When looking for a carrier to transport your load, you might ask yourself, “Can I trust them with the booking?”. Our team is fully dedicated in upholding the highest standard of professionalism on the Exchange. All carriers are thoroughly vetted with our online compliance portal, giving you peace of mind that your load is in licensed, capable hands.
IN THIS ARTICLE
- How we ensure professionalism on the Exchange
- Where to find our online compliance portal
- How online compliance works
- What we do with your personally identifiable information
- What information you need to supply
- What to do if you don’t have the information requested
- Supported devices
- How long verification takes
- What happens once you’ve finished verification
How we ensure professionalism on the Exchange
All new members upload their documents through our compliance portal as part of their onboarding process. It relies on numerous sources and regulatory bodies to accurately verify the information a member has provided.
Where to find our online compliance portal
Our onboarding team will send you an email with a link to start your verification. When you log in to the portal for the first time, you’ll need to confirm your name and email, then create a password and update your user profile.
Once you have updated your user profile, you will then be required to agree to our terms and conditions.
How online compliance works
Once you’ve set up your user profile, the verification process will begin by asking you several important questions about your business type.
In this example, we’ll show you how a sole trader on a CX Starter plan would go about getting verified step-by-step.
Step 1) Select your business type (sole trader or limited company)
Step 2) Next, you’ll be asked a few more questions about your business based on your answer in Step 1. For the sake of this example, we’re acting as a sole trader operating one vehicle that doesn’t exceed 3.5T.
Step 3) Based on your responses, the system will conclude what type of user it thinks you are best suited for on the platform. If you disagree with its conclusion, you can start over again and re-enter the information. When you agree and are happy to continue, click ‘Yes, Proceed’.
Step 4) The next screen will show you a list of all the information you need to progress with the verification. This list was also included in your welcome email from the onboarding team before you signed in for the first time.
When you’re confident you have everything mentioned in the list, click ‘Proceed’.
Step 5) You will now have to add your Driving Licence and specify which country it was issued in. If it’s the UK, you’ll need to tick the box to give us permission to perform checks on your driving licence.
You’ll be asked to upload a clear photograph of your Driving Licence. If you uploaded the wrong file by mistake, click on ‘Retry’ to open the file browser again and pick the right one.
Once you’ve attached the right image, click ‘Upload’.
Step 6) After uploading your Driving Licence, we’ll perform a ‘Liveness’ test to make sure you are who you say you are. You’ll be asked for permission to activate the camera on your PC/mobile device. Choose ‘Allow’.
Click on ‘Start Liveness’ to begin the realness verification test. You’ll be asked to do a set of movements and expressions:
- Look Straight Ahead
- Smile and Frown
Once Liveness has detected the movements and confirmed that your photo matches your real self, the video screen will disappear, and a confirmation message will appear where you can click ‘Next’.
Click on ‘Save and Continue’ in the bottom right side of the screen.
Step 7) You will now need to confirm your personal information, which will be prepopulated from your drivers licence. Should you need to change any of the details, you can amend these manually.
Step 8) You will then be required to add your phone number and specify your postcode in order to confirm your Residential Address. You will then be able to choose your address from a dropdown as below. You may also choose to enter your residential address manually.
Step 9) If you've indicated that you’re a sole trader, you'll have the option to provide your trading name. Click ‘Next’ to proceed.
Choose ‘Yes’ or ‘No’ on whether your trading address is the same as your residential address. If your answer is ‘No’, you’ll have to enter the address again as you’ve done previously in step 6.
Step 10) Next, we’ll ask you if you’re VAT registered. If the answer is ‘Yes’, you’ll have two options as to how to enter your VAT Number. You can enter it alphanumerically (adding GB at the start of the VAT number) or by digits (numbers only).
If the number entered is incorrect, the system will let you know, and you won’t be able to proceed until you’ve entered the correct VAT number.
Step 11) This next step will only appear if you are a Ltd/LLP Company, if you are a Sole Trader you will not be asked to complete this step.
In the case of a LTD/LLP company you will need to confirm that you are the active director of the Ltd/LLP company that is going through our process.
You will be asked for your Company Registration Number, which will automatically bring up their company details. You will then be asked to confirm these details are correct and to choose yourself from the list of active directors of the company.
Finally, you will be aked to confirm your Trading Name and Trading Address and enter a contact number.
Step 12) The compliance portal will then ask you for the details of your vehicle. It will start with your registration number. You won’t be able to proceed if this number is incorrect. Once you’ve entered the correct information, our system will confirm the Make, Model and Colour.
Step 13) Upload pictures of the front, rear (back), left and right side of your vehicle.
Click on ‘Upload Image’ and then on ‘Next’ when you’re happy to proceed with each one.
Once that’s been done, click ‘Save and Continue’ in the bottom right of the page.
Step 14) The last step is to upload your documents. The first document requested for this membership type, is the Goods in Transit Insurance.
You’ll need to enter the Expiry Date of the policy, the Limit of Cover (numbers only) and the Insurance Provider. After that, you’ll need to upload the Goods in Transit document itself and click on ‘Next’.
Next, you’ll be asked to upload your Vehicle Insurance.
Enter the Expiry Date and check the box to confirm that your insurance covers courier/haulier work. It could also state cover for ‘Goods for Hire and Reward’, which is also accepted.
After that, you’ll be asked to upload the Vehicle Insurance document. Click ‘Next’ when done.
If you want to add any additional documents as part of your background check, you can do so in this section (there is a maximum of 5 additional documents permitted):
If you choose ‘No’, you’ll be taken to the final page where you’ll be asked to review everything you’ve uploaded before finally submitting.
Step 15) You’ll be presented with the following important message:
Please review the below information before submitting it for approval. In case you identify something that you may want to change, please click on the Restart button at the bottom of this page this will restart the flow for you.
If you choose ‘Restart’, you’ll need to start from the very beginning with any uploaded files being erased.
If you’ve reviewed everything and are happy to complete your verification by submitting all your information, click on ‘Submit’.
Step 15) You’ll be presented with the following message to confirm your successful submission.
What we do with your personally identifiable information
Our Exchange can only continue to operate if all its members are licensed and professional. This is the only way business members can safely network, build relationships and move their freight safely and efficiently. It’s in our best interests as a company to ensure that our members are safe. It’s for this exact reason that we take accreditation very seriously as well as keeping your personal data safe on our servers.
If for any reason you’re unsure about the process, you can rest assured that our online compliance portal is safe. You will see a padlock in the top left of your browser's URL telling you that the page is secure.
What information you need to supply
Make sure you have the following information handy:
- Personal details
- Information about your business (VAT number, registration number, etc.)
- Identity document (Driving Licence OR Passport)
- Goods in Transit Insurance
- Vehicle Insurance (registered for Hire and Reward or Courier Use)
- Vehicle Registration number Pictures of your vehicle (front, rear, left side and right side)
What to do if you don’t have the information requested
If you’re missing any of the files requested for verification, you’ll have to postpone your onboarding process until you have everything you need. No need to worry, though, because when you’re ready to start again, we’ll still give you the full promised duration of your subscription despite the later start date.
Our portal can be used on any mobile device or desktop browsers such as Chrome, Safari and Firefox. We recommend using Chrome.
The verification system uses a feature called ‘Liveness’ where you're able to activate live camera footage of yourself to compare with your uploaded ID photo.
How long verification takes
Assuming you have all the requested documents to complete the process, it should only take you 20 minutes.
What happens once you’ve finished verification
We strive to respond on the same day that a member has completed their verification, however, please allow up to a full working day for our onboarding team to respond.