UBO Declarations Register

As beneficial ownership registers become mandatory across more jurisdictions, organisations need a structured approach to managing UBO declarations. It's not enough to calculate who the beneficial owners are — you need to formally declare them, track the declaration status, and renew declarations when ownership changes or regulatory deadlines arrive. EntityFlo's UBO Declarations Register provides a complete workflow for managing beneficial ownership declarations. Each declaration is linked to the underlying ownership data, tracked with status and dates, and integrated with your compliance calendar.

Each UBO declaration in EntityFlo moves through a clear lifecycle: 1. Identified — beneficial owner calculated from ownership data 2. Declared — formal declaration submitted to the relevant register 3. Verified — identity verification and screening completed 4. Active — declaration current and compliant 5. Review required — ownership change detected, declaration may need updating 6. Expired — declaration past its renewal date The system tracks each stage with timestamps, responsible parties, and supporting documentation. Compliance officers can see at a glance which declarations are current, which need review, and which are overdue.

Unlike standalone UBO registers that require manual entry, EntityFlo's declarations are linked to your live shareholder register data. When ownership percentages change — because of a share transfer, new allotment, or entity restructure — the system automatically flags affected declarations for review. This connection between ownership data and declarations ensures your UBO register never drifts from reality. You don't need to remember to check declarations after every corporate action — the system does it for you.

EntityFlo generates UBO reports in formats required by relevant regulators. For Australian entities, declarations align with the emerging beneficial ownership register requirements. For entities in other jurisdictions, the system adapts to local reporting formats. All declarations include full provenance — the ownership chain that led to the calculation, the verification status of the beneficial owner, and the date of the most recent review. This audit trail satisfies both regulatory requirements and internal governance standards.