The objective of this Merchant Onboarding Policy is to establish a robust governance framework for the onboarding, KYC verification & due-diligence, risk assessment, continuous monitoring and record management of merchants utilizing Emanypay’s payment aggregation services. This policy will help in designing relevant SOPs to ensure that only legitimate and compliant merchants are onboarded, thereby minimizing exposure to fraudulent or high-risk activities. It aims to ensure compliance with applicable regulations, including the Reserve Bank of India (RBI) Guidelines on Payment Aggregators and Payment Gateways, and to safeguard Emanypay and the broader financial system from exploitation for Money Laundering (ML) and Terrorist Financing (TF).
This policy applies to all stakeholders involved in the merchant onboarding process, including the Risk, Onboarding and Technology team as well as external agents. It encompasses the following areas:
Emanypay’s Merchant Onboarding Policy is based on adherence to applicable laws, regulations, and industry best practices. The Board of Directors is ultimately responsible for ensuring compliance, while Operational Risk Management Committee (ORMC), Senior Management oversees policy implementation, adherence, and updates in line with regulatory changes.
To ensure effective implementation and compliance, the Company has established the following governance framework:
5.1 Pre-Onboarding Screening through Merchant KYC Application on Self Onboarding Portal
5.1.1 Prohibited Business List
Before or during the onboarding process, Emanypay’s internal team checks the merchant’s line of business to determine if it falls under the Prohibited Business Category. If the business is prohibited, the merchant’s application is outrightly rejected. If not, Emanypay proceeds with further processing.
Refer to the Indicative Prohibited Business List in Annexure 1.
5.1.2 Self-Onboarding Portal
5.1.2.1 Merchant Sign-Up
Merchants will sign up via Emanypay’s Self-Onboarding Portal by providing the following details:
5.1.2.2 Merchant Application Details
After signing up, merchants must complete the Merchant Application by providing the following information. Emanypay verifies the accuracy of many of these details through integrated APIs to ensure a seamless onboarding process.
1. Merchant Contact Info
2. Business Overview
3. Business Details (as applicable)
4. Bank Account Details (API validation via Penny Drop)
5.1.2.3 Upload KYC Documents
The merchant uploads KYC documents as per the KYC Document Checklist for backend verification. The KYC details are collected based on the firm’s constitution, including Company details, Director & Authorized Signatory information, and Bank details, as outlined in the KYC Checklist.
Refer KYC Checklist in Annexure 2.
5.1.2.4 Acceptance of Terms & Conditions, Privacy Policy, and Service Agreement
When submitting the KYC documents, a popup appears for agreeing our general Terms & Conditions and Privacy Policy. The merchant will only be allowed to submit once they have read the clauses of the Service Agreement in its entirety.
5.2.1 API Validations
Once the required details are obtained, Emanypay triggers relevant APIs to validate the information with the respective issuing authorities.
5.2.2 Application Details & Document Verification
In addition to API validations, our Risk team manually verifies all the information and documents provided by the merchant. Any discrepancies identified will be flagged and communicated to the merchant through the relevant Account Manager or Sales Representative for confirmation and correction.
Simplified due diligence (SDD) & enhanced due diligence (EDD) will be conducted on merchants based on merchant types. EDD includes requesting additional documents such as bank account statements for the company or directors, notarized affidavits, business declarations, legal opinions, AoA & MoA, GST filings for the past 3-6 months, or any relevant industry-specific licenses, as deemed appropriate. Additionally, positive address confirmation is conducted through physical background verification, either via a third-party vendor or our internal team.
The Risk Team to conduct background and antecedent checks on merchants to ensure that such merchants do not have any malafide intention of duping customers, do not sell fake/ counterfeit/ prohibit product etc.
5.3.1 Sanction Screening
Emanypay performs sanction screening on merchants against various domestic and international sanction lists. If no match is found, the merchant can proceed with the onboarding process. If a match is found, the merchant will be rejected and escalated to the relevant authorities, such as the Financial Intelligence Unit of India (FIU-IND), in compliance with regulatory requirements.
