Identity Verification Policy

COPIC Identity Verification Policy

Effective Date: July 1, 2026

1. Purpose

The purpose of this Identity Verification Policy ("Policy") is to explain how COPIC verifies the identity of users, why verification is required, how identification documents are handled, and the responsibilities of users during the verification process.

Identity verification helps protect clients, workers, and the COPIC Platform by reducing fraud, impersonation, identity theft, and other forms of misuse.

This Policy should be read together with the following COPIC policies:

Terms and Conditions

Privacy Policy

Acceptable Use Policy

Community Guidelines

Payment & Refund Policy

Cookie Policy

By submitting verification documents or using features that require verification, users agree to this Policy.

2. Scope

This Policy applies to every user who is requested or required to verify their identity while using the COPIC Platform.

Verification may be required before users can:

apply for certain jobs;

post jobs;

access specific Platform features;

receive verification badges;

participate in promotions requiring identity confirmation;

comply with legal or regulatory obligations.

COPIC reserves the right to determine which users must complete identity verification.

3. Purpose of Verification

Identity verification is intended to:

reduce fraudulent activity;

prevent fake accounts;

discourage identity theft;

improve trust between users;

enhance Platform security;

support investigations where necessary;

comply with applicable laws;

protect the integrity of the COPIC community.

Verification does not guarantee that a user will always act honestly or successfully complete work.

4. Verification Requirements

Where verification is required, users may be asked to submit one or more of the following:

a valid government-issued identification document;

a clear photograph of the front of the identification document;

a clear photograph of the back of the identification document, where applicable;

a selfie clearly showing the user's face while holding the identification document;

additional supporting documents where reasonably necessary.

Examples of acceptable identification may include:

National Identity Card;

Passport;

Driver's Licence;

other government-issued identification approved by COPIC.

All documents must be valid, legible, and unaltered.

5. Submission Standards

Verification documents must:

belong to the user submitting them;

be genuine;

be current and unexpired where applicable;

be clearly readable;

not be cropped in a way that hides important information;

not contain edits or digital manipulation.

Selfies should:

clearly show the user's face;

clearly display the identification document;

be taken in adequate lighting;

not contain filters or image alterations.

Poor-quality submissions may delay the verification process.

6. Manual Verification Process

COPIC currently performs identity verification manually.

A trained administrator may review submitted documents to assess their authenticity and consistency.

During review, COPIC may:

compare submitted photographs;

verify that information appears consistent;

request clearer images;

request additional documentation where necessary;

reject submissions that cannot reasonably be verified.

Verification decisions are made using reasonable judgment based on the information available.

7. User Responsibilities

Users agree to:

provide truthful information;

submit only their own identification documents;

cooperate with reasonable verification requests;

update information if it changes;

protect their account credentials.

Users must not:

submit another person's identification;

upload forged or altered documents;

impersonate another individual;

attempt to bypass verification procedures;

create multiple accounts to avoid verification requirements.

Providing false information may result in immediate enforcement action.

8. Verification Outcomes

Following review, verification may result in one of the following outcomes:

Verified

The submitted information has been accepted, and the user's account may receive access to applicable verification features.

Pending Additional Information

Additional information or clearer documentation is required before a decision can be made.

Rejected

Verification has not been approved because the submitted information could not reasonably be verified or failed to meet Platform requirements.

A rejected verification does not necessarily prevent a user from submitting a new request if permitted by COPIC.

9. Reasons Verification May Be Rejected

Verification may be rejected for reasons including:

blurred photographs;

incomplete documentation;

expired identification documents;

inconsistent personal information;

evidence of image editing;

suspected forgery;

suspected impersonation;

poor image quality;

missing required information;

failure to respond to reasonable requests.

COPIC is not obligated to disclose every detail of its internal verification procedures.

10. Re-Verification

COPIC may require users to complete verification again if:

account information changes significantly;

suspicious activity is detected;

additional legal requirements arise;

previous verification becomes outdated;

security concerns require renewed verification.

Users who fail to complete requested re-verification may lose access to certain Platform features.

11. Protection of Verification Information

COPIC takes reasonable measures to protect verification information from unauthorized access, alteration, disclosure, or misuse.

Verification information is handled in accordance with the COPIC Privacy Policy and applicable data protection laws.

Access to verification information is limited to authorized personnel who require access to perform their duties.

12. Retention of Verification Records

COPIC may retain verification records for as long as reasonably necessary to:

maintain Platform security;

comply with legal obligations;

investigate fraud;

resolve disputes;

enforce Platform policies.

Where retention is no longer necessary, COPIC will take reasonable steps to securely delete or anonymize verification information, subject to applicable legal requirements.

13. Misuse of Verification Documents

Users must not misuse verification documents or the verification process.

Prohibited conduct includes:

submitting forged identification;

using another person's documents;

attempting to sell verified accounts;

purchasing verified accounts;

creating fake identities;

generating artificial identification documents using software or artificial intelligence.

Such conduct may result in immediate suspension or permanent account termination.

14. Fraud Investigations

Where fraud is suspected, COPIC may:

temporarily suspend the account;

request additional documentation;

review previous verification submissions;

investigate associated accounts;

preserve relevant records;

cooperate with law enforcement where required by applicable law.

Users are expected to cooperate honestly during investigations.

15. Privacy

Verification information is collected solely for legitimate business purposes, including fraud prevention, Platform security, and compliance with applicable laws.

COPIC does not sell users' identity verification documents.

Verification information will only be disclosed where:

required by law;

necessary to protect legal rights;

necessary to investigate fraud;

authorized by the user; or

otherwise permitted by applicable law.

16. Suspension or Termination

COPIC may suspend or permanently terminate accounts where users:

repeatedly fail verification through fraudulent submissions;

submit forged identification;

impersonate another person;

misuse verified accounts;

interfere with verification procedures;

violate this Policy or other COPIC policies.

Enforcement decisions are made based on the seriousness and circumstances of each case.

17. Appeals

Users who believe their verification was rejected incorrectly may submit an appeal.

An appeal should include:

the user's account information;

an explanation of the issue;

any additional supporting documentation requested by COPIC.

Submitting an appeal does not guarantee approval.

COPIC will review appeals within a reasonable timeframe and communicate its decision where appropriate.

18. Policy Updates

COPIC may modify this Identity Verification Policy from time to time.

Where significant changes are made, users may be notified through:

the Platform;

email;

account notifications; or

other reasonable communication methods.

Continued use of the Platform after changes become effective constitutes acceptance of the updated Policy.

19. Governing Law

This Policy shall be governed by and interpreted in accordance with the laws of the Republic of Kenya.

Any disputes relating to this Policy shall be subject to the jurisdiction of the competent courts of Kenya, unless otherwise required by applicable law.

20. Contact Information

Questions regarding this Identity Verification Policy or verification requests may be submitted through COPIC's official support channels.

Users may contact COPIC by:

submitting a support ticket through the Platform;

using the official support page; or

emailing COPIC's official support email address once published.

COPIC will make reasonable efforts to respond to legitimate verification inquiries within a reasonable timeframe.

User Acknowledgement

By submitting identity verification documents or using any feature requiring identity verification, users acknowledge that they have read, understood, and agreed to comply with this Identity Verification Policy.