FINTRAC recordkeeping · All reporting entity classes · Canadian data residency
Know who they are, and where the money is from
Before you qualify a borrower, take a listing, open a file or onboard a client, one step answers both questions and creates the record your regulator will ask for. Then we keep watching, every day, for as long as you hold the file.
Which is why people have started asking: “Is he ID Verified yet?”
Real estate · Mortgage · Legal · Private lending · Insurance · Banking · MSBs · Securities · Accounting · and 17 more
Ontario · British Columbia · Alberta · with each province's regulator, register and terminology
Per-file due diligence · AI-compiled reports · automated ID reading · regulatory form filling · firm governance
Who they are
Identity confirmed
Government photo ID · read, OCR'd and matched
Acting for an entity
Kowalczyk Holdings · ownership confirmed
Not a politically exposed person
Screened against all four lists
Where the money comes from
Funds traced to this person
Employment income · evidenced
No third party behind them
Determined and recorded
AI due diligence report
Open sources · findings sourced and retained
One step answers
- Who they are
- Whether they act for someone else
- Where the money comes from
- Whether it can be evidenced
- What the open record says about them
How it works
What it means to be ID Verified
Nobody gets standing access to a client's identity file. Every professional who needs it asks, the client approves, and the release is recorded, so the grant itself becomes part of the audit trail.
First, who they are
Identity confirmed by a prescribed method, from their phone, before anything else happens. The platform reads the ID document automatically.
- Government photo ID — read, deskewed, OCR'd
- Barcode and machine-readable zone extracted
- Name match verified against the application
- Liveness check confirms the person holding the ID
- Beneficial ownership where an entity is involved
- Politically exposed person screening
Then, where the money is from
Source of funds attaches to a verified person. It never stands on its own, because unattached money proves nothing.
- Traced to the person you just verified
- Third party determination recorded
- Receipt of funds where you receive them
- Risk assessed and rated in writing
Then it is on the record
Held for five years, assembled into a regulator-ready package the moment anyone asks. Regulatory forms auto-populated from the file data.
- Indexed the way an examiner reads it
- Provenance on every document
- Complete chronology of who did what
- FINTRAC Forms 630–636 filled from your data
- Seconds, not a week of hunting
Identity technology
The ID is read by the platform, not typed by a person
A human transcribing a driver's licence into a form is how errors start and how fraud gets through. The platform reads the document itself, extracts structured data, and verifies that the person presenting it is the person on it.
Step 1
Capture
Front and back of the government-issued photo ID, from any phone camera.
Step 2
Deskew & enhance
Perspective correction so a photo taken at an angle still reads cleanly.
Step 3
Read
OCR, barcode decode, and MRZ extraction pull structured fields from the document.
Step 4
Match & verify
Name match against the application. Liveness confirms a real person is holding it.
Every field lands on the record as structured data, not a scan stapled to a form. That is what makes the rest of the pipeline — screening, risk scoring, form filling, evidence assembly — work without re-keying.
AI-compiled reports
You've already googled the borrower. Now do it properly.
Before funding, almost every broker and private lender runs a search on the person across the table. It takes an hour, it is never written down, and it cannot be produced later. These two reports replace that step with something structured, sourced and retained on the file — compiled by AI from open sources, reviewed by you.
Report one
Due diligence
A focused review of the subject before you commit funds. Ordered on a named individual or entity already verified in the file. AI searches, compiles and sources the findings; you assess them.
- Corporate records, directorships and registrations
- Sanctions, watchlist and politically exposed person screening
- Litigation, judgment and insolvency filings
- Adverse media across open sources
- Findings written up with the source behind each one
Report two
Comprehensive dossier
The deeper build for larger exposures, complex borrowers and files where a corporate structure sits between you and the money.
- Everything in the due diligence report
- Ownership and control mapped through entities
- Associated parties and connected businesses
- Property, asset and registration footprint
- Full chronology with a documented source trail
Open source only
Both reports are built entirely from openly available information. No credit bureau pull, no closed databases, nothing the subject could not in principle find themselves.
Authorised at application
The borrower authorises verification and background review when they provide credentials at the start. The report is ordered under that authorisation, and the consent stays on the file.
Delivered to the firm that ordered it
Findings go to the ordering firm. The borrower is not shown the report by default, and can request a copy. Every order and disclosure is logged.
Regulatory forms
The form is filled from the file, not from memory
FINTRAC's prescribed forms ask for the data you already captured during verification. The platform maps it into the form automatically, so nothing is transcribed a second time and nothing is left blank by accident.
Forms 630–636
Individual identification, corporate information, beneficial ownership, receipt of funds, and risk assessment — auto-populated as filled PDFs ready to print or produce.
Answers, not reproductions
The platform does not reproduce anyone's form. It exports the answers your file holds, mapped to the field structure, so you fill in the copy you are licensed to use.
Always current
When a field on the file changes — an address, an occupation, an entity name — the form answers reflect it the next time you generate. The old version stays on the audit trail.
