FAQs

Frequently Asked Questions for Agents using the Iluminai platform.

General

Why should I use Iluminai?

Iluminai simplifies FINTRAC compliance, benefiting the brokerage, agents and their clientele by providing a secure, streamlined, and centralized platform for compliance processes.

Benefits

• Easily complete and submit FINTRAC forms online or via a mobile device.
• Access and download submitted FINTRAC forms as a PDF directly from your agent dashboard.
• Ensure form accuracy the first time, significantly reducing the need to follow up with clients for additional information.
• Benefit from automated Anti-Money Laundering (AML) screenings and detailed risk assessments of clients who may be:
  • Politically Exposed Persons (PEPs)
  • Heads of International Organizations (HIOs)
  • Individuals from High-Risk Countries
  • Individuals under Ministerial Directives
  • Subjects identified via adverse social media coverage
• Permanently store and easily retrieve your FINTRAC ID and Receipt of Funds documents securely on the platform.
• Experience a secure verification process without storing photo IDs, adhering strictly to PIPEDA privacy standards.
• Enjoy faster transaction processes and fewer requests for additional documentation, creating a smoother overall experience.

Is there training available for Iluminai?

Yes! If you have any questions or would like a personalized walkthrough of the platform, please reach out to us at support@ilumin.ai to schedule a demo.

What is a Backoffice User?

Backoffice User is a term created by Iluminai referring to brokerage administrators who manage the backend operations of your brokerage's account. They can configure account settings and are generally responsible for reviewing and approving submitted forms by the agents.

Account

How do I change my email address?

You cannot directly update your email address within the platform. To change your email address, please contact your brokerage administrator, who can update it on your behalf.

Forms

Which forms do I have access to on Iluminai?

The Iluminai platform currently supports the following forms:

• FINTRAC Forms
  • For an Individual/Person
  • For a Corporation/Organization
• Post-Transaction Forms
  • Recieipt of Funds (ROF)

• Pre-Transaction - BC (British Columbia) Specific Forms:
  • BCREA Privacy Notice and Consent
  • BCFSA Disclosure of Representation in Trading Services
  • BCFSA Disclosure of Risks to Unrepresented Parties

Why don't the hard-copy FINTRAC forms match the questions in Iluminai?

We have developed a system to ensure you and your brokerage cover all the obligations required by FINTRAC and PCMLTFA that go beyond what is outlined on the CREA FINTRAC forms. Completing your form on Iluminai will ensure full compliance with FINTRAC.

Do we complete the FINTRAC form before submitting an offer, or after the deal is accepted?

As per Know Your Client (KYC) guidelines from FINTRAC, the practice is to ID your client at the time you are preparing the listing paperwork for a seller or once you begin showing properties to a buyer.

However, it is best to always confirm with your brokerage regarding any specific policies and procedures which you should be following.

Do I need to complete all the information marked as required on a specific page of the FINTRAC form before proceeding to the next page?

No. You can save your progress at any time. Click Save at the bottom of the FINTRAC form and return whenever you're ready to continue.

Can I move between mobile and desktop when working on the same form?

Yes. You can start a form on the mobile app and continue working on desktop - or the other way around, all without losing any of your progress.

If it's a High Risk client, do we continue with the listing or sale?

When a client is deemed as High Risk, your brokerage's compliance team is notified automatically. They will review the record and advise the agent on any required next steps.

If we put pending for the MLS number, will it still complete the process and provide the FINTRAC form? The MLS number is not provided until the listing is uploaded which is too late?

Yes. In the MLS number section, you can select the checkbox at the bottom labeled "Non-MLS Listing" to proceed with completing the FINTRAC ID. Once you receive the MLS number, you can return to the form at any time and enter it.

Why is it difficult finding certain occupation/industry codes?

Some occupations have very specific classifications. Use the Suggested list to help narrow your options and the system will recommend the closest match based on similar entries. If you're still confused on which occupation/industry code to select, please contact your brokerage's compliance team for guidance.

Can I send the FINTRAC form to the client so they can complete occupation, PEP, etc., themselves?

No. FINTRAC requires the agent to collect and verify all the information related to identity, occupation, and PEP status. The form cannot be sent to the client to complete on their own, as this does not meet regulatory requirements for due-diligence and proper record keeping.

Can I correct or edit a FINTRAC form after submission if I made a mistake?

Yes! If the Corrections feature has been enabled by your brokerage administrator, you can correct or edit a FINTRAC form even after submission or approval.

How do I download the FINTRAC PDF?

After a form has been approved by a brokerage administrator (Backoffice user), you wlll receive an email notification with the completed form attached.

Be sure to follow your brokerage's policies and procedures as to what you should with that documentation.

If I need to re-list a property, how do I update a previously Approved FINTRAC form?

Each new deal or transaction will require a new FINTRAC form. FINTRAC forms which have already been created or marked as Approved in the platform cannot be updated for use with new deals.

As an alternative to creating a brand new FINTRAC form, including having the client perform an identity verification, Iluminai provides a convenient utility which allows you to clone a previously Approved form. If the FINTRAC record is still within its cloning validity period (typically 90 days, though this may vary by brokerage), you can use the Clone feature, update the new transaction details, verify the copied details, and re-submit the form.

If the record is past its cloning window, cloning will be disabled and you'll be required to complete a new identity verification and FINTRAC record for the client.

I work within a Team. Is there a way to share data and forms with my colleagues or Team Admins who are Licensed or Unlicensed?

Yes. Please contact your brokerage administrators and request that a Team be created within the Iluminai platform. Provide them with the team's name, a list of team members, and if any Team Admins are Licensed or Unlicensed. With this information, they can set it up for you.

Identity Verifications

What does my client need to do to identify themselves?

They will receive a notification and will be asked to provide a valid government issued photo ID and perform a selfie or liveliness check.

Does my client need to download the Iluminai app to perform or complete the ID verification?

No, you client will need the app. You'll initiate the ID verification from the platform, and your client will receive an email with a link to complete the verification directly through their web browser.

The mobile app is intended for agent use only.

Is my client's personal information safe with you?

Please see the Data Privacy & Security article for more information.

How long is the identity verification link valid for before it expires?

The verification link sent to your clients is valid for 48 hours, after which it expires. If expired, you will need to resend the verification link to your client.

How long does the identity verification process typically take?

There are two automated identity verification methods:

• Person Present: Used when the client is physically present with you, taking appoximately 1-2 minutes.
• Person Not Present: Used for remote verification (when your client is not physically present with you), where your client receives a verification link via email. The completion time depends on your client's responsiveness, but the verification results become immediately available upon completion.

Can I still use the platform if my client refuses to be digitally ID'd?

Yes! Although highly recommended, if your client prefers not to undergo digital ID verification, you can use the Manual Method. This approach does not involve our automated ID verification solution. Instead, you'll need to manually enter client information and verify their identity using either the Dual Process or Credit File method.

Does the client see a notification when the ID is fraudulent? Or just the agent?

No. The client only sees a generic "failed verification" message. This prevents bad actors from testing the extents of the checks present on the system to identify workarounds.

Agents are also not provided detailed failure conditions. This is intentional to help maintain the integrity of the Iluminai platform.