diff --git a/OrganisationAssurancePolicy/OrganisationAssuranceSubPolicyEurope.html b/OrganisationAssurancePolicy/OrganisationAssuranceSubPolicyEurope.html index 4382b8f..a2afbab 100644 --- a/OrganisationAssurancePolicy/OrganisationAssuranceSubPolicyEurope.html +++ b/OrganisationAssurancePolicy/OrganisationAssuranceSubPolicyEurope.html @@ -1,1174 +1,754 @@ - + + - - - - CACert Organisation Assurance Program sub-policy for Europe - - - -

- CAcert Organisation Assurance Program sub-policy for Europe + + CACert Organisation Assurance Program sub-policy for European countries with official Trade Office Registry. + + + + +

+ CAcert Organisation Assurance Program sub-policy
for countries in Europe

- CAcert Policy Status
- Editor: Teus Hagen
- Creation date: 2008-05-01
- Status: WiP 2008-05-02
- Next status: DRAFT 2008
- + CAcert Policy Status
+ Author: Teus Hagen
+ Creation date: 2008-05-01
+ Status: WiP 2008-05-02
+ Next status: DRAFT 2008
+

0. Preliminaries

-

- This CAcert sub-policy extends the Organisation Assurance Policy ("OAP") by specifying how the CAcert Organisation Assurance Program ("COAP") is to be conducted by the assigned Organisation Assurer ("OA") under the supervision of the Assurance Officer ("AO") for entities within the defined scope. -

-

- 1. Scope -

-

- This sub-policy is applicable to: -

-
    -
  1. organisations registered in Europe with an official Trade Office Registry ("Approved Registry"). -
    2. -
-

- Approved Registries are tabled in Appendix 1 of this sub-policy. -

-

- 2. Requirements -

+

+ This CAcert sub-policy extends the Organisation Assurance Policy ("OAP") by specifying how the CAcert Organisation Assurance Program ("COAP") is to be conducted by the assigned Organisation Assurer ("OA") under the supervision of the Assurance Officer ("AO") for entities within the defined scope. +

+ +

+ 1. Scope +

+

This sub-policy is applicable to: +

+ +

+Approved Registries are tabled in +paragraph Appendix 1 of this sub-policy. +
+The table will denote for every Approved Registry a date of acceptance (Registry Entry Draft status. Six months after the date of acceptance of an Approved Registry the status of acceptance will become to the same status as of this sub-policy. +Addition of new Registries is by means of the routine +Policy on Policy process, +and is controlled by the policy group, +on submission by Organisation Assurer. +

+Registries subjected to acceptance as Approved Registry are tabled in paragraph Appendix 2. Appendix 2 is not a formal part of this sub-policy and considered to be Work in Progress. +

+ +

+ 2. Requirements +

This section describes any scope-specific requirements that are not otherwise defined in the Organisation Assurance Policy (OAP).

+

+ 2.1 Organisations +

+

+

    +
  1. The organisation must be registered with an Approved Registry. +
    2. +
  2. The Approved Registry must have a mandate to register certain types of organisations (e.g. private companies, clubs Societies & Associations, partnerships, cooperatives, mutual societies, foundations, etc.) +
    3. +
+

+ +

+ 2.2 Unincorporated Organisations +

+ +

+Registered Names. +Where an approved Registry specifically maintains a register for +local entities that trade without formal incorporation, +the Registry entry will present independent evidence of the +name, as demanded by +OAP#5.d. +This may apply to +organisations such as +Sole Traders, +Doing-Business-As traders (DBAs), +Partnerships, +Church and Religious groups, +etc. +

+ +

+Such entities have differing legal statuses +with different liabilities. +The named entity may not be capable of legally becoming +a Member of CAcert, +independently and separately from the individuals within. +The Organisation Assurer (OA) must then take care to identify which individuals +are Members, and which are therefore the natural legal +entities behind the names. +

+ +

+The general standard for assurance of an unincorporated entity +with a Registered Name is that the result is +equivalent to assurance of an individual Member, or Members, +with the addition of the Registered Name. +

+ +

+There is no limit to the number of Registered Names that +a Member may have. +

+ +

+Foreign Entities.
+Where a local Registry requires foreign entities to register, +
+this registration may be used for Organisation Assurance. + +
OR +
+they must apply for Organisation Assurance where they are based; foreign registrations are not valid for Organisation Assurance. + +
+ +For example: companies are frequently incorporated in the United Kingdom, +but operated primarily in another European country. +These foreign entities may require to register locally +and submit financial and/or yearly reports, extracts of home documents, +reports from professionals such as accountants, etc, +to authorities in the operating country. + +