5.3.2 Platform Compliance
To ensure the merchant’s platform meets the necessary compliance requirements, following checks are performed on the merchant’s website/application:
Invalid Web/App URL
If the provided URL is incorrect or non-functional, onboarding will be denied. The business team will be notified to address the issue with the merchant.
SSL Certification & Application Functionality
Merchants must ensure their website is secured with a valid SSL certificate, and that their application is fully operational.
Business/Legal Name Discrepancy
If the legal name of the entity does not match the name displayed on the website, further clarification or documentation establishing the relationship between the entities will be required.
Website Redirection
If the website redirects customers to a different site for purchases or payments, onboarding will be declined. The business team will follow up with the merchant. Additionally, we whitelist the website to ensure transactions occur only from the officially shared, compliant website.
Mandatory Platform Disclosures
Merchants must ensure the following sections are prominently displayed on their website/app:
About Us
A brief description of the company and the nature of its business.
Product/Service Details
A description of all products/services offered, including accurate pricing in INR.
Contact Information
Direct communication channels for customer support, including the legal business name, registered address (with PIN code), contact number, and email ID of the organization.
Shipping & Delivery Policy
Information on expected delivery timelines and shipping processes.
Cancellation & Refund Policy
Clearly defined policies regarding refunds, cancellations, returns, and exchanges, including timelines, modes of refund, and acceptable channels for cancellation requests.
Customer Grievance Redressal Mechanism
A dedicated section detailing the process for handling customer complaints and grievances, which must be easily accessible on the website/app.
Terms & Conditions
Clear and accessible terms outlining the rights and responsibilities of both the merchant and the customer, covering aspects such as website usage, payments, shipping, and warranties.
Privacy Policy
Details on how customer data is collected, used, and protected, in compliance with Indian data protection laws. Include sections on information collection, third-party disclosures, user rights, and cookie policies.
Transaction Process & Checkout Flow
Clear navigation through the transaction process, including an “Add to Cart” option, payment flow, and checkout button or redirection to payment methods.
The Risk Team will conduct a risk profiling of all merchants, categorizing them as High, Medium, or Low risk based on factors such as the merchant’s industry, identity, nature of business activity, location, type of products/services offered, and delivery channel used.
The Risk Team assigns the Merchant Category Code (MCC) based on the merchant’s business profile and the products or services listed on their platform.
After completing all the above steps—KYC Verification, Due Diligence, Risk Assessment, and Categorization—all details and processes are re-verified and validated by the approver. The approver will then either approve or reject the merchant’s application.
Based on the merchant’s risk category and overall risk perception, the approver will decide if a rolling reserve is required from the merchant to mitigate risks related to chargebacks, refunds, and/or fraud. This requirement will be clearly communicated and will form part of the agreement.
We conduct Physical Background Verification as a part of enhanced due diligence to ensure that the business activities align with the provided location.
A comprehensive, legally binding contract is established, which includes merchant details such as name, address, business description, commercials, and settlement account information. The clauses of the merchant agreement are already agreed upon by the merchant when submitting their application on the Merchant Onboarding Portal.
Emanypay is responsible for checking Payment Card Industry Data Security Standard (PCI-DSS) and Payment Application Data Security Standard (PA-DSS) compliance of the merchant infrastructure, as applicable, during the merchant onboarding process. This compliance will depend on the chosen method of integration. There are two distinct integration methods that can be implemented, as outlined below:
5.8.1 Payment Through Emanypay’s Checkout Page:
In this method, Emanypay provides the merchant with a checkout page where the payment processing takes place. Since Emanypay directly handles the payment processing, the merchant is not involved in storing, processing, or transmitting any card details. PCI-DSS and PA-DSS compliance checks are managed by Emanypay.