Why it comes first
The expensive mistake is finding out when it's too late
FINTRAC has been steadily clearer that knowing where a client’s money comes from is not paperwork you complete at closing. It is the thing that determines whether you should be acting for them at all.
Before you qualify
A mortgage broker who verifies at commitment has already spent the work. One who verifies first knows in an hour whether the file is worth opening.
Before you take the listing
An agent who discovers a third party behind the deposit two days before closing has a problem with no good options left.
Before you open the file
A lawyer who runs it at retainer can decline cleanly. One who runs it at funding is already in the relationship.
Verification at the start is a five minute step. Verification at the end is a conversation with your regulator.
It is why firms that have adopted it tend to put the same question at the top of every file: is this person ID Verified yet?
After the first step
Clean in July. Listed in September.
Verification is a moment. Sanctions lists change daily, people take public office, writs get filed. A client you cleared eighteen months ago can be on a list this morning, and nothing in your file would tell you that.
What happens without it
You find out when they ask
- The file says verified, and it was, in 2024
- Nothing re-checks it while you act
- Nothing checks it after you stop
- The first you hear is an examiner or a headline
What happens with it
You hear it from us first
- Every record re-screened daily, automatically
- Sanctions, PEP, enforcement, adverse media
- Local screening against the full consolidated list
- Continues for the full five year retention period
- The acting professional and compliance both told
Three things a firm found out last month that its own files could not have told it: a former conveyancing client added to the Canadian sanctions list, a current client appointed to a public board four days after screening negative, and a writ filed against a corporate client mid-matter.
Firm governance
The examiner's first question is not about a file
A FINTRAC examination opens with the compliance program itself: who is accountable, what the written policies say, how risk was assessed, who is trained, and when the program was last reviewed. ID Verified holds all of it on the same spine as your files, so the answer is a page, not a scramble.
- Compliance officer, appointed with recorded authority and a backup for absences, history kept when they change.
- Written policies, version-tracked and approved by the officer. Policy templates provided to get started. A draft is visibly a draft.
- Firm risk assessment, weighed against the ratings your actual files carry.
- Training records per representative. A rep carrying files without current training is a finding, and it shows.
- The two-year effectiveness review, with the 30-day clock on reporting findings to a senior officer.
- Delegation and departure, so the program survives the person leaving.
Each element rolls into one readiness verdict: ready, needing attention, or a gap. When all six are green, the page says examination-ready, and it means it.
Readiness 1 gap, 2 needing attention
Where the six parts of your compliance program stand right now.
The Governance page, on sample data chosen to show every state. Nothing here is a stock illustration: this is the screen your compliance officer works in.
Broker oversight, worst first
Every representative's files in one rollup for whoever carries the firm's obligation. A file that is not right is visible before an examination finds it, and the retention edge is flagged per record.
14
Files
2
Incomplete
1
Awaiting
9
Compliant
The two named obligations still open on that first file are exactly what the representative sees on their own screen. Same spine, two views.
The report you did not know you owed
Large cash and virtual currency reports carry a 24-hour aggregation rule: connected receipts that reach $10,000 together require a report even when no single receipt did. ID Verified computes it instead of asking you to remember it.
Connected receipts, rolling 24 hours Same linking party
Two receipts, each under the threshold on its own. The platform surfaced the report; nobody had to notice.
Four report families, all gated on working files, never client-visible, append-only once filed. New information after filing becomes a follow-up that supplements the record, never a silent edit.
STR
Suspicious transactions
No monetary threshold. Completed and attempted transactions, with indicators, analysis and grounds captured. Never shown to the client, so nobody is tipped off.
As soon as practicableLCTR
Large cash
CAD $10,000 received in cash, single or aggregated across 24 hours by linking party. The aggregation is computed for you.
15 calendar daysLVCTR
Large virtual currency
The same threshold and aggregation for virtual currency, on its own faster clock, with weekends skipped in the count.
5 working daysLPEPR
Listed property
Triggered by knowledge of property held by a listed person, with or without any transaction. Three linked tracks: stop dealing, disclose to the RCMP and CSIS, file with FINTRAC. Complete only when all three are done.
ImmediatelyThe objection
"We already have a system for this"
You do, and you should keep it. Origination, listing and practice management systems run your business. None of them were built to satisfy a FINTRAC examination, and none of them retain a client record for five years from the last transaction.
Your system
Runs the deal
- Price, rate, term, conditions
- Commission and offer history
- Documents for the transaction
- Closing and funding instructions
ID Verified
Holds the obligation
- Identity, information record, ownership
- Third party and PEP determinations
- Receipt of funds and risk assessment
- Retention clock and production package
- Regulatory forms auto-filled from the record
Nothing is entered twice. The compliance record starts when you onboard a client and holds only what a regulator can ask for.
Scenarios
Whoever starts the file, the client controls access
The professional who opens the file changes with the deal. The permission model does not.
Private refinance
Lender verifies, then looks deeper
A private lender will not fund without verification. The borrower completes an identity file, and the lender orders due diligence before committing, rather than relying on an hour of searching.
