Identity & Authority Verification Policy
At TOPTIA Agency Enterprises (“TOPTIA,” “we,” “our,” or “us”), protecting our clients, employees, partners, and business operations is a priority. This Identity & Authority Verification Policy explains when and why we may verify the identity of individuals requesting services and the authority of those acting on behalf of another person or organization.
By requesting or using our services, you acknowledge and agree to this policy.
1. Purpose
The purpose of this policy is to:
• Protect clients from fraud and identity theft.
• Verify that individuals have the legal authority to request services.
• Protect confidential and sensitive information.
• Maintain accurate business records.
• Comply with applicable federal, state, and local laws.
• Support ethical and responsible business practices.
2. When Verification May Be Required
TOPTIA may require identity or authority verification at any time, including before, during, or after services are provided.
Verification may be required for:
• Business formation services
• Business consulting
• Property management services
• Funding assistance
• Tax preparation services
• Staffing and employment services
• Marketing or branding projects
• Document preparation
• Payment disputes
• Account updates
• Requests involving confidential information
• Requests involving another individual or business
• Any situation where fraud prevention or legal compliance requires additional verification.
3. Acceptable Forms of Identification
TOPTIA may request one or more of the following:
• State-issued driver’s license
• State identification card
• Passport
• Military identification
• Permanent Resident Card
• Tribal identification
• Government-issued photo identification
• Other identification reasonably accepted by TOPTIA.
Identification must generally be current, valid, and unaltered.
TOPTIA reserves the right to reject identification that appears expired, damaged, altered, fraudulent, or otherwise unreliable.
4. Verification of Business Authority
Individuals requesting services on behalf of a business, nonprofit organization, corporation, limited liability company, partnership, trust, estate, or other legal entity may be required to provide documentation establishing their authority to act.
Examples include:
• Articles of Organization
• Articles of Incorporation
• Operating Agreement
• Corporate Resolution
• Partnership Agreement
• EIN confirmation
• Business licenses
• Secretary of State records
• Written authorization from the business owner
• Other documentation reasonably requested by TOPTIA.
5. Parent or Legal Guardian Verification
When services are requested on behalf of a minor, the requesting individual must demonstrate that they are the child’s parent, legal guardian, or otherwise legally authorized representative.
TOPTIA may request documentation including:
• Birth certificate
• Court-issued guardianship documents
• Custody orders
• Adoption records
• Other official records establishing legal authority.
Failure to provide satisfactory documentation may delay or prevent services.
6. Authorized Representatives
Individuals acting on behalf of another person may be required to provide documentation establishing legal authority.
Examples include:
• Power of Attorney
• Court appointment
• Guardianship papers
• Conservatorship documents
• Estate administration documents
• Written authorization acceptable to TOPTIA
• Other legally recognized documentation.
7. Additional Verification
TOPTIA reserves the right to request additional verification whenever reasonably necessary.
Additional verification may include:
• Proof of address
• Business registration verification
• Employment verification
• Tax identification verification
• Signature verification
• Video or virtual identity verification
• Confirmation through publicly available records
• Confirmation through trusted third-party providers.
8. Fraud Prevention
TOPTIA maintains a zero-tolerance policy toward:
• Identity theft
• Forgery
• False identification
• Fraudulent documents
• Impersonation
• Misrepresentation
• Unauthorized use of another person’s information
• Falsified business records.
Suspected fraudulent activity may result in:
• Immediate suspension of services
• Termination of services
• Refusal of future services
• Retention of relevant records
• Reporting to financial institutions
• Reporting to government agencies
• Reporting to law enforcement when appropriate or legally required.
9. Confidentiality of Verification Documents
Identity verification documents are treated as confidential business records.
TOPTIA will use reasonable administrative, technical, and organizational safeguards to protect sensitive information.
Verification documents will only be accessed by authorized personnel or trusted service providers who require access to perform requested services or comply with legal obligations.
10. Failure to Verify Identity or Authority
TOPTIA reserves the right to delay, suspend, deny, or terminate services if requested verification is not provided within a reasonable period.
Failure to verify identity or authority does not relieve a client of payment obligations for services already performed.
11. Record Retention
Verification records may be retained for as long as reasonably necessary to:
• Maintain business records
• Comply with legal obligations
• Prevent fraud
• Resolve disputes
• Defend legal claims
• Meet insurance, tax, licensing, or regulatory requirements.
Records will be disposed of in accordance with applicable law and TOPTIA’s record retention practices.
12. Reservation of Rights
TOPTIA reserves the right to refuse any transaction, consultation, application, or service when identity or legal authority cannot be reasonably verified or when fraud, unlawful conduct, or other security concerns are suspected.
Nothing in this policy obligates TOPTIA to provide services where doing so would violate applicable law, create an unreasonable business risk, or compromise the safety, privacy, or interests of our clients, employees, contractors, or partners.
13. Changes to This Policy
TOPTIA may update this Identity & Authority Verification Policy at any time.
Changes become effective upon publication unless otherwise stated.
Continued use of our services after changes are posted constitutes acceptance of the revised policy.
14. Contact Us
Questions regarding this Identity & Authority Verification Policy may be directed to:
TOPTIA Agency Enterprises
Email: toptia.info@toptiamgt.com
Identity verification is an important part of maintaining a secure, trustworthy, and professional business environment. We appreciate your cooperation as we work to protect the interests of our clients, partners, and community.