+

+ 2.2 Records +

+

+Records supplied by the Registry must be one of the following forms: +

+
    +
  1. + Formal originals on paper, + where they are extracted from the Registry + in an independent manner by the OA; +
    2. +
  2. + Digital statements from an online service provided by the Registry, + acquired by the Organisation Assurer by the OA + in an independent manner; +
    3. +
  3. + Historical supplemental documents may be accepted + where it can be shown that + material changes have not been made + (e.g., via absence of subsequent + submissions in official document listings). + Such acceptance should be applicable to the particular + jurisdiction, as documented by the Organisation Assurer, + and under any process he determines. +
    4. +
+ +

+The set of records supplied by the Registry is called the Extract. +

+ + +

+ 3. The Trade Office Registry +

+

+ Approved Registries follow the European style of Chambers of Commerce (e.g Chambers of Commerce in continental Europe, Companies House in the United Kingdom and Ministry of Justice, Finance, or Commerce in Eastern Europe). +

- 2.1 Organisations + 3.1 Criteria for acceptance of a Registry

-
    -
  1. The organisation must be registered with an Approved Registry. -
    2. -
  2. The Approved Registry must have a mandate to register certain types of organisations (e.g. private companies, clubs Societies & Associations, partnerships, cooperatives, mutual societies, foundations, etc.) -
    3. -
+

+An Organisation can be accepted for Assurance under this policy if +registered with a formal Trade Office Registry. +The criteria for an Approved Registry is: +

+
    +
  1. The Registry follows the general model of + Trade Offices +and thus is a formal authority for dealing with local trade matters affecting organisations; +
    2. +
  2. The Registry is formally + empowered to register corporate entities + (organisations) + under national law;
    3. +
  3. The Registry has a reliable search facility service + that provides reliable documentary evidence of the + registration entry of an organisation. + The service may carry costs which are reimbursed from the organisation + applicant;
    4. +
  4. The Registry (or, its search facility) + can provide an Extract of the registration of the entity, + below. +
    5. +
+ +

- 2.2 Unincorporated Organisations + 3.1 Extracts

-
    +

    +The Extract is the set of records provided by the Registry. +The Extract is to include the following information: +

    +
      +
    1. Full name of the legal entity,
      2. +
    2. Representative(s) of organisation (e.g. Company, Partnership, Sole Trader),
      3. +
    3. Type of organisation,
      4. +
    4. Location (which must be within the area the Approved Registry is responsible for),
      5. +
    5. Identifier or number, a unique regsitration id within Registry.
      6. +
    + +

    +Organisation Assurance +is available to any active entity which can provide the above Extract. +

    + +

    + 4. Assurance Process +

    +

    + 4.1 In general +

    + +

    +The Organisation Assurer should take note of the following: +

      +
    1. Each Organisation Assurance is for one legal entity only, but may include multiple names (e.g. trading names);
      2. +
    2. The Organisation Administrator (O-Admin) must be an Assurer and must be delagated by the Applicant;
      3. +
    3. All organisations must be verified by Extract from an Approved Registry. The Organisation Assurer may conduct a Registry check (search). +
      4. +
    +

    + + +

    + 4.2 Process requirements for the Organisation +

    +

    +For legal entities requesting Organisation Assurance under this subsidiary policy: +

    + +

    + 4.3 Process requirements for Individuals +

    +

    +For Individuals requesting Organisation Assurance under this subsidiary policy: +

      +
    1. The individual Member must be a CAcert Assurer;
      2. +
    2. The individual Member may act as her own Organisation Administrator.
      3. +
    +

    + +

    + 4.4 Process requirements for Partnerships +

    +

    +For Partnerships requesting Organisation Assurance under this subsidiary policy: +

      +
    1. The Partners must be verified via the Extract;
      2. +
    2. The applying Partner (signatory) must be an CAcert Assurer;
      3. +
    3. +Where the Applicant is not the managing Partner, further due diligence should be conducted +(e.g. verification that the role and title of the Applicant is suitable). +If in doubt approval should be obtained from each of the Partners who should be individually Assured. +
      4. +
    +

    +

    + 4.4 Application Form: CAcert Organisation Assurance Programme (COAP) Form +

    +

    +On the CAcert Organisation Assurance Programme Form (COAP Form), +the following must be specified:

