EU, UK, U.S., Canada: KYC Differences That Matter for Faster Go-Live
Same gateway, different rules. This guide clarifies which identity, address, and business documents actually move approvals faster—by region and by business type—so you can launch without avoidable back-and-forth.
European Union
- ID: Passport / National ID (front + back)
- Address: Utility or bank ≤ 3 months
- Companies: VAT + registry extract; UBOs ≥ 25%
- Proof of domain; live Refund/Shipping/Privacy
United Kingdom
- ID: Passport / photocard driving licence
- Address: Council tax / utility ≤ 3 months
- Companies House + PSC (UBO) verification
- GBP bank proof, legal name match
United States
- ID + Address ≤ 3 months
- EIN (SS-4), FinCEN beneficial ownership
- W-9 (US) / W-8BEN(E) (non-US)
- US bank proof; DBA cert if trade name
Canada
- ID + Address ≤ 3 months
- BN/Corporation registration; UBO IDs
- CRA GST/HST (if registered)
- CAD bank letter / void cheque
Who needs which documents?
| Document | EU | UK | U.S. | Canada |
|---|---|---|---|---|
| Government ID | Passport / National ID | Passport / Driving Licence | Passport / State ID | Passport / Provincial ID |
| Address Proof (≤ 3 months) | Utility / Bank statement | Council tax / Utility | Bank / Utility / Government mail | Bank / Utility |
| Entity Registration | Company registry extract | Companies House | EIN (SS-4) / State filing | BN / Provincial registry |
| Owners (UBOs ≥ 25%) | IDs + addresses | PSC verification | FinCEN beneficial ownership | IDs + addresses |
| Tax Forms | VAT if registered | VAT if registered | W-9 (US) / W-8BEN(E) (non-US) | GST/HST if registered |
| Bank Proof | IBAN statement | GBP bank letter | US account letter / void cheque | CAD bank letter / void cheque |
Regional nuances that speed approvals
EU & UK
- Submit front + back of national IDs (where applicable).
- Use a matching address across bank proof, ID, and site footer.
- Provide registry links (Companies House, BRIS) for fast validation.
U.S. & Canada
- Attach the EIN assignment (SS-4) or CRA BN letter as PDF.
- Complete beneficial ownership forms in full (names must match IDs).
- If using a trade name, include DBA certificate and show it on your site.
Tip: Screenshots of live policy pages (/refunds, /shipping, /privacy) attached to the submission save a review cycle in every region.
Sole trader vs company: what changes?
Sole Trader / Individual
- Government ID + address proof
- Bank proof in the same personal name
- Tax form: W-9 (US), local tax ID (EU/UK), BN (CA) if required
- Descriptor should show personal or registered trade name
Company
- Certificate of incorporation / registry extract
- All UBOs ≥ 25%: ID + address
- Corporate bank proof (legal name must match)
- Tax registration where applicable (VAT, EIN, GST/HST)
The fast-lane submission pack (what we send)
Identity & Address
- Clear scans (no glare, corners visible)
- Address proof ≤ 90 days
- UBO list with % ownership
Entity & Bank
- Registry link + PDF certificate
- Bank letter/statement showing legal name
- Tax docs: VAT/EIN/GST/HST, W-9/W-8
Policy & Site
- Refund & Shipping with real SLAs
- Contact page (email + phone/WhatsApp)
- Descriptor proof (footer, invoice, emails)
Red flags that cause pauses
Common issues
- Mismatched legal name on bank vs registry
- Old address proofs (> 90 days)
- UBOs missing or totals ≠ 100%
- Descriptor inconsistent with website brand
Easy wins
- Upload PDFs, not blurry photos
- Show policy links in the site footer
- Add support SLA (“Replies in 24h”)
- Include domain ownership proof (DNS or billing)
Quick FAQ
Do non-resident founders need local bank accounts?
Not always. Many processors accept international founders with a local currency account in the company’s name. The name must match the registration.
Can I launch while waiting for VAT/GST?
Yes in many cases, but disclose status and add it when issued. Under-collecting tax is a review trigger—align your checkout settings early.
What if a UBO refuses to provide ID?
The application will stall. KYC is not optional; restructure ownership or select a different account arrangement.
Need a neutral agreement review?
We match and operate on warmed payment lanes under dual KYC and signed agreements— we don’t sell or rent accounts. Our job is clean approvals, stable payouts, and disciplined scaling.
Talk to a specialist or WhatsApp us at +1 (807) 804-0208
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