UBO Register Software Keep Beneficial Owner, Shareholder and Nominee Records Current and Registrar-Ready
Custom UBO register software for UAE groups, family offices and corporate service providers that maintain beneficial owner records across many entities. Cabinet Decision No. 109 of 2023 requires legal persons to keep registers of beneficial owners, shareholders and nominees current, and to notify the registrar within 15 days of a change. Across a portfolio of entities, holding that on spreadsheets is where the risk sits. This is entity-side register maintenance, distinct from customer KYC. We build the system that keeps it current; your team or your registrar files it.
Why ownership registers drift out of date
A single entity with settled ownership is easy: one register, rarely changing. A group, a family office or a corporate service provider running dozens of entities is a different problem. Each entity has its own registers of beneficial owners, shareholders and nominees, each change starts a 15-day notification clock, and holding all of that across spreadsheets and inboxes is where a register quietly goes stale and a deadline slips.
The 15-day clock is missed
A change of ownership or a UBO's details starts a 15-day window to update the register and notify the registrar. Spread across many entities, that clock is easy to miss until it has already run out.
Registers go stale unseen
Without one live view across the portfolio, a register can fall out of date, a nominee change go unrecorded, or a shareholding cross the 25% threshold without anyone updating the record.
No evidence trail
When a registrar or an auditor asks, the firm needs to show the register was kept current and changes were notified on time. Scattered files make that hard to prove.
Multi-entity spread
Beneficial owner, shareholder and nominee data for many entities lives in separate spreadsheets, so no one has a single, current picture of the whole group's ownership.
Ownership records held as one live register
Four capability areas that turn scattered ownership spreadsheets into one current, evidenced and registrar-ready register set, fitted to a UAE group or corporate service provider.
Beneficial owner, shareholder and nominee registers
Each entity's registers of beneficial owners, shareholders and nominee managers held together and kept current, so the full ownership picture for every entity is in one place.
Change-notification workflow
A change starts the 15-day clock, with the update and registrar notification tracked to the deadline, so a change of ownership or UBO details is caught and actioned before the window runs out.
Evidence and reminder log
A record of what changed, when, and when it was notified, with reminders on renewals and reviews, so the firm can show the register was maintained rather than assert it.
Registrar-ready export
Register data exportable in the shape the licensing authority expects, so filing with the registrar is a clean export rather than a manual rebuild each time.
A single company with settled ownership does not need software for this. A group or a corporate service provider running dozens of entities, each with its own registers and its own 15-day clocks, is where a spreadsheet stops being enough.
Your register health at a glance.
A gauge view shows the register position across the portfolio. Entities current, changes notified in time and filings up to date give the firm the whole picture in one place, rather than entity by entity.
Discuss your UBO platformWhy UAE groups invest in UBO register software.
The standing obligation and the deadlines behind it.
Talk to us about UBO register software.
A short call surfaces whether custom UBO software makes sense for you. Best positioned for groups, family offices, holding structures and corporate service providers maintaining registers across many entities. A single company with settled ownership is well served by its registrar or corporate service provider, and we will say so. We build the register-maintenance and evidence system; we are not a corporate service provider, a registrar, or a legal adviser, and the filing and the legal judgements stay with you and your advisers. BY BANKS is an independent software engineering company: we design and build the platform and hand it over, your team operates it. Law and authority names on this page are referenced descriptively to describe scope, and imply no affiliation, endorsement, or approval. This is not legal or compliance advice.
How UBO register software works for a UAE group
The detail behind the headline - from the register set and the 15-day change workflow, through the evidence log, to the registrar export. Register maintenance and evidence, not customer due diligence and not legal advice.
What changes, in practical terms
We do not file with the registrar, decide who a beneficial owner is, or provide corporate service or legal advice. The system maintains and evidences the register; the filing and the judgements stay with you and your advisers.
The detailed questions UAE groups ask us
Expand each to see how bespoke UBO register software actually works.
What does UBO register software actually cover?
Who this is for: groups, family offices, holding structures and corporate service providers maintaining registers across many entities. A single company with settled ownership does not need it, and we will say so.
Four connected areas: (1) Beneficial owner, shareholder and nominee registers per entity. (2) A change-notification workflow on the 15-day clock. (3) An evidence and reminder log. (4) Registrar-ready export. It maintains and evidences; it does not file or advise.
How is this different from KYC or AML screening software?
They face opposite directions. KYC and AML screening look outward at your customers, verifying and screening the people you do business with.
UBO register software looks inward at your own entities: who ultimately owns and controls them, held as a register you maintain and file. A firm may run both, and they do not overlap. This page is about the ownership records of your entities, not customer due diligence.
Does it file with the registrar or decide who the UBO is?