5.8.2 Payment Processing at Merchant’s Checkout Page and PCI-DSS & PA-DSS Compliance
In cases where the merchant processes transactions through their own checkout page, the following additional checks must be performed before any further actions can be taken:
5.8.3 Integration
The merchant’s developer downloads the test kit from the Emanypay website based on their platform. The merchant will receive an onboarding kit for web integration and transaction testing. A UAT (User Acceptance Testing) integration is conducted by the merchant’s developer accordingly. Upon completion of UAT testing, the UAT checklist is submitted to the Emanypay technology team. Once the checklist is submitted, production details are shared with the merchant’s developers, and the merchant goes live after the following checks and controls:
Upon successful completion of the onboarding process, Emanypay will activate the merchant’s account according to the agreement and commercial terms. The Merchant Identification Number (MID) and Terminal Identification Number (TID) will be generated. Once the merchant confirms successful integration through User Acceptance Testing (UAT), they will be activated in the Emanypay system and can begin processing transactions and collecting payments.
Emanypay conducts ongoing due diligence of merchants to ensure that their transactions align with our knowledge about the merchant, merchant’s business & risk profile. The extent of monitoring will be aligned with the merchant’s risk category.
5.9.1 Transaction Monitoring:
Transactions are closely monitored based on the following red flags that could signal potentially fraudulent activity:
5.9.2 Enhanced Due Diligence
Emanypay conducts enhanced due diligence (EDD) to actively manage and mitigate risks related to money laundering and terrorist financing for high-risk merchants. High-risk merchants are prioritized for more intensive monitoring of transaction patterns, additional business documentation requirements, and ongoing due diligence through automated systems to detect suspicious activities.
5.9.2.1 Leveraging AI & ML Technologies for Enhanced Transaction Monitoring
Emanypay employs real-time transaction monitoring tools based on rule-based algorithms, continuously refined to enhance fraud detection systems in alignment with FIU IND guidelines. These rules are designed to identify potential fraud or suspicious activities by flagging transactions that deviate from expected behavior for further review. The following rule types are actively used, as deemed necessary, to detect potentially fraudulent and suspicious transactions:
Fraudulent or suspicious activities are flagged in real-time for immediate action. All irregularities are escalated to the relevant stakeholders for review, resolution, and reporting in alignment with established guidelines.
5.9.2.2 Website Whitelisting
Additionally, we whitelist the officially shared websites of high and medium-risk merchants to ensure that transactions occur only from compliant sites. The merchant’s website will also be regularly audited to detect any fraudulent activity, including content violations, changes in contact information, illegal products or services, and other reputational risks.
5.9.2.3 App Based Merchant
For app-based merchants, to ensure that the apps are accessible and meet certain standards, Emanypay onboard only those merchants whose app is available on the Google Play Store, Apple App Store, and Indus Store.
5.9.3 Suspicious Transaction Reporting Obligations
Emanypay will ensure compliance with all regulatory requirements for reporting suspicious transactions and maintaining proper records in line with the Prevention of Money Laundering Act (PMLA) and associated rules. The following steps outline the process for regulatory reporting and records management:
5.9.3.1 Ongoing Transaction Monitoring and Risk Mitigation
Emanypay continuously monitors transactions to identify deviations from expected patterns, detect potential risks, flag suspicious activities, and investigate them through transaction screening and monitoring tools, along with manual techniques designed to analyse unusual patterns.
5.9.3.2 Suspicious Transaction Reporting
Once a suspicious transaction is found, a Suspicious Transaction Report (STR) will be filed with the Financial Intelligence Unit - India (FIU-IND) via the Fin Gate 2.0 portal within the prescribed period.
5.9.3.3 Record Management
The Principal Officer will retain a copy of all reported information for official records. The Principal Officer will also assist authorities with any inquiries, clarifications, or specific requisitions.
5.9.4 Periodic Risk Assessment & Categorization
5.9.4.1 Periodic Risk Assessment
The Risk Team will conduct periodic risk assessments on active/transacting Merchants to validate their assigned risk profiles and transaction patterns. The assessments will be performed once every six months.
The Company reserves the right to request additional documentation in compliance with RBI’s KYC/Re-KYC guidelines, temporary ceasing of operations or terminating the Merchant agreement, based on the outcomes of these monitoring activities.
5.9.4.2 Risk Re-Categorization
The risk classification of Merchants will be periodically reassessed based on ongoing monitoring of their activities and transaction patterns. If warranted, a Merchant’s risk profile may be upgraded from low to medium or high, depending on the results of periodic risk assessments.
