Internal audit department The internal audit department of the Atonline Limited reviews and evaluates, at least on an annual basis, the appropriateness, effectiveness and adequacy of the policy, practices, measures, procedures and control mechanisms applied for the prevention of money laundering and terrorist financing. The findings and observations of the internal auditor are submitted, in a written report form, to the board of directors which decides the necessary measures that need to be taken to ensure the rectification of any weaknesses and/or deficiencies which have been detected. The minutes of the abovementioned decision of the board of directors and the internal auditor s report are submitted to the Commission at the frequency specified in paragraph 9(4) of the AML Directive. Customers acceptance policy (1) According to paragraph 9(1)(b),of the AML Directive a clear customers acceptance policy is developed and established, which is completely in line with the provisions of the Law and the Directive. The customers acceptance policy is prepared after detailed assessment of the risks faced by the Atoneline Limited from its customers and/or their transactions and/or their countries of origin or operations, as these are stated in Part IV of the AML Directive. (2) The customers acceptance policy set in an explicit manner, at least the following: (a) the criteria for accepting new customers; (b) categories of customers who are not acceptable for establishing a business relationship or an execution of an occasional transaction; (c) criteria for categorisation of customers on a risk basis in at least three categories: i. low risk, ii. normal risk, iii. high risk consider the following clients: 1. Non face to face customers 2. Accounts in the names of companies whose shares are in bearer form 3. Trusts accounts 4. Client accounts in the name of a third person 5. Politically exposed persons (PEPs ) accounts 6. Electronic gambling /gaming through the internet 7. Customers from countries, which inadequately apply Financial Action Task Force s recommendations (3) The customers categories of subparagraph 2(b) and (c), take into consideration factors such as the customer s background, type and nature of its business activities, its country of origin, the services and the financial instruments applied for, the anticipated level and nature of business transactions as well as the expected source and origin of funds. 6

7 Client s profile complexity of ownership structure of legal persons: companies with bearer shares, companies incorporated in offshore centres, politically exposed persons, clients engaged in transactions which involves significant amounts of cash, clients from high risk countries (i.e non-eu countries) unwillingness of clients to provide information on the beneficial owners of a legal person; Client s transactions and sources of funds client transactions where there is no apparent legal financial/commercial rationale, situations where the origin of wealth and/or source of funds cannot be easily verified, Client s communication with the Company non face to face client, client introduced by a third person; Client s trading activity services that allow payments to third persons, large cash deposits or withdrawals. The application of appropriate measures and the nature and extent of the procedures of a risk based approach depends on different indicators. Such indicators are the following: the scale and complexity of the services; geographical spread of the services and clients; the nature (e.g. non face to face client) and economic profile of clients as well as of financial instruments and services offered; the distribution channels and practices of providing services; the volume and size of transactions; the degree of risk associated with each area of services; the country of origin and destination of clients funds; deviations from the anticipated level of transactions; the nature of business transactions. When the Company identifies the risks it faces, then it designs and implements the appropriate measures and procedures for the correct management and mitigation, which involve the verification of the client s identity (KYC), the collection of information for the construction of their economic profile and monitoring their transactions and activities. 7

8 Taking into consideration the assessed risks, the Company determines the type and extent of measures it will adopt in order to manage and mitigate the identified risks in a cost effective manner. These measures and procedures include: updating of the client due diligence procedures in respect of clients in line with their assessed money laundering and terrorist financing risk requiring the quality and extent of required identification data for each type of clients to be of a certain standard (e.g. documents from independent and reliable sources, third person information, documentary evidence ) obtaining additional data and information from the clients, where this is appropriate for the proper and complete understanding of their activities and source of wealth and for the effective management of any increased risk emanating from the particular business relationship or the occasional transaction ongoing monitoring of high risk clients transactions and activities. The risk assessment and the implementation of the measures and procedures result in the categorisation of clients according to their risk. The categorisation is based on criteria which reflect the possible risk causes and each category is accompanied with the relevant due diligence procedures, regular monitoring and controls. The category of low risk clients includes the following clients: Credit or financial institution covered by the EU Directive. Credit or financial institution which is situated in a country outside the European Economic Area, which: (i) in accordance with a decision of the Advisory Authority for Combating Money Laundering and Terrorist Financing, imposes requirements equivalent to those laid down by the EU Directive and (ii) it is under supervision for compliance with those requirements. Listed companies whose securities are admitted to trading on a regulated market in a country of the European Economic Area or in a third country which is subject to disclosure requirements consistent with the European legislation; Domestic public authorities of countries of the European Economic Area. The category of high risk clients includes the following cases: Clients which have not been physically present for identification purposes Clients which are credit institutions-clients from third countries 8

