GALENZON Verification & KYC/KYB Policy

1. Purpose of verification

Verification exists to reduce the risk of impersonation, fraudulent listings and misuse of the marketplace, and to give patients a clearer basis for choosing a clinic. It supports fraud prevention and platform integrity, and helps GALENZON and its payment and verification providers meet applicable obligations.

2. The layers of verification

GALENZON verification is layered. Each layer has its own status and no single layer makes a clinic fully verified.

• Clinic and company verification — company registration and clinic operating documentation.
• Owner or authorised representative identity verification — confirming who is acting for the clinic.
• Authority to represent — documentation showing that the person is authorised to act for the company, handled separately from their identity document.
• Doctor and dental professional identity verification — carried out individually for each professional.
• Professional credential verification — diploma, licence or registration and professional certificates.
• Agreement completion — acceptance of the applicable clinic agreement and declarations.

A clinic reaches full verification only when the required layers are complete. Approval of company documents alone does not make a clinic verified and does not make it eligible to appear in the marketplace.

3. Clinic and company verification (KYB)

Clinics submit company registration details and supporting documents, including operating licences where applicable. Documents may be subject to preliminary automated checks — for example text extraction, expiry checks and duplicate detection. These checks are advisory only and never constitute approval. A GALENZON administrator makes the decision, and may request further or replacement documents.

4. Owner and authorised representative verification

The clinic owner or an authorised representative completes identity verification. A short-lived, single-use link — usually opened on a phone by scanning a QR code — is bound to that one person within that one clinic and to the specific verification purpose. Links expire, cannot be reused once completed, and can be revoked. Authority to represent the company is handled as a separate document and does not replace identity verification.

5. Doctor identity verification

Each dental professional completes their own identity verification through their own link. One professional can never complete verification on behalf of another. Identity status is recorded per person and is kept separate from credential status.

6. Professional credential verification

Credential verification is a separate review of professional documentation. For each professional the platform records full name, role or title, specialties, country of registration, issuing authority, licence or registration number, issue date, expiry date and treatment categories.

• Core documents: professional diploma and licence or registration certificate.
• Up to six additional certificates, such as specialty, implantology, oral surgery, prosthodontics, orthodontic, training or other certificates. Core documents do not count towards that limit.
• Each document records its type, issuing authority, number, issue date, expiry date, the private original file, its review status and its review history.

Credential review is carried out by authorised GALENZON personnel. Expired credentials can cause a professional to fall out of the verified state until updated documentation is approved.

7. Provider-assisted identity verification

GALENZON uses a specialist identity verification provider, currently Sumsub. Depending on the flow, the provider may process the identity document and its images, data extracted from the document, document authenticity and expiry indicators, identity details, a selfie or live facial capture and liveness information, face comparison information, device and fraud-prevention signals, and business information where a company is being verified.

Facial, liveness and document-authenticity processing is performed by the provider using its own technology; GALENZON does not operate its own biometric algorithms. If a document cannot be recognised, the flow asks for a new capture of the original document rather than a photograph of a copy or a screen.

8. Automated checks and GALENZON review

Provider results are returned to GALENZON server-side through a signed, idempotent notification and are mapped to the specific person who started that session. A result submitted from a browser is never trusted, and one person's check can never satisfy another person's requirement.

A clear pass across the configured checks does not by itself make an owner, a dentist or a clinic GALENZON verified. It moves the person to "identity checks passed — pending GALENZON review". A clear failure or a blocking anomaly results in an action-required status: the person is not eligible, the attempt stays visible to authorised GALENZON personnel for security and audit purposes, and a further attempt may be permitted where our policy allows. An inconclusive or partial result is escalated for manual review.

9. Who makes the final decision

GALENZON support staff may review the file and record a recommendation, but the final approval or rejection of an owner, a dental professional or a clinic must be made by an authorised GALENZON administrator. Support cannot grant final verification. Every recommendation and every final decision is recorded with the person who made it, the time and the reason.

10. Possible statuses

• Not started — a verification record exists but the person has not begun.
• In progress — the person has opened the flow and is submitting evidence.
• Processing — evidence has been submitted and checks are running.
• Identity checks passed — pending GALENZON review — the automated checks were satisfied and a GALENZON reviewer must still decide.
• Pending review — the result was inconclusive and an authorised reviewer is assessing it.
• Action required / identity check failed — the checks were not satisfied; the person is not eligible and a further attempt may be allowed.
• Approved — an authorised GALENZON administrator has made the final positive decision.
• Rejected — an authorised GALENZON administrator has declined the verification.
• Expired — the session or link lapsed before completion; a new one can be issued.

11. Confidentiality of verification documents

Identity documents, selfies, liveness and face-comparison outputs, provider result payloads and professional documents are stored privately. They are never shown to patients or to other clinics, are not publicly accessible, and are reachable only through short-lived signed links by the account entitled to them and by authorised GALENZON personnel. Access and review actions are recorded in an audit history. Processing is described in our Privacy Policy.

12. What a Verified badge does and does not mean

A GALENZON verified status means only that the configured verification requirements were satisfied at the relevant time, based on the information and documents provided and the checks applied. Identity checks alone never produce that status: company documents, professional credentials, the signed clinic agreement and a final GALENZON administrator decision all remain separate requirements.

It is not a guarantee of treatment quality, of a clinical outcome, of the suitability of a treatment for you, or of the absence of future professional, regulatory or legal issues affecting a clinic or professional. It is not an endorsement or a recommendation, and it does not transfer clinical responsibility to GALENZON.

13. Ongoing status, suspension and re-verification

Verification is not permanent. Documents expire, registrations change and new information can come to light. GALENZON may require re-verification, and may suspend or revoke a verified status where documents expire, where information turns out to be inaccurate, where fraud is suspected or where a regulatory concern arises. Decisions of this kind are made by authorised personnel with a recorded reason.

14. Questions and appeals

If you believe a verification decision is wrong, or you want human review of an automated outcome, contact compliance@galenzon.com with the relevant details. General platform questions go to support@galenzon.com.