CIPC News Summary March 2024

In March 2024, the Companies and Intellectual Property Commission (CIPC) managed a cybersecurity incident, underscoring the importance of prompt and prepared responses to digital threats. The breach, which was confined to the online query system (QRS), did not impact primary business functions, and contrary to some reports, no data was lost. This led to the QRS system's reconstruction and enhanced security protocols.

1. New customer verification process

After the cybersecurity threat, CIPC introduced a new customer verification process that all users needed to complete. Processes included SA ID holders and foreign nationals. Both processes involve updating contact details if necessary and adhering to password minimum requirements:

• SA ID holders must log in, fill out a mandatory verification form, reset and update their password, and then verify through an email link.

• Foreign nationals follow a similar process but start by providing mandatory information and verifying it before resetting the password.

Problems were experienced by many users when the verification failed mainly due to unresponsiveness from the DHA system.

Error message 1. Validation Failure – DHA is currently offline, try again later

·         Recommended Action for error 1: The customer must try again early in the morning or late afternoon since there are more uptime/connections with DHA at such times.

Error message 2. Unsuccessful verification – Details captured could not be verified against Home Affairs, please capture correct details.

• Recommended Action for error 2: “please capture correct details” refers to the fact that at DHA they incorrectly printed the issue on the card.  To resolve this, your member must please send an email to enquiries@cipc.co.za for it to be referred to our ICT department to override the rule and save the data.  That member is also advised to go back to DHA to correct this information on their ID cards.

Error message 3. ERROR: System,FormatException:input string was not in the correct format

• Recommended Action for error 3: The customer must refresh and delete all temporary files and cookies, and try again.  If still persist the customer may use an alternative platform (above is BizPortal and therefore, can try e-Services).  If the problem persists, e-mail enquiries@cipc.co.za for further assistance.

For more detail read the relevant CIPC Notices:

Notice 18 of 2024 including the step-by-step approach for the verification.

Notice 22 of 2024, and

Notice 24 of 2024 highlighting the challenges with the DHA interface.

2. Rejection of Re-instatement applications

After 6 March 2024, re-instatement applications will only be processed when the customer has been verified as per Notice 18 and 22 of 2024. Once rejected, customers have to follow the processes in the Rejection Notice:

1. Verify customer code as per Notice 18 and 22.

2. Customer Code should be clearly legible on CoR40.5

3. Funds of R200 is available under the customer code

4. All supporting documents should be emailed in PDF format to re-instatement@cipc.co.za in a single email.

3. Incorporating beneficial ownership information with annual return filings

Starting from 24 May 2023 all corporate entities registered with the CIPC must submit beneficial ownership information along with their annual returns. Annual returns must be filed within 30 business days post the anniversary date of the entity, including a beneficial ownership declaration and a security or beneficial interest register, as appropriate.

From 15 April 2024, entities will not be able to file their annual returns via CIPC's electronic platforms without an updated beneficial ownership (BO) submission. Failure to comply with BO submission requirements may lead to penalties for late filing, CIPC investigation, issuance of compliance notices, or even deregistration for non-compliance.

4. Alternative processes to submit inquiries

As the CIPC's Enquiry system is currently unavailable, customers should direct their inquiries using specific email addresses associated with different units or departments.

Use the following reference: customer code, enterprise number, and tracking number (where relevant).

DO NOT send inquiries to personal email addresses and refrain from submitting the same question multiple times to prevent system congestion, which delays response times.

If there's no response within 10 business days, customers should follow the CIPC's escalation process. Additionally, the verification of customer profiles is mandatory for the processing of any transactions, including application submissions and refund requests.

For a list of email addresses refer to Notice 27 of 2024.

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