EN
Policy on prevention of money laundering and terrorist financing (hereinafter – “the Policy”) establishes the procedures of the company PELOTON SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ (hereinafter – “the Company”) as obliged entity, for implementation and daily compliance of the legal requirements on prevention of money laundering and terrorist financing (hereinafter – “ML/TF”).
The Policy is prepared according to the Act on Anti-Money Laundering and Combating the Financing of Terrorism of Poland (Ustawa o przeciwdziałaniu praniu pieniędzy oraz finansowaniu terroryzmu) (hereinafter – ”the Law”), Order of the director of the General Inspector of Financial Information (Generalny Inspektor Informacji Finansowej) Under the Ministry of Interior of the Republic of Poland “On instructions to deposit virtual currency wallet operators and virtual currency exchange operators to prevent money laundering and / or terrorist financing” (hereinafter – “the Order”), and other EU and national legal acts.
The main activity of the Company is the provision of virtual currency exchange and virtual currency deposit wallet services (hereinafter – “the Services”) and related services in the Republic of Poland. According to the Article 2 Paragraph 10 Points 10 an 11 of the Law, the Company as a virtual currency deposit wallet and exchange operator is obliged to provide services according to the Law in order to prevent ML/TF.
The Company assesses the risks of ML/TF using a risk-based approach and evaluates the following types of risks:
The Policy is prepared considering that the Company does not provide financial services and cash services. All of the Company’s services are provided electronically through a service platform
(website) operated by the Company. At least annually or in the case of significant events, the Company will carry out a risk assessment, monitor the adequacy of the measures set out in the Policy for the implementation of the ML/TF, where necessary, new or adequate preventive measures shall be amended or
introduced.
This Policy must be followed by all employees of the Company. The obligations of the Company as defined in the Policy must be understood as the duties of all employees of the Company unless it
is provided that certain duties of the Company must be performed by a specially designated employee of the Company.
The Company shall notify the General Inspector of Financial Information (Generalny Inspektor Informacji Finansowej) (hereinafter – “the GIIF”) in writing of the appointment or change of the employee (hereinafter – “the AML Officer”) responsible for implementation of prevention of ML/TF measures in the Company no later than 7 business days after their appointment or change.
This policy shall be accepted and approved by the resolution of the CEO and the AML Officer.
The Company shall apply a risk-based approach when implementing measures to mitigate the risk of ML/TF. The Company continually assesses and manages the ML/TF risks associated with the Company’s business relationship or incidental transactions. The Company’s risk assessment consists of:
Comprehensive measures are applied by the Company to determine the risk of ML/TF both before and after establishing a business relationship with the customer, by analyzing the customer’s
behavior and monetary operations, transactions carried out and information provided (documents) by him/her.
Customers of the Company are divided into following three risk groups:
Customers are assigned to one of the identified risk groups when establishing business relationships. Subsequently, the risk profile of the customer may be changed in the light of the
results of the monitoring of business relationships. The customer risk assessment is built on the principle that higher risk is given a bigger risk score. The establishment of the business relationship with high-risk customers must be approved by the AML Officer.
The customer risk assessment, both prior to establishing a business relationship and updating the customer’s data, is performed by employees responsible for the customer’s onboarding. Only
after the customer’s risk assessment is completed, a decision is made on establishing a business relationship. When assessing the risk of the customers, the primary aim is to evaluate all information
available about the customers.
During assessment of customer’s risk and establishment of business relationship the Company shall collect duly filled-in and executed Company’s customers and/or ultimate beneficial owner
questionnaire(-s) in accordance to section V of this policy. The Company’s customers and ultimate beneficial owner questionnaire are presented in annexes of this Policy, accordingly Annex 2 and Annex 4.
After establishing a relationship with the customer, the customer’s business relationships, including transaction and operations, are monitored on an ongoing basis- ongoing customer due
diligence (ODD) is applied. This shall ensure that transactions and operations are consistent with the Company’s information of the Customer, its business, risk profile and source of funds.