Resale purchase
Realtor opens, lawyer and lender follow
The brokerage verifies the buyer at offer. As the deal moves to closing and financing, the lawyer and mortgage broker each request the file rather than starting the client over.
Corporate borrower
A company applies, people are behind it
Where the borrower is a holding company or a numbered entity, the dossier maps ownership and control through the structure so you know who actually stands behind the loan.
Unrepresented party
The other side of the transaction
Where a party to the deal is not represented by a brokerage, the obligation to keep an information record on them still applies. They can be verified without becoming anyone's client.
Agent joins a brokerage
Files move with the practitioner
A sole practitioner who joins a brokerage transfers their verified files into the firm. Both sides consent, the records move intact, and every release already issued stays on the record.
Multi-province firm
One platform, each province's rules
A brokerage operating in Ontario, BC and Alberta sees each province's regulator, register and terminology. The FINTRAC obligations are federal; the professional context adapts to the jurisdiction.
Retention
Five years is the easy part. Producing it is the test.
Most firms can find a file. Far fewer can assemble a complete, indexed, provenanced record of a client relationship from five years ago, inside thirty days, while still running the business. Fewer still can say the client has been re-screened every day since. See an examination answered in seventeen minutes.
5
Years minimum
Information records run five years from the day of the last business transaction, a date that moves. ID Verified tracks the clock per record instead of per folder.
30
Days to produce
Records must be capable of being provided to FINTRAC within thirty days of a request, or under a judicial order. Export assembles the file rather than sending you hunting.
CA
Data residency
Canadian client records are stored in Canada. Electronic records are held so that a paper copy can be produced easily, as the regulations require.
Who it's for
Every Canadian reporting entity class, and counting
Each profession sees its own obligations, its own terminology and its own regulator. The compliance spine underneath is the same one. Twenty-six modules, each configured with the obligation set, nav labels, form definitions and report types that profession actually needs.
Real estate & propertyReal estate
Brokerages and sales representatives acting on a purchase or sale, including unrepresented parties. Ontario, BC and Alberta.
Real estate developers
Selling new-build units directly to purchasers, with large cash and receipt of funds obligations.
Title insurers
Title insurance companies issuing policies on real property transactions.
BC notaries
Notaries public in British Columbia completing real property transfers and other prescribed activities.
Mortgage
Brokers, lenders and administrators, now reporting entities in their own right under FINTRAC.
Private lending
Underwriting without a bank behind you, where knowing the borrower is the whole risk decision.
Individual lenders
Lending your own money privately. Decision record and counterparty verification in one place.
Financing & leasing
Financing or leasing entities with prescribed FINTRAC recordkeeping obligations.
Banking
Banks and authorised foreign banks, with the full financial entity obligation set including EFT reporting.
Credit unions
Credit unions and credit union centrals, with member terminology and cooperative governance.
Trust & loan companies
Trust companies and loan companies operating under federal or provincial legislation.
Financial cooperatives
Financial services cooperatives with the same obligation set as credit unions.
Legal
Real estate and corporate practices closing transactions and holding funds in trust. Law Society and FINTRAC obligations together.
Accounting
Accountants engaged in prescribed activities: financial transactions, real property, entity creation.
Insurance
Life insurance companies and life insurance brokers and agents, each with their own obligation set.
Securities
Securities dealers with trade-level terminology and the full financial entity obligations.
Money services
MSBs and foreign MSBs, with foreign exchange transaction records and the full reporting suite.
Casinos
Casinos with patron terminology, casino disbursement reporting and large cash obligations.
Precious metals & stones
Dealers in precious metals and stones with the DPMS-specific obligation set.
And more
Crown agents, armoured car companies, factors, cheque cashers, crowdfunding platforms — each with the obligation set FINTRAC prescribes for it.
Also built in
The things you should not have to buy separately
Knowledge base
A built-in reference for the compliance questions that come up in the middle of a file, not in a training session. Searchable, always current, and scoped to the obligations your profession actually carries.
Prospect management
Track a lead before it becomes a file. When a prospect converts, the verification step is already waiting rather than being assembled from scratch.
Email customisation
The emails that go to your clients — verification requests, disclosure links, status updates — carry your firm's name and contact details, not ours.
Address verification
Postal proximity checking confirms the address the client provided is real and reachable, before it is committed to the record.
Client messages
A structured channel for messages between the firm and the client, logged on the file and visible in the audit trail. No side conversations.
Platform analytics
Operators see the customer base by profession, jurisdiction and status — who is active, who is pending, how many files are held — without ever seeing a client record.
Get started
Get your next client ID Verified
A short walkthrough on a real file shape, from the request going out to the package coming back.
ID Verified is compliance software. It does not assume your obligations under the Proceeds of Crime (Money Laundering) and Terrorist Financing Act, and each firm remains the reporting entity for its own records. Due diligence and dossier reports are compiled by AI from openly available sources and are provided for your own assessment; they are not credit reports and do not constitute a recommendation to approve or decline any application. Nothing on this page is legal advice.