9 Politically exposed person residing in a country within the European Economic Area or a third country The Company prepares and maintains a list of clients, which contain, inter alia, the clients names, account numbers, and date of commencement of business relationship. The said list should be promptly updated with all new or existing clients that the Company has determined, in the light of additional information received, that fall under one of risk categories. The Company is, at all times, in a position to demonstrate that the extent of measures and control procedures that applies are proportionate to the risk it faces for the use of services provided, for the purpose of money laundering or terrorist financing. The measures, the procedures and controls are kept under regular review so that risks resulting from changes in the characteristics of existing clients, new clients, services and financial instruments are managed and countered effectively. On implementing appropriate measures and procedures on a risk based approach, and on implementing the client identification and due diligence procedures, AMLO consults data, information and reports that are published in following relevant international organisations: 1. FATF The Council of Europe Select Committee of Experts on the Evaluation of Anti-Money Laundering Measures (MONEYVAL) The EU Common Foreign & Security Policy (CFSP) The UN Security Council Sanctions Committees The International Money Laundering Information Network (IMOLIN) The International Monetary Fund (IMF) 4. Compliance Officer Appointment of Compliance officer and Assistants of compliance officer (section 69 of the Law) A compliance officer is appointed by the board of directors, who belongs to the management of the Atonline Limited, so as to command the necessary authority Where it is deemed necessary due to the volume and/or the geographic spread of the services/activities, assistants of the compliance officer are appointed, by geographical district or otherwise for the purpose of assisting the Compliance Officer and passing internal suspicion reports to him. 9

10 The Atonline Limited communicates immediately to the Commission, the names and positions of the persons it appoints as the Compliance Officer and assistants of the Compliance Officer. Compliance Officer s duties The Compliance Officer s duties include the following: (a) Designs, based on the general policy principles of paragraph 5(a) of the Directive, the internal practice, measures, and procedures and controls relevant to the prevention of money laundering and terrorist financing, and describe and explicitly allocate the appropriateness and the limits of responsibility of each department of the Atonline Limited that is involved in the abovementioned. (b) Develops and establishes the customers acceptance policy, according to paragraph 7 of the AML Directive and submits it to the board of directors for consideration and approval. (c) Prepares a risk management and procedures manual regarding money laundering and terrorist financing. The said manual includes, inter alia, the details referred to in paragraphs 5(a), 5(g), 7, 9(1) and Parts IV, V, VI and VII of the AML Directive. (d) Monitors and assesses the correct and effective implementation of the policy, according to paragraph 5(a) of the Directive, the practices, measures, procedures and controls of point (a) and in general the implementation of the risk management and procedures manual of point (c). In this regard, applies appropriate monitoring mechanisms (e.g. on-site visits to different departments of the Atonline Limited, which will provide him all the necessary information for assessing the level of compliance of the departments and employees of the Atonline Limited with the procedures and controls which are in force. In the event that he identifies shortcomings and/or weaknesses in the application of the required practices, measures, procedures and controls, gives appropriate guidance for corrective measures and where deems necessary informs the board of directors. (e) Receives information from the Atonline Limited employees which is considered to be knowledge or suspicion of money laundering or terrorist financing activities or might be related with such activities. The information is received in a written report form (hereinafter to be referred to as "Internal Suspicion Report"), a specimen of such report is attached in the First Appendix of the AML Directive. (f) Evaluates and examines the information received as per point (e), by reference to other relevant information and discusses the circumstances of the case with the informer and, where appropriate, with the informer s superiors. The evaluation of the information of point is been done on a report (hereinafter to be referred to as "Internal Evaluation Report"), a specimen of which is attached in the Second Appendix of the AML Directive. 10

