Improving client screening at Swiss Life Luxembourg
Discover how Swiss Life enhances its client screening with the Harmoney-powered KYC Manager.
About Swiss Life Luxembourg
Swiss Life is one of Europe’s leading providers of life insurance and pension plans. Operating under the Swiss Life Global Solutions brand, its Luxembourg office specializes in custom private wealth solutions and employee benefits assistance for large organizations.
Challenge: streamlining screening with a flexible platform
The team at Swiss Life was looking to improve its client screening process and establish regular, automated reviews based on a robust, risk-based approach (RBA). With increasing regulatory requirements, it was essential to ensure high-performance screening of the organisation's entire customer base. In addition, their new screening platform needed to be deployed across two other locations in their global insurance network: Liechtenstein and Singapore.
Solution: fast and flexible screening platform integration
The Luxembourg branch of Swiss life overhauled its screening approach in two stages. First, they implemented Finologee's KYC Manager (powered by the Harmoney platform) to address its specific screening use case. Our Harmoney integrations team quickly customized the platform to align with Swiss Life’s internal workflows, and we imported the existing customer base into KYC Manager. This was all the prep work that was needed to successfully conduct a first comprehensive screening of all client profiles.
In the second stage, Swiss Life moved its ongoing lifecycle management and screening to the Harmoney-based platform. This transition allowed their teams to remain fully up-to-date and compliant with the company’s internal risk policies. Screenings are now automated at pre-set intervals, using their organisation-specific RBA parameters.
Modules used
Discover more about our modules.
Screening connection
Screen customers and related parties automatically against relevant watchlists and sanctions databases. Fewer manual checks, lower compliance risk, and full traceability.
Coverage spans UN, OFAC, EU, and UK sanctions lists, PEP databases, enforcement registries, and custom internal watchlists. Fuzzy matching algorithms handle name variations across languages and character sets, reducing false positives without compromising coverage. Screening runs at onboarding and continues throughout the customer lifecycle, with every check recorded and results automatically fed into the risk scoring engine.
Internal data feed
Connect your internal systems to Harmoney workflows. Prefill dossiers via API at no extra cost, or embed live data feeds from your risk models, documents, and core systems.
Every Harmoney subscription includes full API access at no additional cost, allowing clients to create dossiers, prefill customer information, and push data into workflows programmatically. For organisations that require deeper integration, the Internal Data Feed module connects Harmoney directly to client systems, ingesting results from your proprietary risk models, fetching information from your CRM, or pulling generated documents from your document generation system. Data is consumed in a non-intrusive, read-only mode, governed by role-based access controls and full audit logging to ensure GDPR-compliant handling at every step.
UBOs and related parties
Identify, verify, and monitor beneficial owners with direct access to UBO registers across Europe and beyond. Automatically reconstruct control chains and assess UBO risk.
As regulatory scrutiny on beneficial ownership intensifies, Harmoney provides direct integration with official UBO registers across Europe and the rest of the world. Official documents are retrieved automatically, and ownership information is extracted to reconstruct the full control chain, identifying beneficial owners at every level of the corporate structure. Combined with the screening module, UBOs can be assessed directly against watchlists and sanctions databases.
Ongoing monitoring dashboards provide a consolidated view of UBO status across the portfolio, with clients organised by risk category to prioritise remediation efforts where they matter most. Harmoney closely monitors the evolving regulatory framework around beneficial ownership, particularly under AMLR, and continuously updates the platform to meet new requirements as they come into force.
Risk scoring engine
Turn complex, multi-source data into objective, auditable risk profiles. Score not only the main parties but also all related parties, with full transparency on every contributing factor.
The risk scoring engine operates at two levels: entity level (individuals and companies) and dossier level.
At the entity level, each part, including all related parties such as UBOs, directors, and signatories, is scored against configurable risk parameters: country and jurisdiction risk, reputational risk, PEP status, product complexity, ownership structure, and screening results. Many of these parameters are filled automatically by Harmoney through connected data sources, while others can be provided manually or via internal data feeds. At the dossier level, product-specific and internal risk parameters are added to produce a total risk score.
By default, customers are automatically classified as Low, Medium, High, or Very High risk in line with FATF recommendations, but the risk categories can be fully customised to match your own risk policy. Each classification triggers the corresponding approval procedure, from standard processing to 4-eyes validation or escalation to a compliance officer. Every score includes a full breakdown of contributing factors, making it straightforward to justify decisions to regulators. When the risk model itself is updated, for example, following a reclassification of country risk levels, the platform can automatically retrigger a rescoring of the entire customer base, surfacing any clients whose risk profile has increased as a result.
Enhanced due diligence
Go deeper when it matters. For high-risk clients, Harmoney enables thorough investigation flows that meet regulatory requirements and reduce exposure, without slowing down your team.
EDD is triggered automatically by PEP identification, high-risk jurisdictions, complex ownership structures, large transaction volumes, or adverse media findings. The module manages source of wealth documentation requirements, enhanced monitoring configuration, and senior management approval routing. A complete audit trail is maintained for every EDD measure taken, demonstrating to regulators that appropriate controls are in place.
Continuous monitoring
Stay ahead of changes in client risk profiles without relying on periodic manual reviews. Harmoney detects relevant events and automatically recalculates risk scores.