The Company maintains real–time and retrospective monitoring of business relationships and operations. Employees of the Company (incl. the CEO and the AML Officer) must monitor customer’s
transactions on an ongoing basis for any unusual operations or activities. Unusual features may be related to the size of the transaction, which is inconsistent with the customer’s financial
position or past known business, the customer’s knowledge or experience, the unusual nature of the transaction as distinguished from other customer’s methods of operation or similar usual
business practices, the complex structure of the transaction as compared to similar transactions in a similar profile of the customer or the market. ODD also means that the Company periodically
updates of customer’s information.
In the event of any employee of the Company having any doubts about the legality, economic or legal validity of the customer’s activities or of any particular operation or transaction, its
non-consistence with customer’s personal or business profile, sources of funds or financial capacity, the employee must immediately notify the AML Officer, who must then investigate
further and determine decide on the necessity of reporting to the GIIF of the customer’s activity or transaction.
When monitoring the customer’s activities, transactions and operations, particular attention must be paid to:
The Company has ongoing control over its operations for possible violations of international sanctions. Depending on the nature of the Company’s activities – provision of virtual currency
services – the Company implements this obligation through a third-party monitoring tool. The results and conclusions of unusual customer activities, transactions and operations
investigations must be recorded in writing.
All communications to the GIIF are provided by the Company’s CEO or the AML Officer who is
assigned to perform this function.
In case the Company has established a business relationship with the customer, determined as a high-risk customer, the Company applies enhanced ongoing customers due diligence (EODD). In addition to the measures applied for ODD, the Company shall monitor and analyze the following actions of high-risk customer:
If the employee (incl. the CEO and the AML Officer) becomes aware or otherwise suspects that a transaction, operation, or customer activity is suspicious, or for any other reason listed in
this Policy would be reported to GIIF, he/she will promptly record it, re-examine, carry out further examination of the information available in order to assess whether there is a basis for
providing such information to the GIIF and, where available, submit the information in the format, procedures and timelines set by the GIIF.
All employees of the Company, without exception, must be prohibited from informing the customer or any other person that information about the customer’s operations or transactions, or any other information, has been provided to the GIIF or other supervisory authority.
The Company or its employees are not liable to the customer for failure to perform their contractual obligations or for damage if this occurs as a result of suspending an operation or
transaction and reporting the allegations to the FCIS or because of failure by the customer to provide data to confirm his identity, or providing incomplete or incorrect information, or if
customer or his representative avoids providing the information necessary to identify him/her.
No liability must be imposed on Company’s CEO, the AML Officer or other employees who, in good faith, report information on suspected ML/TF or suspicious operations or transactions to the
GIIF. Likewise, they may not be subject to any disciplinary action by the Company.
The Company must notify the GIIF immediately, no later than within 1 (one) business day after the occurrence of such information or suspicion, if the Company is aware or suspects that assets of any value are directly or indirectly derived from a criminal offence or by participating in a
criminal offence.
Where it is determined that the customer carries out a suspicious operation or transaction, regardless of the amount of the operation or transaction, it is mandatory to suspend the
operation or transaction (unless due to the nature of the operation or transaction, the manner in which it is performed or other circumstances it is objectively impossible) and no later than
3 business hours from the time of the transaction or the suspension of the monetary operation to report this operation or transaction to the GIIF. If, due to the nature of the operation or
transaction, the manner in which they are performed, or other circumstances, the operation or transaction has not been suspended, the GIIF must be notified no later than 3 business hours
after such operation or transaction is identified. Immediate reporting is also required when the Company employees receive information that the Customer intends or will attempt to execute a
suspicious operation or transaction.
The Company is required to unilaterally suspend a suspicious operations/transaction and upon receipt of a written order from the GIIF must suspend any suspicious operation or transaction
performed by the customer for a period of up to 10 business days from the time or circumstances specified in the order. During this period, the Company’s suspended transaction/operation may be
renewed only with the permission of the GIIF.
If the Company is not obligated to execute the temporary restriction of the ownership rights within 10 business days after the notification or GIIF order has been received, the operation or
transaction shall be resumed.
Notification of suspicious operations or suspicious transactions to the GIIF must be submitted by logging in to the GIIF information system and filling in the approved electronic form for the provision of information on suspicious operations or suspicious transactions.