11 (g) If following the evaluation described in point (f), the compliance officer decides to notify MOKAS, and then he completes a written report and submits it to MOKAS the soonest possible. A specimen of such report (hereinafter to be referred to as "Compliance Officer's Report to the Unit for Combating Money Laundering ) is attached to the Third Appendix of the AML Directive. It is provided that, after the submission of the compliance officer s report to MOKAS, the accounts involved and any other connected accounts, are closely monitored by the compliance officer and following any directions from MOKAS, thoroughly investigates and examines all the transactions of the accounts. (h) If following the evaluation described in point (f) the compliance officer decides not to notify MOKAS, then he fully explains the reasons for such a decision on the "Internal Evaluation Report" which is attached in the Second Appendix of AML Directive. (i) Acts as the first point of contact with MOKAS, upon commencement and during an investigation as a result of filing a report to MOKAS according to point (g). (j) Ensures the preparation and maintenance of the lists of customers categorised following a risk based approach, according to paragraph 7(2) of the AML Directive, which contains, inter alia, the names of customers, their account number and the date of the commencement of the business relationship. Moreover, ensures the updating of the said lists with all new or existing customers, in the light of additional information obtained. (k) Detects, records, and evaluates, at least on an annual basis, all risks arising from existing and new customers, new financial instruments and services and updates and amends the systems and procedures applied by the Atonline Limited for the effective management of the aforesaid risks. Evaluates the systems and procedures applied by a third person on whom the Atonline Limited relies for customer identification and due diligence purposes, according to paragraph 25 and point 4 of the Fourth Appendix of the AML Directive, and approves the cooperation with it. (l) Ensures that the branches and subsidiaries of the Atonline Limited that operate in countries outside the European Economic Area, have taken all necessary measures for achieving full compliance with the provisions of the Directive, in relation to customer identification, due diligence and record keeping procedures. (m) Provides advice and guidance to the employees of the Atonline Limited on subjects related to money laundering and terrorist financing. (n) Acquires the required knowledge and skills for the improvement of the appropriate procedures for recognising, preventing and obstructing any transactions and activities that are suspected to be associated with money laundering or terrorist financing. (o) Determines the Atonline Limited s departments and employees that need further training and education for the purpose of preventing money laundering and terrorist financing and organises appropriate training sessions/seminars. In this regard, prepares and applies an annual staff training program, according to Part VIII of the AML Directive. Assesses the adequacy of the education and training provided. 11

12 (p) Prepares correctly and submits timely to the Commission the monthly prevention statement of paragraph 11 of the AML Directive and provides the necessary explanation to the appropriate employees of the Atonline Limited for its completion. (q) Prepares the annual report according to paragraph 10 of the Directive. (r) Responds to all requests and queries from MOKAS and the Commission, provides all requested information and fully cooperates with MOKAS and the Commission. (s) Maintains a registry which includes the reports of points (e), (f) and (g), and relevant statistical information (department that submitted the internal report, date of submission to the compliance officer, date of assessment, date of reporting to MOKAS), the evaluation reports of point (d) and all the documents that verify the accomplishment of his duties specified in the present subparagraph. During the execution of his duties and the control of the compliance of the Atonline Limited with the Law and the AML Directive, the compliance officer obtains and utilises data, information and reports issued by international organizations, as these are stated in paragraph 17 of the AML Directive. Compliance officer s Annual report The Annual Report, prepared by the compliance officer according to paragraph 9(1)(q) of the Directive, is a significant tool for assessing the Atonline Limited level of compliance with its obligations laid down in the Law and the AML Directive. The Annual Report is prepared and submitted for approval to the board of directors, within two months from the end of each calendar year (the latest by the end of February). The Annual Report, after its approval by the board of directors, is submitted to the Commission together with the minutes of the meeting, during which the Annual Report has been discussed and approved. It is provided that the said minutes include the measures decided for the correction of any weaknesses and/or deficiencies identified in the Annual Report and the implementation timeframe of these measures. These minutes and the Annual Report are submitted to the Commission within twenty days from the date of the relevant meeting, and not later than three months from the end of the calendar year. The Annual Report deals with money laundering and terrorist financing preventive issues pertaining to the year under review and, as a minimum, covers the following: (a) Information for measures taken and/or procedures introduced for compliance with any amendments and/or new provisions of the Law and the AML Directive. (b) Information on the inspections and reviews performed by the compliance officer, reporting the material deficiencies and weaknesses identified in the policy, practices, measures, procedures and controls that the Atonline Limited applies for the prevention of money laundering and terrorist financing. In this regard, the report outlines the seriousness 12

