MaxVerified Guide
KYC & the Secure Document Vault
Emailing scanned trade licences is a KYC risk. A secure business document vault gives you a single source of truth — and full control over who sees what, and for how long.
The problem with email-based KYC
Every counterparty asks for the same documents. Every request produces a new PDF sitting in someone's inbox, screenshotted into someone's slide, or attached to a proposal that circulates for months. When the licence is renewed or a signatory changes, none of those copies update. That is how stale documents get used to open bank accounts or sign contracts under someone else's name.
What a business document vault gives you
- One authoritative copy of each document — always the latest version.
- Selective sharing — grant access per counterparty, per document.
- Revocation — cut off access when a deal ends or a contact leaves.
- Verification linkage — vault documents feed the independent verification review, so buyers see a certificate rather than the underlying PDF.
- Refresh signal — when you update a licence, the verified profile updates automatically.
What belongs in the vault
- Trade or commercial licence and any amendments.
- Tax/VAT registration certificate.
- Incorporation documents, memorandum and articles.
- Authorised-signatory Emirates ID, passport, and specimen signature.
- Bank letter confirming account name.
- Board resolutions relevant to signing authority.
- ISO or sector-specific certifications you reference in proposals.
How it works with independent verification
Vault documents are reviewed by MaxVerified's verification team as part of your business KYC. The output is a public certificate and profile — buyers rely on that, not on your raw PDFs. When they need document-level detail (banks, enterprise procurement), you share vault access temporarily instead of emailing files.
Frequently asked questions
What is a business document vault?
An encrypted store for your KYC documents — trade licence, VAT certificate, ISO certifications, bank letter, signatory ID — that you upload once and share selectively.
Why not just email PDFs?
Email creates uncontrolled copies. Once a licence PDF leaves your outbox, you cannot revoke it, track who opened it, or refresh it if the licence changes. A vault fixes all three.
What documents belong in the vault?
Trade or commercial licence, tax/VAT certificate, incorporation documents, authorised-signatory ID, bank letter, board resolutions, ISO or sector certifications, and any KYC pack you assemble for banks or enterprise buyers.
Who can see documents in my vault?
Only you and the people you explicitly share access with. The public profile shows only the fields you approve — underlying documents are not published.
Can I revoke access after sharing?
Yes. Access can be revoked at any time. Subsequent attempts to open the shared link fail, protecting stale documents from being reused.
Does the vault help with bank onboarding?
Yes. A pre-assembled verification pack — licence, VAT, signatory ID, address, certificate — answers most bank KYC questions in a single share, shortening the onboarding cycle.
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