Only in exceptional cases, should the Company not be able to access the GIIF information system and complete the information submission form, or would not be able to do so for other technical reasons, it may also, in emergency cases, submit the information to the GIIF by phone, fax or email.
The suspicious transaction report form must include:
The Company will report to the GIIF the customer identifying data and information on executed virtual currency exchange operations or transactions in the virtual currency where the value of
such monetary operation or transaction equals or exceeds EUR 15 000 in Fiat currency or virtual currency, regardless of whether the transaction is made in one or several related monetary
transactions.
Multiple related transactions mean multiple virtual currency exchange operations or transactions in virtual currency during the day, where the total amount of operations and transactions equals
or exceeds EUR 15 000 or the equivalent in fiat currency or virtual currency. Notification of operations or transactions of EUR 15 000 or more must be submitted to the GIIF without delay and no later than 7 business days after the date of the execution of the monetary operation or transaction.
The AML Officer is an employee appointed by the Company who arranges the implementation of financial sanctions, is responsible for suspending the disposal of the deposit wallets, regular
updating of the list of entities subject to financial sanctions or the selection of eligible third party suppliers to provide consolidated updates of international lists of financial
sanctions and quality control of their services, reporting to GIIF and other authorities responsible for overseeing the implementation of international sanctions.
The Company must:
Company employees and customers are prohibited:
The Company’s employees whose functions include performing prevention of ML/TF (hereinafter – “the Responsible employees”) are responsible for the identification of the customer, its
representative and the beneficial owner, collection and initial verification of customer’s, its representative and beneficial owner data and documents.
The Company shall take steps to identify and verify the identity of the customer, its representative and the beneficial owner in the following cases:
The Company’s Responsible employees shall be responsible for reviewing the quality of the customer’s file, verifying the data in independent reliable sources available to the Company
(lists of politically exposed persons, international sanctions, etc.). These responsible employees shall also perform risk assessment and assignment of the customer to the risk category
and other compliance procedures as provided in the Policy.
After gathering all the necessary information about the customer (duly filled-in and executed customer questionnaires), the Responsible employees first identifies the customer’s risk
group.
Upon making a decision to establish a business relationship with the customer, the Responsible employees, while providing the services to the customer, shall continue to monitor the customer
on a regular basis.
Customer and beneficial owner has to provide the following documents and information for identification purposes:
The Company only considers provided documentation form the customer suitable if scanned copies and/or good quality photos are provided to the Company.
In case the Responsible employee determines a customer as a low-risk customer, the Company might not apply rules indicated above in Section V of this Policy.
The Company then:
If the Responsible employee determines customers category as a high-risk, in addition to the documents listed above in Section V of this Policy, the Company shall:
It is forbidden to enter into transactions, to establish or continue business relationships, provide Services when customer identification is not possible in accordance with this Policy:
If the customer avoids or refuses to provide additional information to the Company at its request and within the time limits, the Company shall take measures to mitigate the ML/TF risk in
accordance with this Policy. The Company may also refuse to execute transactions or operations, suspend transactions or terminate business relationships with the customer. Upon termination of
the business relationship, the Responsible employees must report such customer and other related information into the registration journal of customers with whom transactions or business
relationships are terminated (Annex 5) in accordance with the procedure set forth in this Policy.
If proper identification, verification, or follow-up is not possible, Responsible employees of the Company who notices such a case must immediately notify the Company’s AML Officer. The AML
Officer shall decide on the advisability of reporting a suspicious operation or transaction report to the GIIF.
The customer and/or its representative shall perform identity verification remotely via tools presented by the Company.
The documents, data or information submitted to the Company during the identification of the customer and the beneficial owner must remain true, accurate and up-to-date throughout the
business relationship with the Company.
The data of customers, both existing and new, is updated as the circumstances surrounding the customer change, as new circumstances become evident, and periodically, depending on the
customer’s level of risk. High-risk customer data must be updated at least once a year, medium-risk customer data is updated at least every 2 years, low-risk customer data is updated upon learning of any changes, but at least every 3 years.
If the customer has initiated updates in his account information, the changes must be evaluated, and risk should be reassessed accordingly. If the changes in the customer’s information resulted in a change of the customer’s risk level, the date from which the customer’s data must be updated is renewed according to their risk
level.
