Kiltoprak is a licensed trust service provider operating in the Netherlands, Malta, and Switzerland, offering company formation, corporate governance, accounting, and secretarial services to international clients. As a regulated trust office under the supervision of De Nederlandsche Bank (DNB), Kiltoprak must maintain the highest standards of transparency, compliance, and operational control across all jurisdictions.

As a trust office supervised by De Nederlandsche Bank (DNB), Kiltoprak operates under some of the strictest financial regulations in Europe. DNB requires comprehensive documentation for every client relationship, meticulous record-keeping, and robust processes for Customer Due Diligence (CDD), Know Your Customer (KYC), and Transaction Monitoring. Trust offices must prove they can identify and report suspicious activities related to money laundering, terrorism financing, and sanctions violations—with full audit trails.

The challenge was managing this regulatory burden with manual, paper-based processes. Client acceptance involved extensive paperwork distributed via email and stored in scattered folders. Transaction monitoring meant reviewing spreadsheets with no systematic way to flag unusual patterns. When audits approached, compliance officers spent days manually compiling evidence—searching emails, gathering documents, and piecing together decision histories. There was no single source of truth and no structured way to demonstrate consistent process compliance.

Kiltoprak's operations in Switzerland and Malta offered an opportunity: applying DNB-level standards across all locations would ensure consistency and prepare the company for potential regulatory expansion in those markets.

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Emakin provided Kiltoprak with an integrated, end-to-end compliance platform that replaced fragmented tools with a single, centralised system.

Client Acceptance and KYC Automation
Smart questionnaires guide staff through DNB-compliant due diligence procedures, automatically adjusting based on client type, risk profile, and jurisdiction. Multi-role workflows ensure all required steps are completed with automatic escalations for overdue tasks. The system generates comprehensive reports ready for DNB review, with every action recorded and version-controlled for complete audit trails.

Transaction Monitoring with Risk Intelligence
Trigger-based alerts automatically flag transactions that meet predefined risk criteria. Compliance officers follow structured workflows to investigate, document findings, and record actions taken, ensuring potential AML or CTF concerns are addressed promptly with full documentation.

Centralised Operations Across Jurisdictions
Staff in Amsterdam, Zurich, and Valletta work within the same platform using identical processes, ensuring consistent application of compliance standards. The web and mobile interface allows flexible working, with all client data maintained in a single system of record.

Regulatory-Grade Reporting
Standardised, audit-ready reports are generated on demand. What previously required hours or days of manual compilation is now available instantly, transforming audit preparation from a burdensome exercise into a straightforward process.

Document Management and Built-In Guidance
All supporting documents are securely stored and linked directly to relevant processes. Embedded guidance at every step helps staff understand requirements, whilst ensuring policies are applied consistently across all branches.

The Impact

With Emakin, Kiltoprak transformed paper-based compliance into a streamlined, fully auditable digital system. The company now operates with a fully digital client acceptance framework, eliminating reliance on emails, spreadsheets, and physical paperwork.

During DNB inspections, Kiltoprak demonstrates structured compliance practices and comprehensive audit trails—all accessible within minutes rather than days. The same rigorous standards now apply across Switzerland and Malta, strengthening overall governance.

Most importantly, Emakin provides a scalable foundation that handles growing transaction volumes without proportional increases in compliance workload. Having processed over 60,000 transactions with volumes continuing to grow, Kiltoprak can confidently expand whilst maintaining the exacting standards DNB requires. What was once a regulatory burden has become a source of operational confidence.

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