13 of the deficiencies and weaknesses, the risk implications and the actions taken and/or recommendations made for rectifying the situation. (c) The number of internal suspicion reports submitted by employees of the Atonline Limited to the compliance officer, according to paragraph 9(1)(e) of the AML Directive, and possible comments/observations thereon. (d) The number of Reports submitted by the compliance officer to MOKAS, according to paragraph 9(1)(g) of the AML Directive with information/details on the main reasons for suspicion and highlights of any particular trends. (e) Information, details or observations regarding the communication with the employees on money laundering and terrorist financing preventive issues. (f) Summary figures, on an annualised basis, of customers' total cash deposits in Euro and other currencies in excess of the set limit of Euro (together with comparative figures for the previous year) as reported in the Monthly Prevention Statement of paragraph 11 of the AML Directive. Any comments on material changes observed compared with the previous year are also reported (g) Information on the policy, measures, practices, procedures and controls applied by the Atonline Limited in relation to high risk customers as well as the number and country of origin of high risk customers with whom a business relationship is established or an occasional transaction has been executed. (h) Information on the systems and procedures applied by the Atonline Limited for the ongoing monitoring of customer accounts and transactions (i) Information on the measures taken for the compliance of branches and subsidiaries of the Atonline Limited, that operate in countries outside the European Economic Area, with the requirements of the AML Directive in relation to customer identification, due diligence and record keeping procedures and comments/information on the level of their compliance with the said requirements. (j) Information on the training courses/seminars attended by the compliance officer and any other educational material received. (k) Information on training/education and any educational material provided to staff during the year, reporting, the number of courses/seminars organised, their duration, the number and the position of the employees attending, the names and qualifications of the instructors, and specifying whether the courses/seminars were developed in-house or by an external organisation or consultants. (l) Results of the assessment of the adequacy and effectiveness of staff training. (m) Information on the recommended next year s training program. (n) Information on the structure and staffing of the department of the compliance officer as well as recommendations and timeframe for their implementation, for any additional staff and technical resources which may be needed for reinforcing the measures and procedures against money laundering and terrorist financing Monthly prevention statement The compliance officer prepares and submits to the Commission, according to paragraph 9(1)(p) of the AML Directive, on a monthly basis, the Form which includes details for the total cash deposits accepted by the Atonline Limited, the Internal Suspicions Reports, and the Compliance Officer s Reports to MOKAS, according to paragraphs 9(1)(e) and 9(1)(g) of the Directive, respectively. The completion of the Form provides the opportunity to the Atonline Limited, initially to evaluate and, subsequently, to reinforce its systems of control and monitoring of its operations, for the purpose of early 13

14 identification and detection of transactions in cash which may be unusual and/or carry enhanced risk of being involved in money laundering and terrorist financing operations. The said Form is completed and submitted to the Commission within fifteen (15) days from the end of each month. 5. Application of appropriate measures and procedures on a risk based approach The Atonline Limited applies appropriate measures and procedures, on a risk based approach, so as to focus its effort in those areas where the risk of money laundering and terrorist financing appears to be higher. A risk-based approach: a) recognises that the money laundering or terrorist financing threat varies across customers, countries, services and financial instruments; (b) allows the board of directors to differentiate between customers of the Atonline Limited in a way that matches the risk of their particular business; (c) allows the board of directors to apply its own approach in the formulation of policies, procedures and controls in response to the Atonline Limited particular circumstances and characteristics; (d) helps to produce a more cost effective system; and (e) promotes the prioritisation of effort and actions of the Atonline Limited in response to the likelihood of money laundering or terrorist financing occurring through the use of services provided by the Atonline Limited. A risk-based approach involves specific measures and procedures in assessing the most cost effective and proportionate way to manage the money laundering and terrorist financing risks faced by the Atonline Limited. Such measures and procedures are: (a) identifying and assessing the money laundering and terrorist financing risks emanating from particular customers, financial instruments, services, and geographical areas of operation of the Atonline Limited and its customers; (b) documenting in the risk management and procedures manual of paragraph 9(1)(c), the policies, measures, procedures and controls to ensure their uniform application across the Atonline Limited by persons specifically appointed for that purpose by the board of directors; (c) managing and mitigating the assessed risks by the application of appropriate and effective measures, procedures and controls; (d) continuous monitoring and improvements in the effective operation of the policies, procedures and controls. Identification, recording and evaluation of risks According to paragraph 9(1)(j) of the AML Directive, the compliance officer has the responsibility to identify, record and evaluate all potential risks. The successful establishment of measures and procedures on a risk-based approach requires the clear communication of the measures and procedures that have been decided across the 14

