Japan KYC Operational Process

What is the purpose of the KYC process in Japan?

The KYC declaration form and all information gathered as part of the KYC process is used to verify information about the company that will be purchasing Zoom Phone for use in Japan in accordance with requirements under Japanese laws on the prevention of money laundering and terrorist financing. This information is also used to verify that the address information provided qualifies the customer for use of geographic numbers (where relevant) and to confirm the range of geographic numbers that are appropriate to allocate to the customer.

Who completes the Customer KYC Declaration Form - who is the “Declarant”?

The form should be completed by an appropriate company representative of the correct customer company that will be purchasing Zoom Phone.

• Which company?: The details provided on the KYC form need to match the details of the entity that is executing or has executed an MSA or order for Zoom Phone.
• Which individual company representative?: The Customer KYC Declaration Form can be completed by a person who is either:
  • A Director: A registered Director who is listed as a Director of the company on publicly available registration information for the company that is purchasing Zoom Phone. The Director is not required to be resident in Japan. Please note that the Customer KYC Declaration Form asks the customer to upload current company search results that (for companies registered in Japan) are available for a fee at this link: https://www1.touki.or.jp/service/index.html ; OR
  • A non-director authorized representative of the company that is purchasing Zoom Phone: If the person completing the Customer KYC Declaration is not a listed Director of the company purchasing Zoom Phone, then the person must be an authorized representative of the relevant company, that is, the person must be authorized to act on the company’s behalf, under a valid power of attorney. The person is not required to be resident in Japan.

Instructions for completing the Customer KYC Declaration Form

Before completing the Customer KYC Declaration Form - Gather these documents

Before completing the Customer KYC Declaration Form, please ensure that you have the following documents handy:

• Current company search results (for companies registered in Japan, these are available for a fee at this link: https://www1.touki.or.jp/service/index.html)
• Company registration documents showing the current directors
• Evidence of your authority to complete the declaration for the company (copy of the relevant power of attorney)
• Evidence of the business conducted by the company as set out in its articles of association or any special purpose business registrations (If the company is not registered in Japan it will be acceptable to provide documents issued pursuant to the laws of the relevant jurisdiction of registration and documents issued by international organizations recognized by Japan)
• Information about the ownership structure of the company, including name, address and (in the case of individuals) dates of birth of corporate beneficial owners (which are entities/individuals controlling more than 50% of voting rights over the company or entities/individuals controlling 25% of voting rights over the company or (if no such entities/individuals exist) any individuals with dominant influence over the business management
• Documents evidencing the address of the head office of the company and/or the principal office of the company in Japan, which can be any of the following, provided that they are current (meaning that their expiry date has not passed, or, for documents without an expiry date, that the document was created within the 6 months prior to the date of submission to Zoom):
  • Tax invoice or tax certificate
  • Social insurance premium payment invoice
  • Utility bill payment invoice
  • Company seal registration certificate
• Your personal photographic identification documents, which can be any of the following documents (issued in Japan or by another government or international organization approved by the Government of Japan), provided that the documents are current (meaning that their expiry date has not passed, or, for documents without an expiry date, that the document was created within the 6 months prior to the date of submission to Zoom):
  • Driver’s license
  • Driving history certificate
  • Residence card
  • Special permanent resident certificate
  • My Number card (please note that if you are submitting a copy of your My Number card please do not submit a copy of the back side of the card)
  • Passport (is a passport is used, please ensure the passport includes an address or see the note below in relation to additional documents required for proof of address)
  • Health insurance card (please note that if you are submitting a copy of your health insurance card, please mask your insured person’s symbol and identification number)
  • National pension certificate (please note that if you are submitting a copy of your basic pension card, please mask your basic pension number)
  • Seal registration certificate
  • (If a current address is not on any of the above, additional documents in your name may be provided to verify your current address e.g tax invoice, utility bill, government issued documents showing current address)

Completing the Customer KYC Declaration Form

Please download the form and complete the form according to the instructions below.

Step 1: (Completing Section 1. Verification of the Company) Please print your full name and write the name and location of the head of principal office of the Company.

