PRIVACY POLICY
CANADA BUSINESS INCORPORATION AGENCY INC.
Last Updated: June 23, 2025
This Privacy Policy will help you understand how CANADA BUSINESS INCORPORATION AGENCY INC. collects, uses, discloses and protects your collection from you when you visit and use our Website.
1. INTRODUCTION
CANADA BUSINESS INCORPORATION AGENCY INC. (“Company,” “we,” “us,” or “our”) is committed to protecting and respecting your privacy in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws in Canada. This Privacy Policy explains how we collect, use, disclose, store, and protect your personal information when you use our website at info@incorporationagency.ca and our business incorporation and registration services.
By accessing our website or using our services, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy.
2. PRIVACY OFFICER
We have designated a Privacy Officer who is accountable for our compliance with PIPEDA and these privacy commitments. Our Privacy Officer can be contacted at:
Privacy Officer
CANADA BUSINESS INCORPORATION AGENCY INC.
102-1270 Central Pkwy W
Mississauga, Ontario L5C 4P4
Email: info@incorporationagency.ca
Phone: 647-945-8873
Fax: 647 945 8872
3. PERSONAL INFORMATION WE COLLECT OF YOUR PERSONAL INFORMATION
We collect personal information that you provide directly to us and that is necessary for providing our business incorporation and registration services, when you contact us with questions or concerns. The type of data we may collect from you, include but is not limited to:
3.1 Contact and Identification Information
- Full legal name and preferred name
- Business name and proposed business names
- Mailing address, business address, and residential address
- Email address and telephone numbers
- Government-issued identification numbers as required by law
- Date of birth and citizenship information
3.2 Financial and Payment Information
- Credit card information and banking details
- Billing address and payment history
- Transaction records and receipts
- Tax identification numbers
3.3 Business Registration Information
- Corporate structure and ownership details
- Director, officer, and shareholder information
- Business objectives and activities
- Professional licenses and registrations
- Authorized representatives and signing authority
3.4 Service-Related Information
- Service requests and order details
- Communication preferences
- Documentation and forms submitted
- Support inquiries and correspondence
3.5 Technical Information
- IP address and browser information
- Website usage data and cookies
- Device information and operating system
- Access logs and security information
4. HOW WE COLLECT PERSONAL INFORMATION
We collect personal information through various methods:
4.1 Direct Collection
- Online forms and service applications
- Email and telephone communications
- Physical documents and identification
- Electronic signatures and consents
4.2 Third-Party Sources
- Government agencies and registries
- Payment processors and financial institutions
- Professional service providers assisting in service delivery
- Public records and databases as permitted by law
4.3 Automatic Collection
- Website cookies and tracking technologies
- Server logs and analytics tools
- Security monitoring systems
5. HOW WE USE YOUR PERSONAL INFORMATION
The information Incorporation Agency collects from you, may be used for the following purposes, all of which are necessary for providing our services and products:
5.1 Service Delivery
- Processing business incorporation and registration applications
- Preparing and filing government forms and documents
- Facilitating name searches and availability checks
- Providing registered address and agent services
- Retrieving and delivering government-issued business numbers and credentials
5.2 Payment Processing
- Processing payments and maintaining billing records
- Fraud prevention and security verification
- Tax reporting and accounting compliance
5.3 Legal and Regulatory Compliance
- Complying with PIPEDA and anti-money laundering regulations
- Meeting identity verification requirements under Canadian law
- Responding to government inquiries and legal processes
- Maintaining records as required by law
5.4 Communication and Support
- Communicating about your orders and services
- Providing customer support and technical assistance
- Sending service updates and important notices
- Responding to inquiries and feedback
5.5 Business Operations
- Improving our services and customer experience
- Conducting quality assurance and training
- Maintaining security and preventing unauthorized access
- Performing data backups and system maintenance
6. INFORMATION SHARING AND DISCLOSURE
We will not share your personal information with any third party, except if required by law and in the following circumstances:
6.1 Government Agencies
- Federal and Provincial government departments for business registrations
- Canada Revenue Agency for tax registration purposes
- Corporate registries and regulatory bodies and
- Law enforcement agencies when required by law
6.2 Service Providers
- Payment processors to facilitate transactions (Visa, Mastercard, PayPal, Interac, Stripe, American Express, Discover)
- Professional service providers who assist in delivering our services;
- Technology providers for system maintenance and security; and
- Mailing and courier services for document delivery.