      -
    1. Formal originals on paper, where they are extracted from the Registry in an independent manner by the OA -
      2. -
    2. Digital statements from an online service provided by the Registry, acquired by the OA in an independent manner -
      3. -
    3. Digital statements from an online service provided by the Registry, acquired by the OA in a secure manner (e.g. digitally signed) -
      4. -
    4. Historical supplemental documents may be accepted where it can be shown that material changes have not been made (e.g., via absence of subsequent submissions in official document listings). -
      5. +
    5. Licensing Authority must be specified as the Approved Registry which issued the Extract;
      6. +
    6. The unique registration Identifier must be provioded where issued (a Registry may not issue a unique Identifier for sole traders and partnerships);
      7. +
    7. Type of entity that is registered, according to the classification created by the Registry.
    -

    - The records supplied by the Registry is called the Extract, defined below. +

    +

    +The essential purpose of the information is to permit +the Organisation Assurer and others to clearly and accurately identify the Organisation as actively registered within the Registry, as well as its Representatives. +

    + + +

    + 5. Roles and Responsibilities +

    +

    + 5.1 Organisation Assurance Officer +

    +

    + It is an open question as to whether there is + a separate Org AO as opposed to just one Assurance Officer. +
    If not, then s/Organisation Assurance Officer/Assurance Officer/g . +

    + +

    +The Organisation Assurance Officer is to maintain an +accessible file or frequently asked questions (FAQ) +for each Registry showing: +

    +
      +
    1. + The type or form of each entity that is registerable; +
      2. +
    2. + The location and conditions of access to the Registry's + search facility; +
      3. +
    3. + The Extract form or manner; +
      4. +
    4. + The unique registration Identifier or number form or manner, + as allocated to each registered organisation; +
      5. +
    5. + A list of Organisation Assurers currently authorised to conduct + organisation assurances against the Registry; +
      6. +
    6. + The nature or regime of any supplemental / historical documents + that may be acceptable; +
      7. +
    7. + The form of due diligence for verifying + signatories that are not identified in the Extract; +
      8. +
    8. + Any restrictions applicable to the Registry, + as decided by Policy Group, the Arbitrator, + or as advised by the Organisation Assurer. +
      9. +
    + +

    +The Organisation Assurance Officer is also to maintain training +and testing material applicable. Elements of the challenge +may be confidential, but only for the purposes of +maintaining the efficacy of the challenge. +

    +

    + 5.2 Senior Organisation Assurers +

    +

    +The Organisation Assurance Officer may delegate local +senior Organisation Assurers to lead +activities within the areas of each Registry, +or within countries in general. +The powers of such a delegate are undefined, +and the responsibility remains with the Organisation Assurer Officer. +

    + +

    + 5.3 Organisation Assurer (AO) +

    +

    +The Organisation Assurer (OA) is to be tested according to Organisation Assurance Policy. +Such testing is to include above documents kept by Organisation Assurance Officer. +

    +     + + + +


    + +

    Appendix I

    + +

    Table of accepted Trade Office Registries for EU countries

    +

    +The following table defines the accepted Registries for Europe. The table is followed by a table marked as not part of thies sub-policy with official trade office Registries in the process of being accepted. +

    + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + +
    EU countryRegistryweb addressinternal IDaccepted
    Austria:Bundesministerium
    für Justiz    		www.bmj.gv.atBMJ18-08-2008
    HF Data GmbHwww.firmenbuch.atFB18-08-2008
    Finland:Yritys-Ja
    Yhteisötietojärjestelmä    		www.ytj.fiBIS07-03-2007
    France:Chambre de Commerce
    et d'Industrie    		www.cci.frCCI19-08-2008
    Registre National du
    Commerce et de Sociétés    		INPI19-08-2008
    InfoGreffewww.infogreffe.frIG19-08-2008
    Ireland:Companies Registration Officewww.cro.ieCRO16-04-2008
    Netherlands:Kamer van Koophandelwww.kvk.nlKvK13-05-2008
    Sweden:Skatteverketwww.skatteverket.seSKAT22-05-2008
    Bolagsverketwww.bolagsverket.seBOL22-05-2008
    United Kingdom:Companies Housewww.companieshouse.gov.ukCH22-05-2008
    +

    Table of accepted Trade Office Registries for other European countries

    +

    +

    + + + + + + + + + + + + + + + + + + + + + + + + + + +
    Europe            + Registryweb addressinternal IDacceptance
    Norway:Brønnøysund Register Centrewww.brreg.noBRC09-05-2008
    Nøkkelopplysninger
    fra Enhetsregisteret    		w2.brreg.noBRREQ09-05-2008
    + + +


    + +

    Appendix 2

    + +

    This Appendix is part of Work in Process.