15 Atonline Limited, along with robust mechanisms to ensure that these are implemented effectively, weaknesses are promptly identified and improvements are made wherever necessary. Client s profile complexity of ownership structure of legal persons: companies with bearer shares, companies incorporated in offshore centres, politically exposed persons, clients engaged in transactions which involves significant amounts of cash, clients from high risk countries (i.e non-eu countries) unwillingness of clients to provide information on the beneficial owners of a legal person; Client s transactions and sources of funds client transactions where there is no apparent legal financial/commercial rationale, situations where the origin of wealth and/or source of funds cannot be easily verified, Client s communication with the Company non face to face client, client introduced by a third person; Client s trading activity services that allow payments to third persons, large cash deposits or withdrawals. The application of appropriate measures and the nature and extent of the procedures of a risk based approach depends on different indicators. Such indicators are the following: the scale and complexity of the services; geographical spread of the services and clients; the nature (e.g. non face to face client) and economic profile of clients as well as of financial instruments and services offered; the distribution channels and practices of providing services; the volume and size of transactions; the degree of risk associated with each area of services; the country of origin and destination of clients funds; deviations from the anticipated level of transactions; the nature of business transactions. When the Company identifies the risks it faces, then it designs and implements the appropriate measures and procedures for the correct management and mitigation, which 15

16 involve the verification of the client s identity (KYC), the collection of information for the construction of their economic profile and monitoring their transactions and activities. Taking into consideration the assessed risks, the Company determines the type and extent of measures it will adopt in order to manage and mitigate the identified risks in a cost effective manner. These measures and procedures include: updating of the client due diligence procedures in respect of clients in line with their assessed money laundering and terrorist financing risk requiring the quality and extent of required identification data for each type of clients to be of a certain standard (e.g. documents from independent and reliable sources, third person information, documentary evidence ) obtaining additional data and information from the clients, where this is appropriate for the proper and complete understanding of their activities and source of wealth and for the effective management of any increased risk emanating from the particular business relationship or the occasional transaction ongoing monitoring of high risk clients transactions and activities. The risk assessment and the implementation of the measures and procedures result in the categorisation of clients according to their risk. The categorisation is based on criteria which reflect the possible risk causes and each category is accompanied with the relevant due diligence procedures, regular monitoring and controls. The category of low risk clients includes the following clients: Credit or financial institution covered by the EU Directive. Credit or financial institution which is situated in a country outside the European Economic Area, which: (i) in accordance with a decision of the Advisory Authority for Combating Money Laundering and Terrorist Financing, imposes requirements equivalent to those laid down by the EU Directive and (ii) it is under supervision for compliance with those requirements. Listed companies whose securities are admitted to trading on a regulated market in a country of the European Economic Area or in a third country which is subject to disclosure requirements consistent with the European legislation; Domestic public authorities of countries of the European Economic Area. The category of high risk clients includes the following cases: Clients which have not been physically present for identification purposes 16

17 Clients which are credit institutions-clients from third countries Politically exposed person residing in a country within the European Economic Area or a third country The Company prepares and maintains a list of clients, which contain, inter alia, the clients names, account numbers, and date of commencement of business relationship. The said list should be promptly updated with all new or existing clients that the Company has determined, in the light of additional information received, that fall under one of risk categories. The Company is, at all times, in a position to demonstrate that the extent of measures and control procedures that applies are proportionate to the risk it faces for the use of services provided, for the purpose of money laundering or terrorist financing. The measures, the procedures and controls are kept under regular review so that risks resulting from changes in the characteristics of existing clients, new clients, services and financial instruments are managed and countered effectively. On implementing appropriate measures and procedures on a risk based approach, and on implementing the client identification and due diligence procedures, AMLO consults data, information and reports that are published in following relevant international organisations: 7. FATF The Council of Europe Select Committee of Experts on the Evaluation of Anti-Money Laundering Measures (MONEYVAL) The EU Common Foreign & Security Policy (CFSP) The UN Security Council Sanctions Committees The International Money Laundering Information Network (IMOLIN) The International Monetary Fund (IMF) 6. Know Your Client Procedures and Due diligence According to section 64 of the Law, the Atonline Limited applies enhanced customer identification and due diligence procedures in respect of the customers referred to in section 64 of the Law and the Fourth Appendix, as well as in other situations, that pose a high level of risk for money laundering or terrorist financing and are classified by the Atonline Limited as high risk on the basis of its customers acceptance policy, according to paragraph 7 of the AML Directive High risk clients - Non face to face customers 17

