Instructions for Filling Out Web Forms for the Croatian Insurance Office

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INSTRUCTIONS FOR FILLING OUT WEB FORMS FOR THE CROATIAN INSURANCE OFFICE

1. Introduction This Instruction contains a description of the substantive completion of the web forms listed below for the Croatian Insurance Office. The web forms are publicly available on the reports.hanfa.hr website. Technical details regarding the preparation, processing, and submission of web forms to the computer system of the Croatian Financial Services Supervisory Agency (hereinafter: HANFA) are prescribed by the Technical Instruction on reporting and working with the data submission system interface in electronic form. The web forms for the Croatian Insurance Office are:

2. HUO - Notifications on Registration and Change of General Data of Supervised Entities By selecting this form type, the Croatian Insurance Office submits information on:

   • Change of company name
   • Registration/change of registered office/business address
   • Change of contact details

3. HUO - Notifications on Registration and Change of Relevant Business Entities (Natural Persons) By selecting this form type, the Croatian Insurance Office submits information on:

   • Registration/change of director

4. Croatian Insurance Office – Submission of Electronic Documents By selecting this form type, the Croatian Insurance Office submits documentation that is not standardized through the forms of the two aforementioned types.

5. Forms for the Croatian Insurance Office The Croatian Insurance Office submits documentation to HANFA, in the manner prescribed by this Instruction, in accordance with its obligations arising from the Insurance Act, the Compulsory Traffic Insurance Act, and subordinate legislation (e.g., primarily concerning regular reports and reports requested by HANFA according to the relevant regulation). For each type of web form, it is necessary to complete the following fields as shown in the table and figure. Date: Registration of this field is mandatory and enters the date. OIB (Personal ID Number): Registration of this field is mandatory and enters the OIB. Figure 1 shows the entry of Date and OIB fields.

2.1. HUO - Notifications on Registration and Change of General Data of Supervised Entities 2.1.1. Change of Company Name This form applies to the case where the Croatian Insurance Office changes its company name, and in addition to the new name, it is necessary to register the date of adoption of the decision on said change. Company Name: Registration of this field is mandatory and enters the new name. Change Date: Registration of this field is mandatory and refers to entering the date of adoption of the decision. The prescribed corresponding documentation in PDF format is attached to this form.

2.1.2. Registration/Change of Registered Office/Business Address This form applies to the change of registered office and business address of the Croatian Insurance Office, and it is necessary to enter new data according to the form. Type: Registration of this field is mandatory and requires selection from the dropdown menu:

1. Business address
2. Registered office Street: Registration of this field is mandatory House Number: Registration of this field is mandatory Postal Code: Registration of this field is mandatory Country: Registration of this field is mandatory and requires selection from the dropdown menu of country names. City: Registration of this field is mandatory The prescribed corresponding documentation in PDF format is attached to this form.

2.1.3. Change of Contact Details The Croatian Insurance Office may submit information on the change of general contact details via this form, even though this submission is not prescribed by subordinate acts. Telephone: Registration of this field is mandatory Fax: Registration of this field is mandatory Website: Registration of this field is mandatory E-mail: Registration of this field is mandatory Mobile Number: Registration of this field is optional NOTE: Along with the standardized web forms, if applicable, only one PDF file is submitted containing all necessary documentation serving as proof of the data registered in the web forms.

2.2. HUO - Notifications on Registration and Change of Relevant Business Entities (Natural Persons) 2.2.1 Registration/Change of Director This form registers the director person and their personal data according to the provided fields and dropdown menus. Under appointment date, the start of mandate date is registered upon initial registration, along with the anticipated end of mandate date. When registering an early termination of mandate for an existing director, only the termination date is registered. First Name: Registration of this field is mandatory Last Name: Registration of this field is mandatory OIB (Personal ID Number): Registration of this field is mandatory Date of Birth: Registration of this field is mandatory Street: Registration of this field is mandatory. Croatian citizens register their place of residence, foreign citizens register their address depending on the type of permitted stay. House Number: Registration of this field is mandatory Postal Code: Registration of this field is mandatory Country: Registration of this field is mandatory and requires selection from the dropdown menu of country names. City: Registration of this field is mandatory Telephone: Registration of this field is mandatory E-mail: Registration of this field is mandatory Mobile Phone: Registration of this field is optional Start Date of Mandate: Registration of this field is optional and enters the start date of mandate in case of appointment of a new director. End Date of Mandate: Registration of this field is mandatory and enters the end date of mandate. ADD: Enables registration of a new director and modification of an existing director through one notification. The prescribed corresponding documentation in PDF format is attached to this form. NOTE: Along with the standardized web forms, if applicable, only one PDF file is submitted containing all necessary documentation serving as proof of the data registered in the web forms.

2.3. Submission of Documentation Not Covered by Standardized WEB Forms – Other Electronic Documents The Croatian Insurance Office may submit to HANFA documentation that is not standardized through the web forms in chapters 2.1 and 2.2. It is submitted via the form type "All Supervised Entities – Submission of Electronic Documents". In this case, a minimum of one and a maximum of twenty files can be sent. For each file, the "Document Name" field must be completed with a name from which it is clear what documentation the Croatian Insurance Office submits to HANFA, or regarding which procedure. This type of documentation submission applies exclusively to documentation submitted by HANFA to the Croatian Insurance Office, provided that statutory or subordinate acts do not prescribe that certain documentation must be submitted in written form.

3. Signing File signing is carried out in accordance with the current Technical Instruction on the application of electronic signature in the reporting procedure of the Croatian Financial Services Supervisory Agency, published on HANFA's website. The documentation is signed by the Director of the Croatian Insurance Office in the manner and in accordance with representation powers established by the founding act and registration in the court register. Exceptionally, in case of extraordinary hindrance of the authorized signatory or other justified circumstances, which HANFA evaluates in advance, the Croatian Insurance Office may authorize another person in writing to sign the documentation, subject to prior submission of the power of attorney to HANFA. Number of signatories depending on form type: | Form Type | Number of Signatories | |---|---| | Notifications on Registration and Change of General Data of Supervised Entities | Director of the Croatian Insurance Office in the manner and in accordance with representation powers established by the founding act and registration in the court register. | | Notifications on Registration and Change of Relevant Business Entities (Natural Persons) | Croatian Insurance Office (documentation not submitted via previous form types) | NOTE: Prescribed documentation submitted to HANFA as an attachment to the submitted notifications is not signed, and is attached to signed web forms which are submitted in XML format upon report submission, or after logging into HANFA's computer system, except upon HANFA's request or if prescribed by law. Documentation as an attachment to forms should be in PDF format or XLS format if applicable. This Instruction enters into force and applies from January 1, 2023, and upon its entry into force, the Instructions for Filling Out Web Forms for the Croatian Insurance Office dated November 2, 2016, cease to be valid.

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