Understanding the KYC Verification Process | Nayax UK

Before your Nayax device goes live, UK law requires identity and business verification. This guide covers what documents you need, by business type, and how the 6-step KYC process works from start to approval.

General

Nayax UK - Compliance and KYC

Understanding the KYC Verification Process

Before any Nayax device can be activated or payment processed into your account, Nayax is legally required to verify your identity and business details under UK Anti-Money Laundering regulations. This guide explains exactly what you need, by business type, and how the process works from start to finish.

OperatorDistributorSole TraderLimited CompanyPartnershipPublic SectorUK region
1
How the KYC process works
The 6-step onboarding form and what happens at each stage

When Nayax contacts you after your order, you receive a welcome email with a Get started link. This opens the 6-step onboarding form. Steps 1 to 5 collect your business and payment details. KYC happens at step 6 - you cannot reach it without completing the earlier steps first.

1
Welcome
2
Business Info
3
Fees
4
Payment Details
5
Your Contracts
6
KYC
Add: [email protected] to your safe senders list before you begin. KYC confirmation emails, document upload links, and identity verification links all come from this address. They can land in junk/ spam folder.
  • 1
    Welcome - Confirm you have received the welcome email and click Get started.
  • 2
    Business Information - Enter your trading name, entity type, registered address, and ownership structure. The business name here must exactly match the name on the bank account where you want Nayax to pay your funds. For sole traders, enter your UTR number. For limited companies, enter your Companies House registration number.
  • 3
    Fees - Review and confirm your fee schedule. Select your Merchant Category Code (MCC) from the drop-down to classify your business type.
  • 4
    Payment Details - Enter your business bank account details (account number, sort code, account name). Upload a PDF bank statement or letter from your bank confirming these details. The statement must show your entity name and match the account details you entered at step 2. Incorrect bank details delay approval.
  • 5
    Your Contracts - Review and digitally sign your Service Agreement and Clearing Agreement. These must be signed by a business owner or a person holding a valid Proof of Authority (POA).
  • 6
    KYC - The identity verification stage. Complete five sub-steps: About Your Organisation, About Your Business, Related Individuals, Data Security consent, and the Declaration. You can save your progress and return if you do not have all the information to hand.
Save as you go. The form lets you save at each step and return later. Use this if you need to gather documents or contact a director or nominee before completing the Declaration.
2
Documents required from every operator
These apply regardless of your business type
Signed Service Agreement and Clearing Agreement
Both contracts must be signed by a business owner or a person with a valid Proof of Authority (POA). Applies to all entity types.
All entities
Business bank statement in the entity name
The name on the bank statement must exactly match the business name on your Nayax contract. Upload a PDF statement or bank letter showing your account name, sort code, and account number.
All entities
Personal identification - Passport or Driving Licence
A current photo ID for the person signing the contracts and completing the Declaration. The name and address on your ID must match across all documents submitted.
All entities
Proof of address - utility statement or tax notice
A gas, electricity, or water bill, or a tax notice dated within the last 3 months. The name and address must match the ID document you upload.
All entities
Proof of authority (POA) - if a nominee is completing the process
If the person completing onboarding is not the business owner, a signed POA is required. Nayax can provide the POA form on request. It must be signed by the CEO, managing director, or a Companies House director, and must name the authorised person.
Where applicable
Document quality matters. Blurry images or documents where part of the text is cropped can delay your verification. Check every upload before submitting. You may be asked to resubmit if documents are not clear.
3
Additional requirements by business type
What Nayax needs to know depending on your entity structure

In addition to the documents required from all entities, Nayax requires specific information depending on your business structure. Select the type that applies to you.

