1. Purpose

Panchtatvam Global Solutions Private Limited ("Company") is committed to knowing and verifying the identity of all customers, suppliers, and business partners before entering into any business relationship or transaction. This KYC Policy establishes the standards and procedures for identity verification.

2. Scope

This policy applies to:

• All new customers registering on our platform
• All parties submitting trade enquiries, RFQs, or financial applications
• All suppliers and vendors onboarded to our network
• All parties entering into contracts or purchase orders with the Company

3. Customer Categories

We classify customers into the following categories for KYC purposes:

• Individual / HNI: Natural persons acting in their personal capacity
• Sole Proprietorship: Businesses owned and operated by a single individual
• Partnership Firm: Businesses operated by two or more partners
• Private Limited / Public Limited Company: Companies incorporated under the Companies Act
• LLP: Limited Liability Partnerships
• Trust / NGO / Society: Non-profit entities
• Foreign Entity: Companies or individuals based outside India

4. KYC Documents Required

4.1 Individual / HNI

• PAN Card (mandatory for all financial transactions above ₹50,000)
• Aadhaar Card (for address and identity verification)
• Passport (for international customers)
• Recent passport-size photograph
• Bank account details (cancelled cheque or bank statement)

4.2 Indian Companies (Pvt. Ltd. / Ltd.)

• Certificate of Incorporation
• Memorandum and Articles of Association
• PAN Card of the company
• GST Registration Certificate
• Board Resolution authorising the signatory
• KYC documents of all directors and authorised signatories
• Shareholding pattern (for beneficial ownership identification)
• Latest audited financial statements (for credit/finance transactions)

4.3 Partnership Firms

• Partnership Deed
• PAN Card of the firm
• GST Registration Certificate
• KYC documents of all partners

4.4 Foreign Entities

• Certificate of Incorporation or equivalent from the country of registration
• Proof of registered address
• Authorised signatory details and identity documents
• Beneficial ownership declaration
• Bank reference letter (for high-value transactions)

5. Verification Process

KYC verification is conducted through the following steps:

1. Document submission: Customer submits required documents via our secure online portal or in person
2. Document review: Our compliance team reviews documents for completeness and authenticity
3. Database verification: Where applicable, documents are verified against government databases (e.g., PAN verification, MCA21 for company details)
4. Sanctions screening: Customer is screened against sanctions lists and PEP databases
5. Risk assessment: Customer is assigned a risk rating (Low / Medium / High)
6. Approval: KYC is approved or additional information is requested

Standard KYC verification is completed within 2–5 business days. Enhanced due diligence may take longer.

6. Ongoing Monitoring

KYC is not a one-time exercise. We conduct periodic reviews:

• Low-risk customers: Review every 3 years
• Medium-risk customers: Review every 2 years
• High-risk customers: Review annually or more frequently

Customers are required to notify us of any material changes to their KYC information (change of address, directors, ownership structure, etc.) within 30 days of such change.

7. Beneficial Ownership

For corporate customers, we identify and verify the ultimate beneficial owner(s) — individuals who ultimately own or control 25% or more of the shares or voting rights, or who otherwise exercise control over the entity.

8. Politically Exposed Persons (PEPs)

Customers who are PEPs (current or former senior government officials, judicial officers, military officers, or their close associates and family members) are subject to Enhanced Due Diligence. Senior management approval is required before entering into a business relationship with a PEP.

9. Consequences of Non-Compliance

Failure to complete KYC requirements will result in:

• Inability to register or access our platform
• Suspension of existing account and transactions
• Refusal to process enquiries, orders, or payments
• Reporting to relevant authorities where required by law

10. Data Protection

All KYC documents and information are handled in accordance with our Privacy Policy and Data Protection Policy. KYC records are retained for a minimum of 5 years after the end of the business relationship as required under PMLA.

11. Contact