5.9.4.3 Updation/Periodic Updation of KYC
Emanypay adopts a risk-based approach for periodic updation of KYC to ensure that the information or data collected under Customer Due Diligence (CDD) remains up-to-date and relevant. The frequency of periodic KYC updation will vary based on the risk profile of the merchants:
1. Updation / Periodic Updation of KYC for Individuals
2. Updation / Periodic Updation of KYC for Legal Entities
3. Additional Requirements
In compliance with the Master KYC Guidelines issued by the Reserve Bank of India (RBI) under the Prevention of Money Laundering (PML) Act and Rules, Emanypay adheres to the following procedures concerning the maintenance, preservation, and reporting of merchant information to ensure compliance with applicable regulations:
6.1 Transaction Record Maintenance System
Emanypay has implemented a system to maintain all necessary records of merchant transactions, prescribed under PML Rule 3, to permit reconstruction of individual transactions. These records are preserved for a minimum period of five years from the date of the transaction including transactions details such as nature, amount, date and parties involved.
6.2 Merchant Identification and Address Records
Emanypay ensures that all records pertaining to the identification of merchants, including updated identification data, account files, business correspondence, and any results of analysis undertaken of onboarded merchants preserved for at least five years after the business relationship is ended.
6.3 Availability of Records for Authorities
Emanypay ensures that merchant identification and transaction records are made available to the competent authorities upon request. This process will be carried out in full compliance with the regulatory requirements outlined by the RBI.
6.4 Non-Profit Organization (NPO) Registration
For merchants who are non-profit organizations (NPOs), Emanypay shall ensure that the details of such merchants are registered on the DARPAN Portal of NITI Aayog. If the merchant’s details are not registered, Emanypay shall take the necessary steps to complete the registration. These records shall be maintained for a period of five years after the business relationship has ended.
Operational Risk Management Committee (ORMC), a committee approved by the board, will review the Merchant Onboarding Policy annually to ensure its continued suitability, adequacy, and effectiveness. This review will incorporate any changes in applicable laws and identify the need for revisions to internal processes. Additionally, policy will be reassessed whenever significant regulatory changes occur.
In the event of material changes to the regulatory framework or operational requirements, recommendations will be made to the ORMC for consideration. All updates and changes will be approved by the ORMC and communicated to relevant stakeholders, including merchants and staff.
Until the next review, this policy will be interpreted in conjunction with any modifications advised by regulatory authorities, such as the RBI and NPCI. In cases of conflict between this policy and applicable RBI guidelines or other statutory regulations, the latter will take precedence.
Annexure 1: Indicative Prohibited Business List
1. Adult Goods and Services
2. Alcohol as per applicable laes and regulations
3. Body Parts
4. Bulk Marketing Tools
5. Cable Descramblers and Black Boxes
6. Child Pornography
7. Copyright Unlocking Devices
8. Copyrighted Media
9. Counterfeit and Unauthorized Goods
10. Drugs and Drug Paraphernalia
11. Drug Test Circumvention Aids
12. Endangered Species
13. Gambling
14. Government IDs or Documents
15. Hacking and Cracking Materials
16. Illegal Goods
17. Miracle Cures
18. Offensive Goods
19. Offensive Goods - Crime
20. Pyrotechnic Devices, Combustibles, Corrosives, and Hazardous Materials
21. Regulated Goods
22. Tobacco and Cigarettes
23. Traffic Devices
24. Weapons
25. Wholesale Currency
26. Live Animals or Animal Parts
27. Multi-Level Marketing Collection
28. Non-Compliance with Applicable Laws
29. Risk to Payment Gateway Reputation
30. Ambiguous Legal Areas
31. Outrightly Banned by Law
