1. Status of this document

These AML and KYC Procedures describe controls as implemented in the Ohana Capital platform and CRM, plus the enhancements staged for a live funding environment. They operationalize parts of the Compliance Policy.

Sanctions / PEP screening currently operates as a policy and manual-review control. Automated watchlist screening is staged for production integration before live client-money onboarding in regulated markets.

2. Roles

Role	Responsibility
Customer	Provides accurate identity and documents
Platform	Collects profile data, stores uploads, enforces age gate, sets KYC status
CRM operator (authorized staff)	Reviews documents, approves/rejects, may apply KYC overrides with audit
Compliance / management	Escalations, restrictions, policy updates

3. Customer information collected

Profile and registration workflows may collect:

• Title, first name, last name
• Email, phone
• Country code and residential address (lines, city, region, postal code)
• Date of birth
• Account and support communications

Age gate: the database enforces a minimum age of 18 for account holders.

4. Document types accepted

Customers may upload (PDF / JPEG / PNG, size-limited):

Type	Typical use
passport	Primary identity
identity_card	Primary identity
selfie	Likeness / liveness support
proof_of_address	Address verification
bank_statement	Address / funding corroboration
other	Additional evidence on request

Uploads are stored in a private documents storage bucket and create a pending KYC review state.

5. Verification status model

Account KYC status uses:

• unverified
• pending
• verified
• rejected

Verified requires approved identity evidence and approved proof of address under the platform’s recomputation rules, unless a documented override is applied by authorized staff.

6. Review procedure (CRM)

Authorized operators:

1. Open the document in the CRM documents queue.
2. Preview the file and compare it to profile data.
3. Approve or Reject via audited admin routes that call review_document.
4. Record a rejection reason when rejecting.
5. Customer notifications are generated by the review workflow.

Overrides of overall KYC status, where used, must be auditable and limited to authorized roles.

7. Ongoing monitoring (current vs target)

Current

• Manual document review
• Operator notes and account restrictions through CRM tools
• Transaction and funding workflows available for modeled / operator scenarios
• Customer external settlement not yet enabled

Target before live client money

• Automated sanctions / PEP / adverse-media screening at onboarding and periodically
• Source-of-funds / source-of-wealth capture for higher-risk profiles
• Rule-based transaction monitoring on deposits, withdrawals, and rapid movement
• Case management for alerts with dual control on payouts
• Recorded escalation to compliance management

8. Escalation triggers

Escalate when any of the following appear:

• Document inconsistency, tampering indicators, or mismatch to profile
• Suspected third-party or mule activity
• Sanctions / PEP hits (once screening is live) or high-risk jurisdictions
• Unusual funding or withdrawal patterns
• Customer refusal to provide required information

Escalation path: operator → compliance lead → senior management / counsel as needed. See Insurance, Retention, and Escalation Schedule.

9. Record keeping

Retain identity files, review decisions, KYC status history, overrides, and related notifications according to the retention schedule. Access is role-restricted.

10. Related documents

• Compliance Policy
• Privacy Policy
• Client Money and Custody Framework
• Data Processing and Vendor Schedule
• Complaints Policy