6.3 Legal Requirements
- When disclosure is required or authorized by law;
- To protect our rights, property, or safety;
- In connection with legal proceedings or investigations; and
- To enforce our Terms and Conditions;.
6.4 Business Transfers
- In connection with a merger, acquisition, or sale of business assets;
- To successors or assigns with appropriate privacy protections;
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
7. WHY WE COLLECT YOUR DATA (RETENTION)
We retain personal information for varying periods based on the nature of the data and applicable legal requirements:
7.1 Financial Records
- Retention Period: Six (6) years from the date of the transaction;
- Purpose: Compliance with Tax and Accounting requirements under Canadian law:
- Includes: Billing information, credit card transaction records, payment history.
7.2 Order Documentation
- Digital Availability: Ninety (90) days following completion of order at no additional charge;
- Extended Retrieval: After 90 days, document requests constitute new service requests with applicable fees;
- Includes: Government forms, incorporation documents, and related materials.
7.3 Service Records
- When Incorporation Agency collects your personal information, we will only keep it for the time required to fulfill our obligation and provide ongoing services or products;
- Annual Services: Address and Agent services require ongoing retention during subscription period;
- Includes: Client communications, service agreements, support records;
7.4 Legal and Compliance Records
- Retention Period: As required by applicable laws and regulations;
- Minimum Period: Seven (7) years for identity verification records;
- Includes: Identity verification documents, anti-money laundering records.
8. YOUR PRIVACY RIGHTS
Under PIPEDA and applicable Canadian privacy laws, you have the following rights regarding your personal information:
8.1 Access Rights
- Right to access your personal information in our custody or control;
- Right to know how your information is being used; and
- Right to receive information about our privacy practices.
8.2 Correction Rights
- Right to request corrections to inaccurate or incomplete personal information;
- Right to have your information updated when circumstances change; and
- Obligation to inform us immediately of any changes to your information.
8.3 Withdrawal of Consent
- Right to withdraw consent for certain uses of your information;
- Right to opt-out of non-essential communications; and
- Note: Withdrawal may limit our ability to provide certain services.
8.4 Complaint Rights
- Right to file a complaint with our Privacy Officer;
- Right to escalate complaints to the Privacy Commissioner of Canada; and
- Right to seek resolution through appropriate channels.
8.5 Response Timeframe
We will respond to access requests and privacy inquiries within thirty (30) days as required by PIPEDA.
To exercise your privacy rights, please contact our Privacy Officer using the contact information provided in Section 2.
9. DATA SECURITY
We implement appropriate technical and organizational measures to protect your personal information:
9.1 Technical Safeguards
- SSL Encryption: We use Secure Sockets Layer (SSL) encryption when transmitting data from your connection to our systems;
- Secure Storage: Information is stored in systems designed to prevent unauthorized access, use, or disclosure;
- Access Controls: Limited access to personal information on a need-to-know basis; and
- Regular Updates: Security systems are regularly updated and monitored.
9.2 Physical Safeguards
- Secure facilities with restricted access
- Locked filing cabinets for physical documents
- Secure disposal of sensitive materials
- Environmental controls for equipment protection
9.3 Administrative Safeguards
- Employee training on privacy and security practices
- Confidentiality agreements with staff and contractors
- Regular security assessments and audits
- Incident response procedures
9.4 Third-Party Security
- Due diligence on service providers handling personal information
- Contractual requirements for appropriate security measures
- Regular monitoring of third-party compliance
10. COOKIES AND TRACKING TECHNOLOGIES
10.1 Use of Cookies
Our website may use cookies and similar tracking technologies to enhance your browsing experience and analyze website usage. Cookies are small data files stored on your device.
