The Reality of Art Market Document Handling
AML Duties Are Mandatory
Under the Money Laundering Regulations 2017 (extended to art market participants in 2020), transactions of €10,000 or more require KYC checks. Emailing ID and source-of-funds evidence leaves that evidence exposed.
Collectors Expect Discretion
High-net-worth collectors value privacy above almost everything else. A gallery that asks them to email sensitive identity documents over plain email signals it doesn’t take that seriously.
Provenance Is Irreplaceable
A condition report or certificate of authenticity emailed to the wrong person, or left sitting in an inbox, is a breach that cannot be undone. One leak can unravel a transaction and damage relationships built over years.
The Secure Handoff for Art Market Documents
Replace the “please email your passport” moment with professional, encrypted document transfer
1. Create secure link
30 seconds“Please upload your proof of identity, source of funds, or provenance documents using this secure link.” One link per collector or transaction.
2. Collector uploads securely
AES-256 encryptionDocuments are encrypted on their device before they leave it. No passwords, no registration, just the level of care a serious gallery should offer.
3. You download once
Then deleted foreverComplete audit trail for your AML records. Documents automatically deleted after download. Nothing left sitting in an inbox or cloud folder.
Perfect for Art Gallery Document Workflows
KYC and AML Evidence Collection
Passports, proof of address, and source-of-funds documentation for high-value buyers
Provenance and Authenticity Documents
Certificates of authenticity, exhibition history, and scholarly attributions shared with buyers or consignors
Condition Reports
Detailed condition assessments shared ahead of purchase, loan, or consignment decisions
Consignment Agreements
Signed consignment and sale-or-return paperwork exchanged with artists and private sellers
Valuations and Appraisals
Insurance and probate valuations sent to collectors and estate administrators discreetly
Shipping and Export Documentation
Import licences, CITES permits, and export paperwork for international transactions
Viewing Codes and References
Send a private viewing code or an authentication reference as a one-time note
Why Art Galleries Choose FileSeal
See how FileSeal compares to common alternatives
| Method | Encryption | Access Control | Auto-Delete | Audit Trail |
|---|---|---|---|---|
FileSeal | AES-256 | One-time URLs | Automatic | Complete |
Email | Plain text | Forwarded/stored | Permanent | None |
WeTransfer | In transit | Download tracking | 3 days | Limited |
Google Drive | At rest | Link sharing | Permanent | Limited |
Frequently Asked Questions
Do collectors need to create an account or install anything?
No. Your collector or consignor simply clicks the secure link and uploads their documents immediately. No passwords, no registration, no software to install. The experience is as simple as opening an email attachment, but secure.
How does this help with our AML and KYC obligations?
FileSeal provides a timestamped audit trail for every document transfer: when the link was created, when the upload occurred, and when you downloaded the file. This supports your AML evidence file under the Money Laundering Regulations 2017 without leaving sensitive identity documents sitting in email inboxes. Files are deleted automatically after download.
What documents can we collect and share securely?
Provenance documents, certificates of authenticity, condition reports, consignment agreements, valuations, appraisals, KYC evidence (passports, proof of address, source of funds), insurance documentation, and shipping or export paperwork. Any file a gallery or dealer regularly exchanges with collectors, artists, or auction houses.
Security Guides for Art Galleries & Dealers
Practical guidance on AML obligations, secure document collection, and protecting collector confidentiality in the UK art market.
Sharing Provenance Documents Securely
How UK galleries and dealers can share certificates of authenticity and provenance records without leaving sensitive material in email inboxes.
Condition Reports and Consignment Papers: Secure Sharing
Best practice for exchanging condition reports and consignment agreements with artists, private sellers, and auction partners.
Art Dealer KYC and AML Document Collection in the UK
A practical guide to collecting identity and source-of-funds evidence under the Money Laundering Regulations 2017 for art market participants.