Beneficial ownership
Prepare the pack.
You still lodge.
The natural person behind the company, the interest that adds to 100%, and the documents your registry already asks for — finished on one desk.
Registries do not share a form. The work does. Name the person. Bind them to the company. Keep the certified copy current. Hand a pack a human can lodge. Vaultibly is that gathering. Your practice still files.
We do not press submit. The mandate stays with a named person in your firm.
Company workspace
Example Company Ltd
Pack completeness
5 / 7
Owner 01
Natural person
Missing certified copy
Attach a current certified document to Owner 01.
The week it costs
Beneficial ownership is not a form. It is a file that goes stale.
Annual return waits on a declaration dated this year.
Last year’s identity document. Current issue date missing.
Mandate names the firm. The portal wants a person.
Vaultibly does not lodge. It stops the rebuild.
What the desk gets
One company. One pack. The artefacts you already upload.
Owners on one screen. Interest must total 100% or the pack does not generate. A South African identity number can fill date of birth, gender, and citizenship when those fields are empty. A mismatch is shown. It does not invent a name.
The certified copy sits on the person. If it is missing, or the issue date is blank, the pack says so. You still collect it. We do not certify documents.
Five documents. Mandate in the filer’s name: shareholder data, beneficial-interest register, share register, disclosure, and the mandate. The filer is a person, not the firm and not Vaultibly.
Edit after generate and the pack is marked stale. Generate again. Do not lodge the old file.
Current pack and last year’s pack stay on the workspace while the licence is active.
How a pack runs
Open the company. Start this year’s pack, or continue the one on the desk.
Enter the owners. Check the interest totals 100%. Attach each certified identity document.
Generate. Review the five documents. Correct anything wrong, then generate again so the file is not stale.
A named person in your firm lodges on the registry. Vaultibly does not file, and does not store a registry customer code.
Keep the pack. When the year turns, or a person changes, the file is already there.
Worked example
Same person. Local envelope. CIPC is the first registry this pack is built for.
In South Africa a company cannot lodge its annual return without a beneficial-ownership declaration dated this calendar year. The filing fee is zero. The cost is the pack.
- Natural persons, with residential address, identity number, and date of birth.
- Certified identity documents for the filer and each beneficial owner. Certification older than three months is rejected. A smart identity card needs both sides on one page.
- Issue date on the identity document — the field that forces a new copy when the card has been re-issued.
- Mandate in the name of a natural person.
- Shareholder data, beneficial-interest register, share register, and disclosure where the structure needs it.
You still log in and submit. We do not.
Other registries ask for the same person and a different envelope. A second country is a second document list, not a second product.
Who it is for
Practices that already file this, and already bill the client.
Company-secretarial desks. Accounting practices whose clerks prepare the pack and a named person lodges it.
Not for: Directors filing at home. A secretarial suite, payroll, or personal tax. Anyone who wants Vaultibly to be the filer.
What this is not
We prepare the pack. You walk it in.
Not a filing agent. Not a registrar. Not legal advice. Not a commissioner of oaths. Not a credit bureau or an accounting suite.
How the file is held
Certified copies and owner details sit on that company’s pack, for that practice, while the licence is active. Not a folder other firms can browse.
If an owner is asked for a current identity document, they see who is asking, which company, and which item. They can grant or refuse. They can revoke the share later. A pack already lodged is not unwritten.
We do not sell the file. We do not look the person up on a government register.
Questions practices ask
What does Vaultibly do with beneficial ownership?
It prepares the pack: owners, interest to 100%, certified copies, and the documents your registry already wants. Your practice lodges.
Does Vaultibly file the declaration?
No. A named person in your firm lodges. Vaultibly does not press submit and does not store a registry customer code.
Who can be the filer?
A natural person. Not the firm. Not Vaultibly.
What documents does the pack produce?
Shareholder data, beneficial-interest register, share register, disclosure, and the mandate.
Is this only for South Africa?
The first worked registry is CIPC. The motion — person, interest, certified copy, mandate, human lodge — is the same job elsewhere. A second country is a second document list.
Does the owner have to log in?
No. The clerk can complete the pack. If you ask an owner for a current identity document, they see the company and the item, and can grant or refuse.
One company. One generate. Would you lodge this?
Vaultibly is operated by Hallridge Holdings Limited. Lodgement remains with your mandated filer.