    + +

    Table of Trade Office Registries for EU countries which Registries are in process of acceptation

    +

    +The orange diamond ♦ denotes a Registry being accepted. The red bullit • denotes a Registry awaiting feedback from that country to be accepted for organisation registration Extracts. +

    + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + +
    EU countryRegistryweb addressinternal ID
    Belgium:•International
    Chambre de Commerce    		www.iccwbo.beCCI
    •Cofacewww.eurodb.beCCI
    Bulgaria:•Ministry of Justicewww.mjeli.government.bgNGO
    Cyprus:•Dept of Registrar
    of companies    		www.mcit.gov.cyDRC
    Czech Republic:•Ministry of Financewwwinfo.mfcr.czARES
    Denmark:•Central Business Registervirk.dkVIRK
    Estonia:•E-Äriregisterariregister.rik.eeRIK
    Germany:♦Handelsregister Portalwww.handelsregister.deHR
    Greece:•Athens Chamber of
    Commerce and Industry    		www.acci.grACCI
    Hungary:•Ministry of Justicewww.im.huIM
    Italy:•InfoCamerewebtelemaco.infocamere.itIC
    Latvia:•Lursoftwww.lursoft.lvLS
    Lithuania:•Juridiniu Asmenu Registraswww.registrucentras.ltJAR
    Luxembourg:•Registre de
    Commerce et des Sociétés    		www.rcsl.luRCSL
    Malta:•Registry of Companiesregistry.mfsa.com.mtRNFS
    Poland:•Ministry of Justiceopp.ms.gov.plCORS
    Portugal:•Conservatórias do
    Registo Comercial    		www.dgrn.mj.ptRC
    Romania:•ReCom
    Min. of Justice    		recom.onrc.roReCom
    Slovakia:•Obchodný registerwww.orsr.skORSR
    Slovenia:•Register Podjetijwww.gzs.siGZS
    Spain:•Registro Mercantil Centralwww.nnc.esRMC
    + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + +
    Europe            + Registryweb addressID
    Andorra:•Oficina de Marqueswww.ompa.adOMPA
    Bosinia &
    Herzegovina    :    		•Gosodarska komora Federacije
    Bosne i Hercegovine    		www.kfbih.comKFBiH
    Croatia:•Registar Poslovnih Subjekatawww1.biznet.hrBIZNET
    Gibraltar:•Companies Housewww.companieshouse.giCH
    Serbia:•Serbian Commercial Register
    Агенција за
    привредне регистре    		www.apr.sr.gov.yuSCR
    Switzerland:•Central Business
    Names Index portal    		www.zefix.admin.chZefix
    + +

    + Valid XHTML 1.1

    -

    - 3. Registration -

    -

    - Approved Registries follow the European style of Chambers of Commerce (e.g Chambers of Commerce in (continental) European, Companies House in the United Kingdom and Ministry of Justice, Finance, or Commerce in Eastern Europe). -

    -

    - 3.1 Registries -

    -

    - An Organisation can be accepted for Assurance under this policy if registered with an Approved Registry. The criteria for Approved Registries is: -

    -
      -
    1. The Registry follows the general model of Trade Offices and thus is a formal authority for dealing with local trade matters affecting organisations -
      2. -
    2. The Registry is formally empowered to register corporate entities (organisations) under national law -
      3. -
    3. The Registry has a reliable search facility service that provides reliable documentary evidence of the registration entry of an organisation.
      - The service may carry costs which are reimbursed from the Organisation. -
      4. -
    4. The Registry (or, its search facility) can provide an Extract of the registration of the entity, below. -
      5. -
    5. The Registry must be listed in Appendix I following the routine Policy on Policy process, controlled by the policy group. -
      6. -
    -

    - 3.2 Extracts -

    -

    - The Extract is the records provided by the Approved Registry, which must include (at least) the following information: -

    -
      -
    1. - Unique Identifier for the organisation within the Approved Registry. -
      2. -
    2. - Full Name of the legal entity(s) -
      3. -
    3. - Location (which must be within the area the Approved Registry is responsible for), -
      4. -
    4. - Type of organisation (e.g. Company, Partnership, Sole Trader) -
      5. -
    5. - Representatives of the legal entity(s) with signing power and their signature structure (e.g. Directors, Partners) -
      6. -
    -

    - Organisation Assurance is available to any active entity which can provide the above Extract. -