For Japanese addresses please provide the address in any of the following formats:

Postcode:

Prefecture:

City:

Ward:

District:

Block number:

Sub-block number:

House/building number:

Building Floor number:

Step 2: (Statement as to category of Declarant) Check the appropriate Declarant box based on whether you are a listed Director or other non-Director authorized representative.

Please note that should a party not listed as a Director of the company submit the documentation for the Japan KYC process, Zoom will send a piece of non-transferable mail to in the form of a physical copy of the customer agreement and/or invoice for phone services will be sent by registered mail to Company’s location in Japan, and such location in Japan shall be either: the head principal office or the business office of the Company.

Step 3: (Documents to upload for proof of Company ID verified against current company search extract) Check that the company registration documents that you are uploading are consistent with the record of the current date stamped public company search that you are also uploading (obtained from https://www1.touki.or.jp/service/index.html or an equivalent company registration search for the relevant jurisdiction of incorporation).

Step 4: (Completing Section 2. Verification of the Company Representative ID) Check that you can provide a form of photo identification to verify your name and address and date of birth, or a combination of identification documents that together prove your name and address and date of birth.

Your personal photographic identification documents can be any of the following documents (issued in Japan or by another government or international organization approved by the Government of Japan), provided that the documents are current (meaning that their expiry date has not passed, or, for documents without an expiry date, that the document was created within the 6 months prior to the date of submission to Zoom):

• Driver’s license
• Driving history certificate
• Residence card
• Special permanent resident certificate
• My Number card (please note that if you are submitting a copy of your My Number card please do not submit a copy of the back side of the card)
• Passport (is a passport is used, please ensure the passport includes an address or see the note below in relation to additional documents required for proof of address)
• Health insurance card (please note that if you are submitting a copy of your health insurance card, please mask your insured person’s symbol and identification number)
• National pension certificate (please note that if you are submitting a copy of your basic pension card, please mask your basic pension number)
• Seal registration certificate
• (If a current address is not on any of the above, additional documents in your name may be provided to verify your current address e.g tax invoice, utility bill, government issued documents showing current address)

Step 5: (Completing Section 3. Verification of the purpose of the transaction) Check that you have accurately completed the statement of the purpose of the transaction

Step 6: (Completing Section 4. Verification of the business activities of the company) Check that you have prepared and can upload evidence of the business of the company

• Evidence of the business conducted by the company as set out in its articles of association or any special purpose business registrations (If the company is not registered in Japan it will be acceptable to provide documents issued pursuant to the laws of the relevant jurisdiction of registration and documents issued by international organizations recognized by Japan)

The activities of the company can be described generally (for example against the following categories: Agriculture, Forestry, Fishing, Manufacturing, Construction, Information and Communication, Transportation, Wholesale, Retail, Finance, Insurance, Real Estate, Professional Services, Others (From MIC Guidelines available at https://www.soumu.go.jp/main_content/000256687.pdf).

Step 7: (Completing Section 5. Verification of the corporate beneficial owners (jisshitsuteki-shihaisha)) please complete the declaration accurately. Supporting documentation could include a corporate structure diagram, but you are required to list the details of each corporate beneficial owner of the company. For each listed entity and individual you will also need to provide their name, address (and in the case of individuals) date of birth.

A corporate beneficial owner will be any entity or individual holding more than 25% of the voting rights of the company (directly and indirectly).

If there is a corporate beneficial owner (an individual or an entity) who holds more than 50% of the voting rights of the company (directly and indirectly) it will be sufficient to list that corporate beneficial owner.

If there are no corporate beneficial owners (entities or individuals) who hold more than 25% of the voting rights of the company (directly or indirectly) then you will need to list and provide the details for any individuals who have a dominant influence over the management of the business.

Step 8: (Signing and dating the declaration form) Please ensure that you sign and date the KYC Customer Declaration Form.

Step 9: Upload the signed form and all supporting documents

Step 10: Zoom web meeting

The party submitting this document must appear by Zoom web meeting and at such meeting present the originals of the submitted identification documents. For more information, visit our Support Center.

Upon Completion of Submission

Once you have submitted the proper documents, completed the web meeting, and the non-transferable mail has been delivered (where applicable), you will then be allowed to request Toll phone numbers in Japan. Please indicate the phone number type you would like to purchase in the notes and our team will begin the phone number provisioning process.