Anti Money Laundering Policy

1.0 Introduction

1.1 The Proceeds of Crime Act 2002, the Terrorism Act 2000 and the Money Laundering Regulations 2007 place obligations on Conceptai Design Studios and its employees to establish internal procedures to prevent the use of their services for money laundering.

2.0 What is Money Laundering

2.1 Money laundering is the term used for a number of offences involving the proceeds of crime or terrorism funds. The following constitute the act of money laundering: Concealing, disguising, converting, transferring criminal property or removing it from the UK (section 327 of the 2002 Act); or Entering into or becoming concerned in an arrangement which you know or suspect facilitates the acquisition, retention, use or control of criminal property by or on behalf of another person (section 328); or Acquiring, using or possessing criminal property (section 329); Becoming concerned in an arrangement facilitating concealment, removal from the jurisdiction, transfer to nominees or any other retention or control of terrorist property (section 18 of the Terrorist Act 2000). These are the primary money laundering offences and thus prohibited acts under the legislation. There are also two secondary offences: failure to disclose any of the primary offences and tipping off. Tipping off is where someone informs a person or people who are, or are suspected of being involved in money laundering, in such a way as to reduce the likelihood of their being investigated or prejudicing an investigation. Potentially any member of staff could be caught by the money laundering provisions if they suspect money laundering and either become involved with it in some way and/or do nothing about it. This Policy sets out how any concerns should be raised.

2.2 Money laundering is the process of channelling ‘bad’ money into ‘good ‘money in order to hide the fact the money originated from criminal activity. Money laundering often occurs in three steps: first, cash is introduced into the financial system by some means ("placement"), the second involves a financial transaction in order to camouflage the illegal source ("layering"), and the final step entails acquiring wealth generated from the transactions of the illicit funds ("integration"). An example is where illicit cash is used (placed) to pay for the annual non-domestic rates on a commercial premises (possibly also a large overpayment), and then within a very short time the property is vacated (layering). A refund is made to the individual from the Council, ‘integrating’ the source of the money. Most money-laundering offences concern far greater sums of money since the greater the sum of money obtained from a criminal activity, the more difficult it is to make it appear to have originated from a legitimate source or transaction.

2.3 Whilst the risk to Conceptai Design Studios of contravening the legislation is low, it is extremely important that all employees are familiar with their legal responsibilities: serious criminal sanctions may be imposed for breaches of the legislation. A key requirement is for employees to promptly report any suspected money laundering activity to the Money Laundering Reporting Officer (MLRO).

3.0 Scope of the Policy

3.1 This Policy applies to all employees of Conceptai Design Studios and aims to maintain the high standards of conduct which currently exist within the business by preventing criminal activity through money laundering. The Policy sets out the procedures which must be followed (for example the reporting of suspicions of money laundering activity) to enable Conceptai Design Studios to comply with its legal obligations.

3.2 The Policy sits alongside Conceptai Design Studio's suite of documents governing counter fraud, including the Whistleblowing Policy, Employee Code of Conduct, Members’ Code of Conduct and Anti-Fraud and Corruption Strategy.

3.3Failure by a member of staff to comply with the procedures set out in this Policy may lead to disciplinary action being taken against them. Any disciplinary action will be dealt with in accordance with Conceptai Design Studios Disciplinary Policy.

4.0 Our obligations

4.1 Organisations conducting “relevant business” must: appoint a Money Laundering Reporting Officer (“MLRO”) to receive disclosures from employees of money laundering activity (their own or anyone else’s); implement a procedure to enable the reporting of suspicions of money laundering; maintain client identification procedures in certain circumstances; and maintain record keeping procedures.

4.2 Not all of Conceptai Design Studio’s business is “relevant” for the purposes of the legislation. It is mainly accountancy and financial; and company and property transactions undertaken by Legal Services. However, the safest way to ensure compliance with the law is to apply it to all areas of work undertaken by Conceptai Design Studios; therefore, all staff are required to comply with the reporting procedure set out in section 6.0 below.

5.0 Money laundering reporting officer

5.1 The officer nominated to receive disclosures about money laundering activity within Conceptai Design Studios is the Managing Director who can be contacted as follows: Managing Director - Conceptai Design Studios 39 Princes Street, Yeovil, Somerset BA20 1EG Email: support@conceptai.co.uk Telephone: 01935 700 463 (direct line)

5.2 In the absence of the MLRO,the Office Manager, is authorised to deputise (EXT 202).

6.0 Disclosure procedure

6.1 No payment to Conceptai Design Studios should automatically be accepted in cash (including notes, coins) if it exceeds £5,000. This does not, however, mean that cash transactions below this value will be valid and legal and should not arise any suspicion. Professional scepticism should remain at all times.

