Califix COI · Continuous Conflict of Interest Monitoring
Declaring a conflict of interest is not enough. You have to monitor it.
Automate the full conflict-of-interest process and keep your organization under continuous monitoring all year.
A declaration is a snapshot. Califix turns the process into a video.
An unseen conflict can cost US$1.5 million.
At Anglo American Sur, the relationship continued after the vendor was rejected.
The damage
A conflict in a purchasing role can cost US$1.5 million and continue after the vendor is rejected.
In January 2025, Anglo American Sur filed a criminal complaint for fraud and conflict of interest against its former Road Safety and Emergencies superintendent. The mining company estimated the loss at CLP 1,353 million, about US$1.5 to 1.6 million.
His own company
The complaint says the scheme ran through Ingeniería SIGCT SpA, a company founded by and tied to the employee himself.
Emergency purchases
Between August 2022 and November 2024, 46 emergency purchase requests were issued outside a tender. The complaint estimates CLP 1,168 million in unsupported services.
Rejection did not close the route
The system flagged SIGCT as medium risk and rejected it as a vendor. Payments continued, triangulated through Ambipar Response Chile Ltda.
A 2022 declaration would have been a snapshot. The relationship continued for more than two years and moved to another company when the first control blocked it. The case is under criminal investigation by the Public Prosecutor.
Most companies know how to ask for a declaration. The problem starts after that.
An annual declaration shows one person’s situation at one moment. Califix collects the declaration, records the signature, keeps the PDF, calculates validity, and reopens the cycle when it is due.
Traditional approach
Califix COI
Annual form
Declaration + continuous monitoring
Snapshot
Video
Excel / file storage
Structured evidence
Manual review
Follow-up and attention signals
Reviewed when someone remembers
Validity all year
Hard to reconstruct history
Audit trail for every signature
Reactive management
Preventive management
The real risk is not only that someone fails to declare. It is that their situation changes and nobody notices.
Move from an annual declaration to continuous control
The process does not end when the employee declares. Califix keeps the cycle active all year.
01
Declaration
The employee completes the digital declaration.
02
Signature / acceptance
They accept the legal text. Date, email, and IP are recorded.
03
Review
Compliance sees the result: no conflict, or a relationship.
04
Validity
The renewal policy calculates the next expiration.
05
Continuous monitoring
The register stays current, expiring, or expired.
06
New signal
Pending, expiring, expired, or signed with a conflict.
07
New campaign
The invitation reopens. The previous declaration stays.
08
Effective control
The relationship stays in view. If it moves to another company, the earlier signature does not close the control.
What Califix COI includes
Less manual administration. More control.
Digital declarations
Centralizes each employee’s declaration, with campaign, signature follow-up, and result.
- Digital declaration form
- Invitation and reminder campaigns
- Renewal policy by role
- Acceptance of the legal text and signature
- Each person’s status on the register
Signature and traceability
Each signature is tied to evidence that can be opened again.
- Who declared
- When they declared
- What they declared
- Which version of the text they accepted
- PDF with date, email, IP, and hash
Review
Compliance separates declarations with no conflict from those that report a relationship, and keeps the PDF.
- No conflict or with a conflict
- Relationship, role, and company identifier
- Cross-check against the principal’s contractors
- Declaration PDF
- Record history
Alerts
What needs follow-up shows up on the register and in reports, without waiting for someone to remember.
- Pending declaration
- Expiring
- Expired
- Signed with a conflict
- Relationship that matches a contractor
Effective control
The relationship stays in view. If it moves to another company, the earlier signature does not close the control.
- The relationship stays visible all year
- The earlier signature does not close the case
- The contractor cross-check continues
- A new company reopens the review
- The previous declaration remains as evidence
Continuous monitoring
The declaration happens once. Monitoring happens all year.
The renewal policy sets how often each role must sign again. The register shows current, expiring, or expired. When the cycle is due, a new invitation goes out and the previous signature remains.
- Declaration
- Validity
- Status change
- Attention
- New review
Audit trail
Everything is recorded.
The platform keeps what was declared, when it was signed, and which earlier declarations are still available. It is there to show later what happened.
Compliance dashboard
Example
Signature coverage, pending items, result with or without a conflict, register validity, and the series of invitations and signatures over time. Filter by campaign and by role.
- Signed / active
- 86%
- Pending
- 41
- With a conflict
- 7
- Current
- 312
- Expiring
- 28
- Expired
- 14
A conflict can appear after the declaration. Califix keeps watching.
Turn conflict-of-interest control into a continuous, traceable process. Full traceability. All year.
Jan
Declaration
Feb
Monitoring
Mar
Validity
Apr
Monitoring
May
Expiring
Jun
Monitoring
Jul
Monitoring
Aug
New signature
Sep
Monitoring
Oct
Monitoring
Nov
Validity
Dec
History
Who it is for
Chief Compliance Officer
Visibility into the register, signature coverage, and the evidence behind the program.
Compliance Manager
Fewer spreadsheets. Campaigns, reminders, and expirations stay in one cycle.
Internal Audit
Each signature has a PDF, a date, and a trace. Earlier declarations are not deleted.
Legal
The accepted text, the version, and the signed document stay tied to the person.
Risk and governance
Conflict control lives alongside the rest of Califix compliance modules.
Less manual administration. More control.
Less administrative work
Fewer loose forms, files, and manual tracking of who signed.
Broader coverage
The campaign and validity stay active after the annual close.
Stronger traceability
Each declaration’s history is centralized, with the PDF of every signature.
Cycle detection
Expiring, expired, and signed with a conflict show up before the next audit.
Audit readiness
The evidence is organized when someone asks to reconstruct what was declared.
Scale
The same cycle works for hundreds or thousands of employees.
Security and trust
Califix is working toward ISO 27001 certification.
Access control
The module is enabled by permission: register, campaigns, declarations, policy, reports.
Protected evidence
The PDF is encrypted, with no public listing. It opens through a time-limited link.
Traceability
The record keeps additions, changes, and invitations. Each new signature leaves the previous one in place.
Cloud infrastructure
Each country runs on its own database. Available in the United States, Chile, Peru, Brazil, Mexico, and Colombia.
Start with one control. Expand to your full compliance program.
COI is one module of the Califix platform for centralizing and monitoring compliance and third-party risk. Start where the problem is. Expand when you are ready.
- Conflicts of interest
- Data protection
- Sanctions
- Labor management
- Supply chain
Stop managing conflicts of interest in spreadsheets.
Automate the declaration, monitor changes in validity, and keep evidence of the whole process all year.