After subscribing to Unicount virtual office service you will soon receive an email prompting you to activate the service.

This means that Unicount needs to collect some more information about your business to be able to serve you. Requirements to collect data arise from the Estonia legislation that regulates service providers like Unicount.

This is how you do it:

  1. Log in to Unicount Dashboard

  2. Open Client Data menu

  3. Fill in Business tab

  4. Fill in Ownership tab

  5. Upload required passport copies

  6. Sign to confirm

1. Log in to Unicount Dashboard

You can log in to Dashboard here if you have at least one active virtual office subscription that is connected to your eID (Estonian personal identification code on your ID-card, Smart-ID or Mobile-ID). Currently, only one user is linked subscription. It is the user who submitted the order.

If your annual virtual office subscription has expired you would not be able to log in after 30 days have passed from the expiry date.

2. Open the Client Data menu

If you have multiple companies linked to your eID please select the company from a dropdown menu below the Unicount logo.

3. Fill in the Business tab

Check first if your personal details are correct and then open the Business tab.

Fill in the required Business details as shown on this example screenshot with Uniount data. When you are done click "Save changes" in the top right corner.

Saving data automatically takes you to the next tab where you can insert the beneficial owners of the company.

Company contacts sample with Unicount data

Company profile sample with Unicount data

4. Fill in the Ownership tab

In the Ownership tab insert all natural persons who control more than 25% of the company through direct ownership or indirect ownership. They are also called "beneficial owners".

Mathematically there cannot be more than 3 beneficial owners controlling more than 25% of the company. You can read more about beneficial owners here.

If there are no natural persons controlling the company through ownership you can insert board members as beneficial owners. Having no natural person controlling over 25% of voting rights normally applies to large companies having multiple shareholders.

If you are the only beneficial shareholder you can easily add your details by Clicking "I am the only ultimate beneficial owner (UBO) of the company".

If the beneficial owners have Estonia personal ID-codes issued via e-Residency programme please insert those instead of their country of residence/citizenship ID-codes.

When you are done click "Save changes" green button in the top right corner.

Saving data automatically takes you to the next tab where you can insert the passport copies of beneficial owners of the company.

5. Upload required passport copies

In the Documents tab insert valid passport copies of all beneficial owners. The persons inserted on the previous tab are shown so that you could add a passport copy for each of them. Please upload PDF or JPG files only.

When you are done click "Save changes" green button in the top right corner.

If there is no missing data saving changes opens the signing popup where Unicount asks you to sign the inserted Client Data digitally by using your Estonian e-resident card, ID-card, Smart-ID or Mobile-ID.

6. Sign to confirm

Before you can sign Client Data with your Estonian e-resident card, ID-card, Smart-ID or Mobile-ID if please confirm the following by ticking the appropriate boxes:

1) There are no persons entered into EU sanctions lists among shareholders, members of the board or ultimate beneficial owners of the company

2) There are no politically exposed persons among shareholders, members of the board or ultimate beneficial owners of the company

3) The information provided is true, complete and reflects the actual situation

After you have successfully signed the Client Data submission Unicount contacts you only if there is something that requires further clarification. You would see a notification of active service on your Dashboard after submitting Client Data.

Remarks

Please note that Estonian e-resident card and ID-card related issues with browser signing are very common and we always recommend using Smart-ID. To retry signing with Smart-ID instead log out from Dashboard and log in again with Smart-ID.

Here you can read why Unicount recommends Smart-ID.

If you are convinced that you do not want to set up Smart-ID for convenient authentication and signing please find the troubleshooting article for Estonian ID-card and e-resident card related issues here.

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