Frequently Asked Questions
Are you taking over our AML responsibilities?
No. You remain the regulated firm. SwiftSOF does the admin: collecting and organising documents, running ID checks and presenting a clear pack. Your firm still applies its own AML policy, assigns risk levels and decides whether to proceed with each client.
Are you an AML-regulated business yourself?
SwiftSOF’s role is to support estate agents with AML admin and document handling. We do not act as an estate agency, nor do we provide legal or compliance advice. You should treat us as an outsourced admin and data processing partner and continue to follow your own AML policies and guidance from your professional bodies and advisers.
How do you contact our clients?
We can contact clients using co-branded emails (“SwiftSOF on behalf of [Your Agency]”) or under your brand, depending on your preference. All communication is clear, polite and explains that we are helping you with the AML document process, not selling them anything.
What tools do you use for ID and liveness checks?
We work with recognised third-party ID and liveness-check providers. The exact provider can be agreed with you, and if you already have a preferred ID vendor we can often work alongside that.
Where is data stored and how is it protected?
Client documents are stored on secure servers with encryption in transit (HTTPS) and at rest. Access is restricted to authorised SwiftSOF staff on a need-to-know basis. We operate under written data processing agreements with each estate agency we work with and follow UK data protection law.
How long do you keep client documents?
As a general rule, we retain client documents only for as long as necessary to provide the service and in line with your instructions as data controller. We can agree retention periods with you (for example, mirroring your own AML record-keeping period) and delete or return data when you request it.
How quickly can you turn a case around?
It depends mainly on how fast clients respond, but once we have the necessary documents, we typically compile and deliver the pack within one working day. For urgent cases, we’ll always do our best to prioritise.
Can you handle complex or high-risk cases?
Yes. We can still collect and structure the documents for complex cases (multiple giftors, company funds, overseas links). We will clearly flag any complexities in the pack so your MLRO or compliance lead can apply enhanced due diligence where needed.
Do you work with lettings?
At the moment we’re focused on residential sales. If you’d like to explore support for lettings AML, we’re happy to discuss it.