If the customer did not update his/her data when required according to his/her risk level during the period of 3 months, services provided by the Company to the customer will be limited.
Updating the data means that it is obligatory to check that the Company has up-to-date information about the customer, its representatives and beneficial owners. It is necessary to ensure that the transactions and/or operations executed by the customer so far comply with the information available to the Company on the customer, its activities and the source of funds.
During the review, it is always mandatory for customers to be screened for being included in the sanctions lists, changes in their status of politically exposed persons or existence of any
negative information. If the functionality of the systems used by the Company allows, such verification must not be periodic, but is performed on a continuous basis through consolidated
databases, whereby once entered, the customer’s information is constantly verified and any changes in customer status are reported to the Company’s CEO who periodically reviews system
alerts for potential new results related to changes in the customer status and takes appropriate action.
Evidence of the review is stored in the customer’s electronic file in the Company’s database.
Customer due diligence (CDD) is a key responsibility of the Company in the implementation of the prevention of ML/TF and includes:
The data provided by the customer must be verified on the basis of documents, data or information obtained from a reliable and independent source.
The information must be verified by various means and sources available, including:
The Company shall maintain the following journals and database:
The information in the listed registration databases shall be maintained and stored in the Company’s information systems. Data may be entered in the databases no later than within 3
business days after the date of the transaction or suspension of transaction/termination of a business relationship, either manually or automatically.
Copies of the customer’s identity documents, beneficial owner’s identity data, other data received during the customer’s identification, documentation shall be retained for 8 years from
the date of termination of transactions or business relationships with the customer.
Business correspondence with the customer must be stored for 5 years from the end of transactions or business relationship with the customer in paper or electronic form.
Documents or information supporting operation or transaction or other legal instruments relating to the performance of operations or transactions must be stored for 8 years from the date of
operation or transaction. Documents analyzing the results of the transaction investigation are stored in an electronic
database for 5 years.
Retention periods may be further extended additionally for a period not exceeding 2 years, upon
motivated instruction of the competent authority.
All employees of the Company shall be introduced to the Policy upon their appointment by their signature. The CEO of the Company must ensure that all newly recruited employees are made aware
of this Policy in writing and receive training, depending on the functions performed by the employee.
The Company must review and, where necessary, update its internal control procedures:
The CEO of the Company must ensure that the relevant employees of the Company are aware of the legal acts and requirements applicable to them and the provisions of this implementing Policy.
These measures shall include participation of their relevant employees in special ongoing training programs to help them recognize the actions which may be related to ML/TF and to
instruct them as to how to proceed in such cases.
Responsible employees must continually upgrade their skills, following the Republic of Poland, European Union legislation updates, recommendations of FATF and other organizations,
to seek to participate in the training on ML/TF prevention and enforcement of international sanctions (courses, seminars, internships, etc.).
The CEO of the Company also identifies the need for internal training of the Company’s employees. Any other member of the compliance department may also indicate such need.
The CEO of the Company must ensure that Company’s employees are informed in a timely manner of material events occurring inside or outside the Company, incidents affecting the effectiveness
of prevention of ML/TF or sanctions.
The implementation of measures for prevention of ML/TF is organized by the AML Officer in liaison with the GIIF.
The CEO of the Company must ensure that the AML Officer has access to all information necessary to perform their functions, including information relating to the identity of the customer and
the beneficial owner customer’s business relationship and other information.
This Policy is approved by the CEO and the AML Officer of the Company. This Policy and appendices to the Policy shall take effect from the date of its approval unless otherwise
specified. The Policy may be withdrawn, amended and/or supplemented only by a decision of the CEO and the AML Officer of the Company and shall enter into force on the day following the date
of adoption of such amendments and/or additions. All employees of the Company are familiarized with the changes immediately.
Platform Operator (App Services):
Company Name: BETELGEUSE CORPORATION LTD
Company Number: 14716123
Legal Address: 85 Great Portland Street, First Floor, London, England, W1W 7LT
Company Name: PELOTON SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ
Company Number: 306182986
Legal Address: ul. Jana III Sobieskiego 17, 35-002 Rzeszów, Poland. PELOTON SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ
VASP License: RDWW-1567
Email: [email protected]