10.2 Types of Cookies
- Essential Cookies: Necessary for website functionality
- Analytics Cookies: Help us understand how visitors use our website
- Preference Cookies: Remember your settings and preferences
10.3 Cookie Management
You can control cookie settings through your browser preferences. Disabling certain cookies may affect website functionality.
11. ELECTRONIC COMMUNICATIONS
11.1 Consent to Electronic Communications
By using our website and services, you consent to receive electronic communications from us. This includes:
- Email confirmations and notifications
- Service updates and important notices
- Electronic delivery of documents and records
- Digital signatures and electronic transactions
11.2 Electronic Records
We may maintain electronic records of our communications and transactions. You agree that electronic records satisfy any legal requirement for written communications.
11.3 Communication Preferences
You may update your communication preferences by contacting our Privacy Officer, though certain essential communications cannot be disabled.
12. INTERNATIONAL TRANSFERS
While we primarily operate within Canada, personal information may occasionally be transferred outside Canada to service providers in other jurisdictions. When such transfers occur:
- We ensure appropriate contractual protections are in place
- We verify that adequate privacy protections exist in the destination jurisdiction
- We limit transfers to what is necessary for service delivery
13. PRIVACY PROTECTION FOR MINORS
Our services are intended for users who are at least the age of majority in their province or territory of residence. In Ontario, persons under the age of 18 are not permitted to use or register for our services. We do not knowingly collect personal information from minors.
14. BUSINESS CONTACT INFORMATION
Certain information, such as business names, addresses, and contact details, may become part of public records through government registrations. This information is not considered personal information under PIPEDA when it relates to business activities.
15. ABANDONED ORDERS AND UNCLAIMED INFORMATION
15.1 Communication Protocol
When we require additional information to complete an order:
- Initial contact via phone and email
- Second reminder after seven (7) days
- Final reminder with seven (7) day deadline
15.2 Abandonment Consequences
If no response is received within twenty-eight (28) days:
- Order is deemed abandoned
- No refunds are issued for abandoned orders
- Information may be securely disposed of according to our retention schedule
16. BREACH NOTIFICATION
In the event of a privacy breach involving personal information:
- We will assess the breach and take immediate containment measures
- We will notify affected individuals if there is a real risk of significant harm
- We will report the breach to the Privacy Commissioner of Canada as required
- We will document the breach and our response measures
17. UPDATES TO THIS PRIVACY POLICY
17.1 Policy Changes
We may update this Privacy Policy from time to time to reflect:
- Changes in our privacy practices
- Updates to applicable laws and regulations
- Improvements to our services and technology
- Feedback from privacy authorities
17.2 Notification of Changes
We will notify you of material changes by:
- Updating the “Last Updated” date at the top of this policy
- Posting a notice on our website
- Emailing registered users when significant changes occur
17.3 Continued Use
Your continued use of our services after changes are posted constitutes acceptance of the updated Privacy Policy.
18. CONTACT INFORMATION
If you have any questions, concerns, or complaints about this Privacy Policy or our privacy practices, please contact us:
CANADA BUSINESS INCORPORATION AGENCY INC.
102-1270 Central Pkwy W
Mississauga, Ontario L5C 4P4
Canada
Phone: 647-945-8873
Fax: 647 945 8872
Email: info@incorporationagency.ca
Privacy Officer: Available at the same contact information
19. PRIVACY COMMISSIONER CONTACT
If you are not satisfied with our response to your privacy concerns, you may contact the Privacy Commissioner of Canada:
Office of the Privacy Commissioner of Canada
30 Victoria Street
Gatineau, Quebec K1A 1H3
Phone: 1-800-282-1376
Website: www.priv.gc.ca
This Privacy Policy complements our Terms and Conditions and forms part of our agreement with you. Please review both documents carefully to understand your rights and our obligations regarding your personal information.