An event-driven architecture replaces calendar-based reviews by continuously tracking changes that may impact a client's risk profile, such as updates to sanctions lists, PEP status changes, or corporate events like a change of activities, ownership, or legal status.
When a relevant change is detected, the risk model is automatically recalculated and the risk score updated. If the score remains within acceptable thresholds, the case is closed automatically. If the rescoring triggers a higher risk classification, a review is reopened according to the rules defined in the workflow.
This approach focuses team attention exclusively on clients where something has actually changed, eliminating unnecessary periodic reviews while ensuring no material change goes unnoticed. Every event and rescoring, whether or not the risk score changes, is fully logged, providing a complete audit trail for regulatory reporting.
Dashboarding
Get a consolidated, real-time view of client risk, case progress, and compliance status. The right information, at a glance, for faster and more confident decisions.
Four tailored views serve analysts, team leaders, compliance officers, and executives, each presenting the KPIs most relevant to their role. Operational views track case volumes and team workload, while risk and compliance views cover portfolio distribution, regulatory metrics, and audit readiness. All views support interactive filtering, drill-down, and export to PDF and Excel.
Template generation (PDF & outreach)
Standardise communication and documentation across every case. Reduce administrative effort while keeping every output consistent and regulation-ready.
Automates the generation of welcome letters, document request letters, KYC summary reports, due diligence certificates, approval communications, and compliance attestations. Dynamic field population draws from customer data automatically, ensuring accuracy without manual input. Templates are maintained in a version-controlled library with multi-language support, allowing teams across different jurisdictions to work from the same standardised foundation while adapting outputs to their specific requirements.
Digital signing
Collect legally valid signatures securely and digitally. Faster approvals, shorter turnaround times, no paper trail required.
Supports simple, advanced (AES), and qualified (QES) electronic signatures and is eIDAS compliant for European contexts. Integrates with providers such as DocuSign and Adobe Sign, with mobile-responsive interfaces and multi-party signing workflows. Every signature is backed by a full audit log recording the authentication method, timestamp, IP address, and device information. Automatic reminders are sent for pending signatures, and a certificate of completion is generated upon finalisation.
External outreach
Manage and streamline communication with clients and counterparties during KYC data collection. Structured, controlled, and fully traceable.
A self-service customer portal allows clients to upload documents, track their case progress in real time, and view outstanding requirements at any time. Communication is handled across email, SMS, and secure messaging channels, with automated reminders for missing information and status updates triggered by workflow events. All interactions are encrypted, GDPR-compliant, and stored in a complete communication audit trail.
Natural person identification & validation
Verify individual identities with high assurance. Prevent impersonation and identity fraud before they enter your workflow.
Combines document authentication with MRZ validation, security feature checking, and facial recognition backed by liveness detection. Anti-spoofing measures include deepfake detection to prevent presentation attacks. Identity is further verified through database checks against government registries and credit bureaus. Three configurable assurance levels allow the depth of verification to be matched to the risk profile of each individual case, from basic document upload to full biometric verification.
Internal forms
Capture the right information, in a structured way, every time. Enforce consistent data collection across teams and cases.
Dynamic conditional logic adapts which fields are shown based on prior responses, allowing a single form to serve multiple use cases without overcomplicating the experience. Fields are pre-populated from the internal data feed and document extraction results to reduce repetitive entry. Forms are built using a drag-and-drop designer, include version control, support multi-language configurations, and save drafts automatically to prevent data loss. Less room for oversights, inconsistencies, or missing data.
Internal tasks
Orchestrate activities, deadlines, and responsibilities within your compliance workflows. Keep processes on track and every action accountable.
Tasks can be created manually, triggered by workflow events, or scheduled in advance, across four priority levels with configurable SLA targets. Sequential, parallel, and conditional task structures allow complex processes to be modelled accurately. When deadlines are missed, automatic escalation alerts notify supervisors immediately. Every activity is assigned to a named owner, with a complete audit trail maintained throughout the process.
An essential tool for teams managing high volumes of cases in parallel.
Custom statuses
Adapt workflow stages to match your internal processes. Clearer progress tracking, better accountability, and full alignment with how your team actually works.
Each status is configured with a name, colour coding, SLA targets, and transition permissions defined per role. Required fields must be completed before a case can progress to the next stage, preventing gaps in data collection. Automatic actions trigger on entry and exit from each status, and linear, branching, and loop-back workflow configurations are all supported. No development needed. Everything is configured directly within the platform.
Summary & snapshot
Get an instant, high-level overview of any client's risk and compliance profile. Everything your team needs to make a quick, informed decision, in one view.
Traffic light indicators surface critical information immediately across risk rating, KYC status, screening results, and active alerts. Four snapshot types serve different audiences, from a quick view for daily operations to a regulatory snapshot for audit readiness. Historical snapshots preserve point-in-time views and trend tracking across the full relationship lifecycle.
Outcome: fully compliant screening and lifecycle management from day one
With ready-to-use lifecycle management tools and a seamless digital customer onboarding workflow, organisations save time while ensuring full compliance with both internal policies and external regulations. Using our modular approach, Swiss Life managed to implement change and digital transformation without disrupting existing workflows or processes. Thanks to our specialised expertise in the insurance sector, companies like Swiss Life can streamline their entire customer lifecycle and carry out checks that enhance accuracy and team efficiency. Automated KYC workflows, AML checks and reporting features allow agents to focus on their core business and USPs, maximising their productivity and customer impact.
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