18 (a) Whenever a customer requests the establishment of a business relationship or an occasional transaction, a personal interview is recommended during which all information for customer identification should be requested and obtained. In situations where a customer, especially a non-resident of the Republic, requests the establishment of a business relationship or an occasional transaction through mail, telephone, or the internet without presenting himself for a personal interview, the Atonline Limited must follow the established customer identification and due diligence procedures, as applied for customers with whom it comes in direct and personal contact and obtain exactly the same identification information and documents. (b) Practical procedures that can be applied as implementing measures of section 64(1)(a)(i) and (ii) of the Law regarding non face to face customers of the Atonline Limited are the following: i. direct confirmation of the prospective customer s true name, address and signature from a bank operating in his country of origin, ii. obtaining a reference letter from a third person, according to section 67 of the Law, iii. telephone contact with the customer at his residence or office, before the establishment of a business relationship or the occasional transaction, on a telephone number which has been verified from a reliable and independent source, iv. contact with the customer through mail in an address previously verified by the Atonline Limited from independent and reliable sources. (c) The requirements of section 64(1)(a) of the Law and the AML Directive are also applied to companies or other legal persons requesting the establishment of a business relationship or an occasional transaction through mail, telephone or internet. The Atonline Limited takes additional measures for ensuring that the companies or other legal persons operate from the address of their main offices and carry out legitimate business activities - Accounts in the names of companies whose shares are in bearer form The Atonline Limited may accept a request for the establishment of a business relationship or for an occasional transaction from companies whose own shares or those of their parent companies (if any) have been issued in bearer form by applying, in addition to the procedures of paragraph 6 (Accounts of legal persons) of the Fifth Appendix of the AML Directive. a) Takes physical custody of the bearer share certificates while the business relationship is maintained or obtains a confirmation from a bank operating in the Republic or a country of the European Economic Area that it has under its own custody the bearer share certificates and, in case of transferring their ownership to another person, shall inform the Atonline Limited accordingly. (b) The account is closely monitored throughout its operation. At least once a year, a review of the accounts transactions and turnover is carried out and a note is prepared summarising the results of the review which must be kept in the customer s file. (c) If the opening of the account has been recommended by a third person, in this case at least once every year, the third person who has introduced the customer provides a written confirmation that the capital base and the shareholding structure of the company or that of its holding company (if any) has not been altered by the 18

19 issue of new bearer shares or the cancellation of existing ones. If the account has been opened directly by the company, then the written confirmation is provided by the company s directors. (d) When there is a change to the beneficial owners, the Atonline Limited examines whether or not to permit the continuance of the account s operation. - Trusts accounts a) Without prejudice of the provisions of section 65(2) of the Law, when the Atonline Limited establishes a business relationship or carries out an occasional transaction with trusts, it must ascertain the legal substance, the name and the date of establishment of the trust and verify the identity of the trustor, trustee and beneficial owners, according to the customer identification procedures prescribed in the Law and the Directive. (b) Furthermore, the Atonline Limited ascertains the nature of activities and the purpose of establishment of the trust as well as the source and origin of funds requesting the relevant extracts from the trust deed and any other relevant information from the trustees. All relevant data and information should be recorded and kept in the customer s file. - Client accounts in the name of a third person a) The Atonline Limited may open client accounts (e.g. omnibus accounts) in the name of financial institutions from European Economic Area countries or a third country which, in accordance with a decision of the Advisory Authority for Combating Money Laundering and Terrorist Financing it has been determined that it applies procedures and measures for preventing money laundering and terrorist financing equivalent to the requirements of the European Union Directive. In these cases the Atonline Limited ascertains the identity of the abovementioned financial institutions according to the customer identification procedures prescribed in the Law and the AML Directive. (b) In the case that the opening of a client account is requested by a third person acting as an auditor/accountant or an independent legal professional or a trust and company service provider situated in a country of the European Economic Area or a third country which, in accordance with a decision of the Advisory Authority for Combating Money Laundering and Terrorist Financing has been determined that it applies procedures and measures for preventing money laundering and terrorist financing equivalent to the requirements of the European Union Directive, the Atonline Limited may proceed with the opening of the account provided that the following conditions are met: i. The third person is subject to mandatory professional registration in accordance with the relevant laws of the country of operation. ii. The third person is subject to regulation and supervision by an appropriate competent authority in the country of operation for anti money laundering and terrorist financing purposes. iii. The compliance officer has assessed the customer identification and due diligence procedures implemented by the third person and has found them to be 19

