SELLER ONBOARDING & VERIFICATION POLICY
Effective Date: January 1, 2025 | Last Revised: May 12, 2026 | Version 1.1
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Purpose & Scope
Workflow Overview
Seller Eligibility
RFI Examples & Fixes
Required Documents
Verification Process
About this SELLER ONBOARDING & VERIFICATION POLICY. This Policy covers the rules, obligations, and rights that apply to this policy on the Upmos marketplace. Read the full text below; by using our Services you agree to comply with it.
In Plain English (Non-Binding Summary)
1. Purpose & Scope. Upmos verifies all sellers to ensure lawful operation, product authenticity, and safe customer experiences. This policy applies to all individual and business sellers globally who wish to list product
This plain-language box is provided for accessibility and readability only. It is not a substitute for the full Policy below, which controls in case of any conflict.
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Table of Contents
- Quick Navigation Links
- 1. Purpose & Scope
- 5. Workflow Overview
- 2. Seller Eligibility
- 11. RFI Examples & Fixes
- 3. Required Documents
- 4. Verification Process
- 5. Key Definitions
- 6. Roles & Responsibilities
- 7. Risk-Based Review & Screening
- 8. Identity Verification Levels
- 9. Decision Outcomes
- 10. Ongoing Compliance & Reverification
- 11. Data Privacy & Security
- 12. Prohibited Practices
- 13. Timelines & SLA
- 14. Monitoring & Trust Score
- 15. Accessibility & Localization
- 16. Governance, Versioning & Ownership
- 10. Appeals & Re-Submission
- 11. Enforcement
- 12. Support & Contacts
- How Can You Contact Us About This Policy?
- Version History
1. Purpose & Scope
Upmos verifies all sellers to ensure lawful operation, product authenticity, and safe customer experiences. This policy applies to all individual and business sellers globally who wish to list products or services on the Upmos Marketplace.
5. Workflow Overview
- SubmitApplication & secure document upload
- ReviewKYC, sanctions, category eligibility
- DecisionApprove / Conditional / RFI / Reject
- Go-liveList products; monitoring begins
2. Seller Eligibility
2.1 Minimum Requirements
- Legal age and capacity to enter contracts in your jurisdiction
- Valid government-issued identification (individual) or business registration (company)
- Ability to accept payments through Upmos-approved processors
- Compliance with Vendor Code of Conduct and Product Safety Policy
2.2 Ineligible Sellers
- Persons or entities on sanctions lists (OFAC, EU, UN)
- Businesses lacking required licenses for regulated products
- Sellers previously terminated from Upmos for egregious violations
11. RFI Examples & Fixes
Proof of address is unclear or older than 3 months
Submit a recent utility bill or bank statement showing name and address; ensure legibility and full page capture.
Business registration name mismatch
Provide certificate of registration and a name change document or DBA filing; align bank account name to entity.
Missing category documentation (e.g., electronics)
Upload CE/UL certificates and RoHS/REACH declarations; include product model numbers referencing certificates.
Bank account ownership cannot be verified
Provide bank letter or voided check showing entity legal name and account number; third-party accounts are not allowed.
Sanctions false-positive hit
Submit identity clarification documents (alternate spellings, transliteration) and explain why the match is inaccurate; Upmos will re-screen.
3. Required Documents
3.1 Individuals
- Government-issued photo ID (passport or national ID)
- Tax identification (as applicable)
- Bank account details for payouts
- Proof of address (utility bill or bank statement, ≤ 3 months)
3.2 Businesses
- Business registration certificate and legal name
- Tax ID/VAT registration
- Authorized signatory identity and proof of authority
- Bank account under the legal entity name
- Licenses/certifications for regulated categories (food, cosmetics, electronics)
3.3 Quick Checklist
| Seller Type | Required | Optional |
|---|---|---|
| Individual | ID, Proof of Address, Tax ID (if applicable) | Secondary ID |
| Business | Registration, VAT/Tax ID, UBO/Authorized Signatory, Bank Proof | Operating License |
3.4 Category-Specific Documentation
| Category | Documentation |
|---|---|
| Food | FDA/Local permits, labeling compliance |
| Cosmetics | INCI list, safety certificates, country compliance |
| Electronics | CE/UL certification, RoHS/REACH compliance |
| Children’s Products | CPSC tests, age warnings |
| Medical Devices | Regulatory clearance (e.g., FDA/CE), labeling, UDI as applicable |
| Apparel | Fiber content labeling, care instructions, CPSIA for children’s apparel |
| Toys | ASTM F963/EN71 compliance, age grading, safety warnings |
Supply Chain Proof: authorization letters, distributor contracts, invoices showing chain of custody.
Download Onboarding Checklist (PDF)
Scan to download on mobile.
