ID Verification

AML and Identity Verification Notice

Last updated: 1st April 2026

This notice explains why Ghost Mail Limited collects identity information, how we carry out anti-money laundering and identity verification checks, and what happens if required checks are not completed.

1. Our Regulatory Position

Ghost Mail Limited is an Authorised Corporate Service Provider (ACSP) and is subject to UK anti-money laundering legislation, Companies House identity verification requirements, and related legal and regulatory obligations.

As part of those obligations, we may need to identify and verify clients and other relevant persons before and during the provision of our services.

2. Why We Carry Out Identity Verification

We carry out identity verification and related checks in order to:

  • comply with anti-money laundering legislation and related regulations;
  • comply with Companies House identity verification standards and our obligations as an ACSP;
  • verify that a person is who they claim to be;
  • help prevent fraud, money laundering, sanctions evasion, and misuse of our services or addresses;
  • protect our business, addresses, staff, systems, and clients; and
  • maintain records and audit trails required by law or good compliance practice.

3. Who May Need to Be Verified

We may require identity verification for:

  • every client;
  • every director;
  • every Person with Significant Control (PSC) or beneficial owner;
  • any person whose mail is to be released, collected, forwarded, scanned, or otherwise handled;
  • authorised users or representatives;
  • persons acting on behalf of a company, trust, charity, or other organisation; and
  • any other person we reasonably consider relevant for compliance purposes.

4. Information and Documents We May Request

We may request, without limitation:

  • a valid passport, driving licence, residence permit, or other approved photo identification;
  • proof of residential address dated within the last 3 months;
  • a selfie photograph, video selfie, liveness check, or biometric step;
  • company ownership and control information;
  • details of source of funds or source of wealth where appropriate;
  • certified or notarised documents in higher-risk cases; and
  • any additional supporting evidence we reasonably require.

5. TrustID and Similar Digital Verification Tools

Ghost Mail Limited uses TrustID and may use other similar digital identity, document checking, screening, and compliance tools.

These providers may be used to carry out:

  • document authenticity and fraud checks;
  • biometric matching and liveness checks;
  • address verification and identity consistency checks;
  • sanctions and politically exposed person (PEP) screening;
  • audit trail creation and secure record-keeping; and
  • other checks reasonably necessary to meet legal and regulatory standards.

Where you are sent a TrustID link or a similar secure verification request, you must complete the process honestly, promptly, and using your own genuine information and documents.

6. Companies House Verification

Identity verification for Companies House purposes may be carried out either directly through Companies House or through an Authorised Corporate Service Provider such as Ghost Mail Limited.

Where we verify a person’s identity as an ACSP, we must meet the Companies House identity verification standard and keep appropriate records of the checks carried out.

The fact that a person may already have interacted with Companies House or another provider does not prevent us from carrying out our own checks where required for compliance or service provision.

7. Ongoing Monitoring and Updated ID

Identity verification is not necessarily a one-off event. We may ask for updated ID, further evidence, or fresh verification checks:

  • on renewal;
  • where account details change;
  • where we identify inconsistencies or risk indicators;
  • where regulations or standards change; or
  • where ongoing monitoring requires it.

8. Consequences of Failing to Complete Verification

If required verification is not completed, or if the information or documents supplied are unsatisfactory, we may:

  • refuse to activate the service;
  • suspend or restrict the service;
  • refuse to release, forward, scan, collect, or otherwise handle mail;
  • return mail to sender;
  • terminate the account or service;
  • decline renewal; and
  • refuse any refund to the extent permitted by law and our Terms and Conditions.

For regulated or business services, failure to complete mandatory identity verification does not cancel the work already carried out by us or the compliance costs already incurred.

9. Record Keeping

We may keep copies of documents, verification results, audit trails, correspondence, and related records in accordance with our legal and regulatory obligations.

This may include retaining records for the minimum anti-money laundering retention period and for longer where reasonably necessary for legal claims, regulatory enquiries, fraud prevention, or other lawful purposes.

10. Reporting and Disclosure

We may make disclosures to Companies House, HMRC, law enforcement, regulators, courts, banks, postal operators, or other authorities where required by law or where reasonably necessary to comply with our legal obligations, protect our business, or address misuse of our services.

We are not required to disclose the detail of our internal risk assessments, screening logic, or the reasons for any suspicious activity reporting.

11. Accuracy and Client Responsibility

You must ensure that all information and documents supplied to us are true, complete, current, and belong to the person being verified.

You must not submit false, forged, altered, misleading, or third-party documents, or attempt to complete verification in another person’s name without lawful authority.

Any such conduct may result in service refusal, termination, reporting to relevant authorities, and legal action where appropriate.

12. Relationship with Our Terms and Privacy Notice

This notice forms part of the compliance framework that applies to your account and should be read together with our Terms and Conditions and Privacy Notice.

13. Contact

If you have questions about our AML or identity verification requirements, please contact:

Ghost Mail Limited
61 Bridge Street
Kington
Herefordshire
HR5 3DJ
Email: idverification@ghostmail.co.uk