No, and this matters. We are not a corporate service provider, a registrar, or a legal adviser. The software does not submit filings to the licensing authority or determine, as a legal judgement, who a beneficial owner is.
It holds the register, tracks the 15-day clock, evidences changes and produces a registrar-ready export. The determination of beneficial ownership and the act of filing stay with you, your corporate service provider and your legal advisers.
How does the 15-day change workflow work?
Under Cabinet Decision No. 109 of 2023, a change to beneficial owner, shareholder or nominee information has to be updated in the register and notified to the registrar within 15 days.
The system logs the change, starts the clock, and tracks the update and notification to the deadline with reminders, so across many entities no window is missed. Confirming what actually constitutes a notifiable change remains a matter for you and your advisers; the software keeps the deadline in view.
Does this apply to DIFC and ADGM entities?
Cabinet Decision No. 109 of 2023 covers legal persons on the UAE mainland and in the commercial free zones. The financial free zones, DIFC and ADGM, are outside it and run their own separate beneficial-ownership regimes.
A group with entities across both can still hold everything in one system, but the specific obligations and filing channels differ by jurisdiction. Confirm the applicable regime for each entity with your advisers; the software adapts to whichever registers you have to keep.
What does this sit alongside in a typical group?
UBO register software sits on the corporate-secretarial side.
Entity data - it draws on your entity and shareholding records.
Compliance - it feeds evidence into your wider compliance and audit picture. Integration approach is scoped during discovery, and we do not ask you to replace tools that work.
How long to go live, and what does it cost?
A scoping phase maps how registers are held today, across how many entities, and where the manual work and deadline risk sit. It produces a current-state map, gap analysis, recommended scope, integration scope and a fixed-price build proposal.
A core build runs from there, with the register set and the change workflow first, then the evidence log and registrar export. Pricing varies by scope and entity count, so a bracket is not published; scoping produces a fixed-price proposal with no obligation to proceed.
Is the UBO register public?
No. The UAE beneficial-owner register is not a public register; access is restricted to competent authorities. The software holds the data privately for your firm and produces what the registrar requires when you file.
Handling that data securely is part of the build, and it sits comfortably alongside your data-protection obligations. The software keeps the record; it does not publish it.
How each role experiences the change
Different roles feel UBO maintenance differently. Custom software works when it reduces friction for each one.
Company secretary
Every entity's registers current in one place, with the 15-day clock tracked rather than remembered.
Compliance
An evidence trail that changes were notified on time, ready when a registrar or auditor asks.
Group / family office
One current picture of ownership across the whole portfolio, not dozens of spreadsheets.
Advisers
A clean, registrar-ready export to work from, rather than a manual rebuild at filing time.
Questions We Get Asked
Who is UBO register software for?
Groups, family offices, holding structures and corporate service providers maintaining beneficial owner, shareholder and nominee registers across many entities. A single company with settled ownership is well served by its registrar or corporate service provider, and we'll say so.
How is this different from KYC or AML screening software?
They face opposite directions. KYC and AML screening look outward at your customers. UBO register software looks inward at your own entities: who ultimately owns and controls them, held as a register you maintain and file. A firm may run both without overlap.
Does it file with the registrar or decide who the UBO is?
No. We're not a corporate service provider, a registrar, or a legal adviser. It doesn't submit filings or make the legal determination of beneficial ownership. It holds the register, tracks the 15-day clock, evidences changes and produces a registrar-ready export. Filing and the legal judgements stay with you and your advisers.
How does the 15-day change workflow work?
Under Cabinet Decision No. 109 of 2023, a change to beneficial owner, shareholder or nominee information must be updated and notified to the registrar within 15 days. The system logs the change, starts the clock, and tracks it to the deadline with reminders, so across many entities no window is missed.
Does this apply to DIFC and ADGM entities?
Cabinet Decision No. 109 of 2023 covers the mainland and commercial free zones. The financial free zones, DIFC and ADGM, run their own separate beneficial-ownership regimes. A group with entities across both can hold everything in one system, but the obligations differ by jurisdiction; confirm each entity's regime with your advisers.
What does it cost and how long does it take?
A scoping phase produces a current-state map, gap analysis, recommended scope and a fixed-price build proposal. The register set and change workflow come first, then the evidence log and registrar export. Pricing varies by scope and entity count, so a bracket isn't published; scoping gives a fixed price with no obligation to proceed.
Is the UBO register public?
No. The UAE beneficial-owner register is not public; access is restricted to competent authorities. The software holds the data privately for your firm and produces what the registrar requires when you file. Handling it securely is part of the build.
Does it integrate with our existing entity records?
Yes. It draws on your entity and shareholding data and feeds evidence into your wider compliance picture, integrating with what you run rather than replacing it. The integration approach is scoped during discovery.
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Meydan Free Zone, Dubai, UAE
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