Sole Trader
  • Current photo ID (Passport or Driving Licence)
  • Proof of address - utility statement dated within 3 months
  • Business bank statement
  • UTR (Unique Taxpayer Reference) number
  • Trading name if different from your legal name - bank statement must show both (e.g. Joe Nayax t/a I like to Vend)
Nayax may ask for a photo of your product stock to meet Visa and Mastercard scheme requirements.
Limited Company (Ltd)
  • Companies House registration number
  • Registered company address
  • Names and dates of birth of all directors
  • Articles of Association (may be requested)
  • Ultimate Beneficial Owner (UBO) details - anyone holding 25% or more of shares, including via parent companies
  • Company bank statement matching the contract name
Details are verified against Companies House. A non-director may complete the process with a signed POA from the CEO or a Companies House director.
Partnership or Club
  • Companies House number (for LLPs only)
  • Registered or partnership address
  • Names and dates of birth of all partners
  • Copy of the Partnership Agreement (may be requested)
  • UBO details - anyone holding 25% or more interest
  • Partnership bank statement matching the contract name
LLP details are verified against Companies House. Non-LLP partnerships are verified against the partnership agreement. A non-partner may complete the process with a signed POA from the managing partner.
Local Authority or Public Sector
  • Registration numbers as applicable
  • Registered address
  • Names and dates of birth of trustees, directors, or board members
  • Copy of trust deed, memorandum, or articles of association (may be requested)
  • UBO details - anyone holding 25% or more interest
  • Entity bank statement (not a personal statement)
Enhanced due diligence applies to local authorities and government entities under AML regulation. The person providing information may be asked additional questions. For limited companies, details are cross-checked with Companies House. For registered charities, details are cross-checked with the Charity Register.
What is a UBO? An Ultimate Beneficial Owner is any person or company that holds significant control over a business - typically 25% or more of shares or voting rights. For a sole trader this is usually the business owner. For a small company it is typically a director or investor. Nayax traces UBO through parent company chains - a person who owns 51% of a company that owns 75% of another company that owns 80% of your company is still the UBO.
4
Identity verification - the likeness check
What happens at the Declaration stage and how the selfie verification works

At the Declaration stage (step 6), Nayax uses third-party tools to verify that the person completing the process is the same person shown on the submitted ID. This is a legal requirement.

  • 1
    Upload your Passport or Driving Licence using the document upload in the Declaration screen.
  • 2
    Take a live selfie using the camera on your phone, tablet, or webcam. Nayax compares this image to your uploaded ID photo.
  • 3
    You may be asked to move during the capture to confirm you are a real person. Nayax cannot accept a photograph of a photograph or a photocopy.
  • 4
    Select your signature method and digitally sign the declaration to confirm the information provided is accurate.
  • 5
    If completing under a POA, upload the signed Proof of Authority document at this stage.
Nayax cannot accept photocopies or photos of photos. The liveness check requires a real-time image taken through the camera. If your ID document is blurry or cropped in the upload, verification will be delayed and you may be asked to resubmit.
Camera required. You must have a working webcam or camera to complete the Declaration. If your computer does not have one, the system lets you switch to your mobile device for this final step.
5
After you submit - what happens next
Timelines, approval confirmation, and what triggers a KYC refresh
Verification timeline - up to 2 working days
If Nayax receives all required information in full, the target is to complete verification within 48 hours. This timeline depends entirely on the completeness and quality of your submission. Incomplete or unclear documents extend the timeline.
Timeline
Approval confirmation email
Once verification is complete, the person who completed the Declaration receives an email confirming KYC approval. Your Core login credentials are then sent automatically. Add [email protected] to your safe senders list to ensure you receive this.
Confirmation
If Nayax needs more information
If the verification team has questions about your submission, you will receive an email explaining what is needed. Reply directly to that email with the additional information or documents requested.
Queries
KYC refresh - when Nayax asks you to re-verify
Nayax is legally required to refresh KYC at regular intervals and whenever there is a significant change to your business - such as a change of ownership, a major increase in transaction volume, or a change of directors. Nayax notifies you in advance when a refresh is required.
Ongoing
Data security. Your liveness video and identity document are stored temporarily on a secure server only for the duration of the anti-money laundering check - usually less than 24 hours. After verification, images are deleted and are no longer available online. Any data stored longer-term is held in an encrypted, offline facility. Nayax processes your data in accordance with GDPR and ISO 27001.
6
Getting help with your KYC
Who to contact and how - the UK Onboarding team cannot assist with KYC status
Submit a Compliance support ticket
For all KYC questions - expired links, verification status, document queries, or resubmissions - contact the Compliance team directly using the ticket form. The UK Onboarding team cannot access KYC status or assist with compliance queries.
Compliance
Request a replacement KYC link
The secure link in your KYC email expires after 5 days. If it has expired before you complete your submission, raise a Compliance ticket to request a new link. Do not attempt to reuse the original link.
Compliance
Request a Proof of Authority (POA) form
If a non-owner or non-director needs to complete the onboarding process on behalf of the business, Nayax can send you a POA form. Contact your Nayax BDM or the Compliance team to request it.
Admin
UK contact directory - 0203 455 4800
Ext 1 Technical Support ([email protected])  ·  Ext 2 Onboarding - not for KYC ([email protected])  ·  Ext 3 Finance and Admin ([email protected])  ·  Ext 4 Shipping and Returns ([email protected])  ·  Ext 5 Sales

Compliance / KYC ticket (all KYC queries)
Distributors: The KYC email goes to your operator's registered email address, not to you. Brief your operator before device delivery and ask them to add [email protected] to their safe senders list. If their business structure does not fit the entity types in this guide, they should contact Nayax by email or speak to their BDM.

 

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