    -

    - 4. Process -

    -

    - 4.1 General -

    -

    - The Organisation Assurer should take note of the following. -

    -
      -
    1. Applicant(s) must be Assured Member(s) or Assurer(s) -
      2. -
    2. Each Organisation Assurance is for one legal entity only, but may include multiple names (e.g. trading names) -
      3. -
    3. The Organisation Administrator (O-Admin) must be an Assurer and must be delegated by the Applicant -
      4. -
    4. All organisations must be verified by Extract from an Approved Registry -
      5. -
    -

    - 4.2 Companies -

    -

    - For Companies requesting Organisation Assurance under this sub-policy: -

    -
      -
    1. The Applicant must be duly authorised to sign on behalf of the organisation, and may be: -
        -
      1. The Secretary as verified in the Extract. This is the preferred and best option. -
        2. -
      2. A full Director of the managing or executive board, as verified in the Extract. -
        3. -
      3. Anyone who can prove that they are duly authorised to sign on behalf of the entity (e.g. via explicit written delegation or under company rules).
        - This will require due diligence to be conducted by the Organisation Assurer, to the standard and/or for approval by the Organisation Assurance Officer. -
        4. -
      -
      2. -
    -

    - 4.2 Individuals -

    -

    - For Individuals requesting Organisation Assurance under this sub-policy: -

    -
      -
    1. The individual Member may act as their own Organisation Administrator. -
      2. -
    -

    - 4.3 Partnerships -

    -

    - For Partnerships requesting Organisation Assurance under this sub-policy: -

    -
      -
    1. The Partners must be verified via the Extract -
      2. -
    2. Where the Applicant is not the Managing Partner further due diligence must be conducted (e.g. verification that the role and title of the Applicant is suitable)
      - If in doubt approval should be obtained from each of the Partners who should be individually Assured -
      3. -
    -

    - 4.4 Application Form -

    -
      -
    1. - Licensing Authority must be specified as the Approved Registry which issued the Extract -
      2. -
    2. - Unique Identifier must be provided where issued (a Registry may not issue a unique Identifier for sole traders and partnerships) -
      3. -
    3. - Type of entity that is registered (e.g. Company, Partnership, Sole Trader) -
      4. -
    4. - Status of the Organisation (which must be active, except where the issuance of the Extract is implicit proof of active status) -
      5. -
    -

    - The essential purpose of the information is to permit the Organisation Assurer and others to clearly and accurately identify the Organisation as actively registered within the Approved Registry, as well as its Representatives. -

    -

    - Appendix I -

    -

    - Table of Accepted Registries for European countries -

    -

    - Registries that have been identified but not approved have been hidden from view and may be awaiting feedback from OAs in that country. -

    - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
    - Country - - Registry - - ID - - Web Address - - Search Address - - Hist. Log - - Entity Type - - Unique Identifier - - Extract - - Approx Cost -
    - European Union Countries -
    - Austria: - - Bundesministerium für Justiz - - BMJ - - www.bmj.gv.at -
    - HF Data GmbH - - FB - - www.firmenbuch.at - - FB search -
    - Finland: - - Yritys-Ja Yhteisötietojärjestelmä - - BIS - - www.ytj.fi - - BIS search -
    - France: - - Chambre de Commerce et d'Industrie - - CCI - - www.cci.fr - - CCI search -
    - Registre National du Commerce et de Sociétés - - INPI - - www.euridile.inpi.fr - - Euridile search -
    - InfoGreffe - - IG - - www.infogreffe.fr - - InfoGreffe search -
    - Ireland: - - Companies Registration Office - - CRO - - www.cro.ie - - Company Search - - Yes - - Company - - Company Number - - Company Printout - - €3.50 -
    - Business Name - - Business Name Number - - Business Name Printout - - €3.50 -
    - Netherlands: - - Kamer van Koophandel - - KvK - - www.kvk.nl - - KvK search -
    - Sweden: - - Skatteverket - - SKAT - - www.skatteverket.se - - SE search -
    - Bolagsverket - - BOL - - www.bolagsverket.se - - SE search -
    - United Kingdom: - - Companies House - - CH - - www.companieshouse.gov.uk - - CH search -
    - Other Countries -
    - Norway: - - Brønnøysund Register Centre - - BRC - - www.brreg.no -
    - Nøkkelopplysninger
    - fra Enhetsregisteret -     		- BRREQ - - w2.brreg.no -
    -

    - Valid XHTML 1.1 -

    - - +