Building a DNB-Ready Compliance Framework Across Borders 

About Kiltoprak

Kiltoprak is a licensed trust service provider with operations in the Netherlands, Malta, and Switzerland, offering company formation, corporate governance, accounting, and secretarial services. In a highly regulated environment — especially in the Netherlands where De Nederlandsche Bank (DNB) strictly supervises trust offices — Kiltoprak needed a platform that could ensure transparent, compliant, and scalable operations.

Before Emakin: Compliance Strain & Process Fragility 

Kiltoprak provides company incorporation, management, accounting, and corporate secretarial services to international clients across the Netherlands, Switzerland, and Malta. As a licensed trust office operating under the supervision of the Dutch Central Bank (DNB), Kiltoprak must meet stringent requirements in the areas of Customer Due Diligence, Transaction Monitoring, and integrity risk management. 

But with multiple teams, jurisdictions, and increasing transaction volumes, Kiltoprak faced serious challenges: 

• Manual, fragmented processes: 

Client acceptance, periodic reviews, and transaction oversight relied on emails, spreadsheets, and isolated checklists — leading to missed steps, inconsistent documentation, and unclear responsibilities. 

• Heavy audit preparation workload: 

Compliance officers had to manually compile reports for internal and external auditors, often chasing down documents and justifications across systems and branches. 

• Slow detection of red flags: 

Without centralised oversight, it was difficult to monitor transactions or trigger alerts when a client or action needed closer scrutiny. 

• Cross-border inconsistency: 

Each branch had its own informal practices, which risked misalignment with DNB expectations for uniform governance and control.

Over the last 8 years, Kiltoprak has processed more than 60,000 client-related transactions — a scale that made their legacy approach unsustainable. 

Sector:

Finance

Established:

2018

Headquarters:

Netherlands, Switzerland & Malta

Key Processes Managed in Emakin:

Clients & Relations, Transactions Monitoring, Compliance and more

How Emakin Helped: From Fragmentation to Full Visibility 

Emakin replaced disconnected tools and manual compliance routines with a fully automated, end-to-end platform tailored for trust office operations — delivering regulatory-grade transparency, faster execution, and peace of mind.

Client Acceptance & Review Automation 

Emakin digitised Kiltoprak’s entire KYC and client review process:

• Dynamic questionnaires and smart forms guide users through DNB-compliant onboarding logic 
• Multi-role workflows engage branch officers, compliance staff, and external auditors 
• Automatic report generation includes risk scoring, document completeness, and flags — ready for DNB review 
• All steps are fully traceable and version-controlled 

Transaction Monitoring with Structured Oversight

Every client-related transaction is now recorded and categorised within Emakin’s transaction framework: 

• Grouped by risk profiles, transaction types, or jurisdictions 
  
• Trigger-based alerts flag anomalies or potential AML/CTF breaches 
  
• Compliance officers can review and document actions taken, ensuring end-to-end traceability 

Centralised Platform for Compliance Across All Offices

Whether in Amsterdam, Zurich, or Valletta — teams work on a shared platform:

• Uniform workflows regardless of jurisdiction 
  
• Web and mobile access for compliance staff working remotely or on-site 
  
• A single system of record for all client data, actions, and risk indicators 

Regulatory-Grade Reporting for DNB & Auditors

Emakin enables Kiltoprak to generate standardised, regulator-ready reports, including: 

• Client acceptance and risk classification history 
  
• Review status and documentation completeness 
  
• Transaction alerts and response documentation 

Automated Document & Evidence Management

All supporting documents, audit evidence, and client communications are securely stored and linked to each process step: 

• No more manual file chasing or separate repositories 
  
• Direct access for compliance officers and auditors 
  
• Ensures full documentation is available during inspections or DNB audits 

Built-In Guidance & Consistency Across Staff 

Compliance officers and new team members benefit from embedded guidance within each workflow: 

• Clear expectations for every questionnaire or transaction review 
  
• Consistent application of policy across all branches 
  
• Reduced training time and onboarding effort for new compliance staff 

The Result: From Compliance Burden to Operational Control 

With Emakin, Kiltoprak transformed its fragmented compliance operations into a streamlined, fully auditable system — purpose-built to meet the expectations of both internal stakeholders and external regulators such as the Dutch Central Bank (DNB). 

They now benefit from: 

• A fully digital client acceptance and periodic review framework 

All client files, risk evaluations, and required documentation are now tracked within a single, version-controlled system — eliminating reliance on email and spreadsheets.

Discover how Emakin can transform your business processes.