4. Verification Process
4.1 Submission
- Complete the onboarding application and upload documents securely
- Attest to accuracy of information and acceptance of marketplace policies
4.2 Review
- Identity verification (KYC) and business validation
- Sanctions screening and adverse media checks
- Product category eligibility and documentation checks
4.3 Decision
- Approval, approval with conditions, request for more information, or rejection
- Conditions may include restricted categories, limited listing volume, or enhanced monitoring
5. Key Definitions
- KYC: Know Your Customer identity checks
- EDD: Enhanced Due Diligence for higher risk
- UBO: Ultimate Beneficial Owner of a legal entity
- Sanctions: OFAC, EU, UN lists restricting trade
6. Roles & Responsibilities
Individual Sellers
- Provide accurate personal documents and banking details
- Maintain contact information and respond to RFIs
Business Entities
- Submit corporate documents and identify UBOs
- Ensure authorized representative has signing authority
Authorized Representatives
- Act on behalf of the entity, provide proof of authorization
- Keep Upmos informed of changes
7. Risk-Based Review & Screening
| Tier | Triggers | Actions |
|---|---|---|
| Low | Complete docs, low-risk categories | Standard KYC, fast-track |
| Medium | New entity, moderate-risk categories | Additional checks, product eligibility review |
| High | High-risk categories, prior violations | EDD, supply-chain proof, conditional approval |
- Sanctions screening: OFAC/EU/UN lists + adverse media
- Weekly re-checks for high-risk until stable
8. Identity Verification Levels
| Level | Requirements | Unlocks |
|---|---|---|
| L1 | Basic ID | Create listings |
| L2 | Proof of address | Payouts enabled |
| L3 | Entity validation & UBO | Higher listing limits |
9. Decision Outcomes
- Approve: Ready to list
- Conditional Approve: Restrictions or monitoring applied
- RFI: Request for additional information
- Reject: With reasons and re-submission guidance
10. Ongoing Compliance & Reverification
- Keep documents and business information up to date
- Reverification may be required annually or upon significant changes
- Immediate notice to Upmos for changes in ownership, banking, or licensing
- Cooperate with audits, product recalls, and compliance reviews
Status Updates: Track progress in your vendor dashboard; auto email at submission, review start, decision.
11. Data Privacy & Security
- Legal basis: contractual necessity & legitimate interest; honor data rights (access, correction, deletion, portability)
- Data encrypted in transit and at rest; access restricted to authorized staff
- Retention of verification records per legal requirements (typically 5–7 years)
- Breach notification to Upmos within 24 hours of discovery
- DPIA performed for high-risk processing scenarios
12. Prohibited Practices
- Submitting falsified or altered documents
- Misrepresenting business ownership or product origin
- Circumventing verification requirements or listing restricted products
- Using third-party bank accounts not owned by the seller entity
13. Timelines & SLA
- Standard review: 1–3 business days after complete submission
- Enhanced due diligence: 5–10 business days, depending on category
- Requests for more information pause the SLA until documents are received
- Approval notices sent via email and vendor dashboard
- Queue logic: complete packages prioritized; auto-reminders at 48/96 hours
- Escalations: stuck cases routed to Compliance within 72 hours
Tip: Submitting complete and legible documents speeds up approval.
- SubmitDay 0
- Review1–3 days
- EDD5–10 days
- RFI PauseClock stops
- DecisionEmail + dashboard
Scan to open: Seller Onboarding & Verification Policy.
14. Monitoring & Trust Score
Post-onboarding, Upmos monitors vendors using a trust score combining disputes, chargebacks, document freshness, and category risk.
- Progressive controls: listing caps, payout holds, enhanced review based on thresholds
- Immediate offenses: document forgery, sanctions hit lead to termination
- Reverification cadence: annual baseline; event-driven on ownership/licensing changes
15. Accessibility & Localization
- WCAG-aligned forms with mobile support
- Accepted document languages; certified translations where required
16. Governance, Versioning & Ownership
- Versioning with 30-day notice for material changes
- Content owner: Vendor Compliance; Privacy owner: DPO
- Cross-links added to related policies for discoverability
10. Appeals & Re-Submission
- Rejected applications receive reason codes and guidance for re-submission
- Appeals may be submitted within 14 days with supporting evidence
- Upmos may allow conditional approval under monitoring for certain cases
11. Enforcement
- False information or document fraud leads to immediate account termination
- Non-compliance results in warnings, restrictions, suspension, or termination
- Serious violations may be referred to law enforcement
12. Support & Contacts
- Vendor Support: vendor-support@upmos.com
- Compliance: vendor-compliance@upmos.com
- Data Privacy Officer: dpo@upmos.com
Upmos Seller Onboarding & Verification Policy
Version 3.0 | Effective Date: January 1, 2025 | Last Updated: December 29, 2025