20 in line with the Law and AML Directive. A record of the assessment should be prepared and kept in a separate file maintained for each third person. iv. The third person make available to the Atonline Limited obtains all the data and documents prescribed in section 67(3) of the Law. - Politically exposed persons (PEP s) accounts With regard to the issue of corruption one useful source of information is the Transparency International Corruption Perceptions Index which can be found on the website of Transparency International at With regard to the issue of adequacy of application of the 40+9 recommendations of the FATF, the Atonline Limited may retrieve information from the country assessment reports prepared by the FATF or other regional bodies operating in accordance with FATF s principles (e.g. Moneyval Committee of the Council of Europe) or the International Monetary Fund. a) The meaning politically exposed persons (PEP s) according to the meaning of section 2 of the Law, are the natural persons who are residing in another member state of the European Union or a third country and who are or have been entrusted with prominent public functions and immediate family members, or persons known to be close associates, of such persons. PEP s includes the following natural persons who are or have been entrusted with prominent public functions in a foreign country i. heads of State, heads of government, ministers and deputy or assistant ministers, ii. members of parliaments, iii. members of supreme courts, of constitutional courts or of other high-level judicial bodies whose decisions are not subject to further appeal, except in exceptional circumstances, iv. members of courts of auditors or of the boards of central banks, v. ambassadors, chargιs d'affaires and high-ranking officers in the armed forces, vi. members of the administrative, management or supervisory bodies of Stateowned enterprises. b) Immediate family members includes the following: i. the spouse or the person with which cohabit for at least one year, ii. the children and their spouses or the persons with which cohabit for at least one year, iii. the parents. c) Persons known to be close associates includes the following: i. any natural person who is known to have joint beneficial ownership of legal entities or legal arrangements, or any other close business relations with PEP s. 20

21 ii. any natural person who has sole beneficial ownership of a legal entity or legal arrangement which is known to have been set up for the benefit de facto of the PEP s. The Atonline Limited adopts the following additional due diligence measures when it establishes a business relationship or carries out an occasional transaction with a politically exposed person in according with the Fifth Appendix of the AML Directive. Electronic gambling /gaming through the internet a) The Atonline Limited may establish a business relationship or execute an occasional transaction in the names of persons who are involved in the abovementioned activities provided that these persons are licensed by a competent authority of a country of the European Economic Area or a third country which, in accordance with a decision of the Advisory Authority for Combating Money Laundering and Terrorist Financing it has been determined that it applies procedures equivalent to the requirements of the European Union Directive. For this purpose, the Atonline Limited requests and obtains, apart from the data and information required by the Directive, copy of the license that has been granted to the said persons by the competent supervisory/regulatory authority, the authenticity of which must be verified either directly with the supervisory/regulatory authority or from other independent and reliable sources. b) Furthermore, the Atonline Limited, collects adequate information so as to understand the customers control structure and ensures that the said customers apply adequate and appropriate systems and procedures for customer identification and due diligence for the prevention of money laundering and terrorist financing. c) In the case that the customer is a person who offers services (e.g. payment providers, software houses, card acquirers) to the persons mentioned in point 6(a) of the Appendix of the AML Directive, then the requests and obtains, apart from the data and information required by the AML Directive, adequate information so as to be satisfied that the services are offered only to licensed persons. Also, it obtains information necessary to completely understand the ownership structure and the group in which the customer belongs, as well as any other information that is deemed necessary so as to establish the customer s economic profile. Additionally, the Atonline Limited obtains the signed agreement between its customer and the company that is duly licensed for electronic gambling/gaming activities through the internet, by a competent authority of a country mentioned in point 6(a) of the Fifth Appendix of the AML Directive. d) For all the above cases, the decision for the establishment of a business relationship or the execution of an occasional transaction is taken by an executive director of the Atonline Limited and the decision is then forwarded to the compliance officer. Moreover, the account of the said customer is closely monitored and subject to regular review with a view of deciding whether or not to permit the continuance of its operation. Accordingly, a report is prepared and submitted for consideration and approval to the board of directors and filed in the customer s personal file. 21