Japan KYC Operational Process

Table of Contents

What is the purpose of the KYC process in Japan?

The KYC declaration form and all information gathered as part of the KYC process are used to verify information about the company that will be purchasing Phone numbers for Zoom Phone and/or Zoom Contact Center 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 the use of geographic numbers (where relevant) and to confirm the range of geographic numbers that are appropriate to allocate to the customer.

How is the KYC process initiated in Japan?

KYC process is initiated by creating a compliance address for Japan country. Once a compliance address is created, then it will be applicable for all the number types. Compliance address can be created under the Business address and documents section. One Zoom account will have only one compliance address.

The customer admin is required to update mandatory attributes of compliance address such as company address, authorized representative details (aka declarant) such as name, type(director or non-director), email, DoB, gender, and address.

The following documents are required to be uploaded during compliance address creation:

  1. Proof of Address
  2. Company registration document
  3. Know-Your-Customer declaration (KYC declaration)
  4. Power of Attorney (Optional)

Identity verification of authorized representative (declarant):

An email containing a link will be sent to the authorized representative's email address, as provided during compliance address registration. This link will grant access to the Zoom-authorized third-party application for identity verification.

Verification can be completed in two ways:

(i) Scanning an identification document and taking a selfie using the application.

(ii) Scanning the IC chip of their My Number Card using the application.

Acceptable identification documents include a driver's license, a My Number Card (the government-issued card containing the holder's unique identification number), or other original government-issued documents displaying the individual's name, address, date of birth, and photograph.

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.

Instructions for completing the Customer KYC Declaration form

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Before completing the Customer KYC Declaration form, gather these documents and ensure that you have the following documents.

Complete 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 the 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 the category of Declarant)

Check the appropriate Declarant box based on whether you are a listed director or other non-director authorized representative.

Note: 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 in the form of a physical copy of the customer agreement and/or invoice for phone services will be sent by registered mail to the 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 this link 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, 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):

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.

The activities of the company can be described generally. For example against the following categories: 

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

Upon Completion of Submission: Once you have submitted the proper documents, completed the identity verification, and the non-transferable mail has been delivered (where applicable), you will then be allowed to request phone numbers in Japan. Please select the appropriate phone number type you would like to purchase and our team will begin the phone number provisioning process.