6.2 Staff who collect cash payments are asked to provide the details of any cash transaction over £5,000 to the MLRO so that precautionary checks can be performed.

6.3 Conceptai Design Studios, in the normal operation of its services, accept payments from individuals and organisations. If an employee has no reason to suspect or know that money laundering activity is taking/has taken place and if the money offered is less than £5,000 in cash as payment or part payment for goods/services offered by the Authority then there is no need to seek guidance from the MLRO. If a member of staff has reasonable grounds to suspect money laundering activities or proceeds of crime, or is simply suspicious, the matter should still be reported to the MLRO. If the money offered is £5,000 or more in cash then payment must not be accepted until guidance has been received from the MLRO even if this means the person has to be asked to wait.

6.4 Any officer involved in a transaction of this kind should ensure that the person provides satisfactory evidence of their identity personally, through passport/photo driving licence plus one other document providing evidence of current address in the form of a bank statement, credit card statement, mortgage or insurance details or a utility bill. Where the other party is a company, this can be done through company formation documents or business rate bill.

6.5 Any employee who becomes concerned that their involvement in a matter may amount to a prohibited act under the legislation, must disclose this promptly to the MLRO or deputy. The disclosure should be at the earliest opportunity of the information coming to your attention, not weeks or months later. Should you not do so, then you may be liable to prosecution.

6.6 The employee must follow any subsequent directions from the MLRO or deputy and must not make any further enquiries themselves into the matter. Additionally, they must not take any further steps in the transaction without authorisation from the MLRO or deputy.

6.7 The employee must not disclose or otherwise indicate their suspicions to the person(s) suspected of money laundering. They must not discuss the matter with others or note on a file that a report has been made to the MLRO in case this results in the suspect becoming aware of the suspicion.

6.8 The MLRO or deputy must promptly evaluate any disclosure to determine whether it should be reported to the National Crime Agency (NCA).

6.9 The MLRO or deputy must, if they so determine, promptly report the matter to the NCA on their standard report form and in the prescribed manner. Up to date forms can be downloaded from the NCA website at: http://www.nationalcrimeagency.gov.uk/ (main NCA website) https://www.ukciu.gov.uk/(osvifg55vxdphzrs40egnj45)/saronline.aspx (a direct link to the NCA’s electronic referral form)

6.10 All disclosure reports referred to the MLRO or deputy and reports made to the NCA must be retained by the MLRO in a confidential file kept for that purpose, for a minimum of five years. The Money Laundering Disclosure Form (Appendix 1) should be used by the MLRO to facilitate the recording of any action taken.

6.11 The MLRO or deputy will commit a criminal offence if they know or suspect, or have reasonable grounds to do so, through a disclosure being made to them, that another person is engaged in money laundering and they do not disclose this as soon as practicable to the NCA.

7.0 Record Keeping

7.1 The MLRO will keep a record of all referrals made to him and of any action taken / not taken. The precise nature of these records is not set down in law but should be capable of providing an audit trail during any subsequent investigation.

8.0 Record Keeping

8.1 In support of this policy, Conceptai Design Studios will: make all staff aware of the requirements and obligations placed on Conceptai Design Studios and on themselves as individuals by the anti-money laundering legislation; and give targeted training to those most likely to encounter money laundering.

9.0 Risk management and internal control

9.1 The risk to Conceptai Design Studios of contravening the anti-money laundering legislation will be assessed on a periodic basis and the adequacy and effectiveness the Anti-Money Laundering Policy will be reviewed in light of such assessments.

10.0 Further information

10.1 Further information can be obtained from the MLRO and the following sources: • National Crime Agency (NCA) – http://www.nationalcrimeagency.gov.uk/ • CIPFA - http://www.cipfa.org/members/members-in-practice/anti-money- laundering • CCAB - Anti-Money Laundering (Proceeds of Crime and Terrorism) – Guidance for Accountants – www.ccab.org.uk (main site) or www.ccab.org.uk/documents/20140217%20FINAL%202008%20CCAB%20gu idance%20amended%202014-2-17pdf.pdf (direct link) • The Law Society - Anti-Money Laundering Guidance and Advice - www.lawsociety.org.uk/advice/anti-money-laundering/