32. Pyramid Schemes and Get-Rich-Quick Schemes
33. Harmful Products or Services
34. Mailing and Virtual Currency
35. Money Laundering
36. Database Providers
37. Activities Prohibited by the Telecom Regulatory Authority of India
38. Other Prohibited Activities
Annexure 2: KYC Checklist
| Company details | Public Ltd | Pvt Ltd Co | Partnership | LLP | Proprietorship | Trust / Society/NGO | Unincorporated Bodies or Associations | Other Juridical Persons (e.g., Societies, Universities, Local Bodies) |
| COI - Certificate of Incorporaion | COI - Certificate of Incorporaion | COI - Certificate of Incorporaion | LLPIN | Business Proof (Udhyam Aadhar / GSTIN / Shop & Establishment License/Import/Export license) | Society Registration Proof/Certificate | Resolution authorizing transactions | Society Registration Proof/Certificate/Proof of legal existence of the entity/Affiliation certificate | |
| AOA, MOA | (AOA, MOA)* | (AOA, MOA)* | (AOA, MOA)* | *Registartion required on Darpan Portal | ||||
| Company Pan | Company Pan | Company Pan | Company Pan | PAN - Propietor | Company Pan (Trust / Society/NGO) | PAN/Form 60* | PAN/Form 60* | |
| – | – | Partnership Deed | Deed | Trust Deed, Form 12A allotment Letter, Form 80G Allotment letter | Verify legal existence with necessary registrations or founding documents | Verify legal existence with necessary registrations or founding documents | ||
| GSTIN | GSTIN (In Case of Gaming Merchants GSTIN Mandatory) | GSTIN or GSTIN Declaration | GSTIN or GSTIN Declaration | GSTIN or GSTIN Declaration | GSTIN or GSTIN Declaration(in case of education no GST) | GSTIN or GSTIN Declaration | GSTIN (If applicable) | |
| Bank-Source Merchants | Bank Mandate/Work order (incase of Bank source merchant) and KYC Documents | Bank Mandate/Work order (incase of Bank source merchant) and KYC Documents | Bank Mandate/Work order (incase of Bank source merchant) and KYC Documents | Bank Mandate/Work order (incase of Bank source merchant) and KYC Documents | Bank Mandate/Work order (incase of Bank source merchant) and KYC Documents | Bank Mandate/Work order (incase of Bank source merchant) and KYC Documents | Bank Mandate/Work order (incase of Bank source merchant) and KYC Documents | Bank Mandate/Work order (incase of Bank source merchant) and KYC Documents |
| Directors and Authorised Signatory | List of Directors (as per MCA) | List of Directors (as per MCA) | List of Directors | List of Directors | - | List of authorized signatories | List of authorized signatories | List of authorized signatories |
| Company Reg. Address | Company Reg. Address | Company Reg. Address | Company Reg. Address | Company Reg. Address | Reg. Address Proof | Reg. Address Proof | Reg. Address Proof | |
| Board Resolution & Auth Signatories KYC | Board Resolution & Auth. Signatories KYC - PAN and Aadhar Card (minimum two Directors) (In OPC Director’s KYC) | Board Resolution & Auth Signatories KYC - PAN and Aadhar Card (minimum two Partners) -As per Deed | Board Resolution & Auth Signatories KYC - PAN and Aadhar Card (minimum two Partners ) | Auth Signatories KYC - PAN and Aadhar Card (minimum two Directors) | Auth Signatories KYC - PAN and Aadhar Card (minimum two Directors) or Board Resolution in case of other Signatories | Board Resolution & Auth Signatorie’s KYC as per the registration or founding documents/Power of attorney for authorized representatives | Documents showing the name of the authorized person acting on behalf of the entity/person holding the power of attorney | |
| Bank Details | Cancelled Cheque or Signed Bank Account statement or Banker’s Certificate | Cancelled Cheque /Signed Bank Account statement/ Banker’s Certificate | Cancelled Cheque /Signed Bank Account statement/ Banker’s Certificate | Cancelled Cheque /Signed Bank Account statement/ Banker’s Certificate | Cancelled Cheque /Signed Bank Account statement/ Banker’s Certificate | Cancelled Cheque /Signed Bank Account statement/ Banker’s Certificate | Cancelled Cheque /Signed Bank Account statement/ Banker’s Certificate | Cancelled Cheque /Signed Bank Account statement/ Banker’s Certificate |