Privacy Policy

CRS — Corporate Registry Services (“CRS”, “we”, “us”) is an independent filing agent based in Calgary, Alberta. This policy explains what personal information we collect when you use corporateregistryservices.ca or order from us, why, who we share it with, how long we keep it, and your rights. We follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), Alberta’s Personal Information Protection Act, and, for clients in Québec, Québec’s private-sector privacy law.

1. Who is responsible

Our Privacy Officer is accountable for how we handle personal information and answers every privacy question and request:

Privacy Officer, CRS — Corporate Registry Services
Email: [email protected] (please put “Privacy” in the subject)
Mail: 2618 Hopewell Pl NE, Calgary, AB T1Y 7J7

2. What we collect

Contact details — your name, email address and phone number.
Order details — the corporation, the service, and the information a registry needs to file for you (for example directors, addresses, share details). Much of this is already on the public corporate register.
Registry access codes — if you give us a corporation’s registry password or key (such as an Ontario Company Key or a BC company password). It is encrypted before it leaves our website and is stored encrypted; only the staff filing your order can open it.
Payment — handled by our secure payment processor. We see that you paid, the amount, the tax and your billing province or country; we never see or store your full card number.
Messages — emails, form messages and notes of phone calls with you.
Order forms you start but don’t finish — our order forms save your contact details and the corporation you picked as you type, so that we can help you finish, including by phone. We don’t send marketing email on the strength of an unfinished form.
Searches — the company names or numbers you search for on our site.
How you use the site — pages visited, the page you came from, the device and browser type, your country, and a scrambled (hashed) form of your IP address, recorded by our own analytics under a random session identifier.

3. Cookies and analytics

crs_session_id — our own cookie, kept for 30 days. It holds a random identifier that links the pages you view in a visit so we can see how people find and use the site. It does not identify you by name.
Google Analytics — Google’s cookies measure visits and pages in aggregate; this data is processed outside Canada. You can opt out with Google’s opt-out browser add-on or by blocking cookies in your browser; the site still works.
We do not use advertising or retargeting cookies, and we do not sell personal information.

4. Why we use it

To do what you asked: search, file, retrieve documents, deliver them, and invoice you.
To answer you and follow up on a request or an unfinished order (usually by phone).
To keep records the law requires (tax, accounting, and proof of what we filed).
To send filing reminders and offers only where Canada’s anti-spam law allows: when you ticked a box asking for them, or as a client or someone who asked us for something, within the time the law permits. Every such email says who we are and lets you unsubscribe in one step.
To keep the site secure and understand how it is used, so we can improve it.

We ask for your consent when we collect information, and you can withdraw it at any time (see section 8), subject to legal or contractual limits.

We share personal information only as needed to deliver our services:

Government registries — to file or retrieve records for you.
Trusted service providers who help us run the business — for example payment processing, email, secure hosting and filing support. They may use your information only to provide their service to us and must protect it.
Our accountant — financial records, as needed for tax filings.
Legal requirements — when the law, a court order or a regulator requires it.

Where your information is stored. Our order records, documents and backups are stored on servers in Canada. Payment processing and website analytics are handled by providers that may process information outside Canada, mainly in the United States, where it may be accessible to that country’s authorities.

6. How long we keep it

Orders, invoices and what we filed — seven years after the order, for tax and record-keeping.
Registry access codes — kept encrypted with the order they were given for; you can ask us to delete one at any time.
Enquiries and unfinished order forms that never became an order — up to 24 months after the last contact.
Website analytics — up to 24 months.
Unsubscribe requests — kept as long as needed to honour them.

After that we delete or anonymize it. Backups are kept for up to 35 days.

7. How we protect it

Encrypted connections (HTTPS) everywhere; registry codes encrypted on our server before they are passed to anyone, and stored encrypted; staff access by individual sign-in, limited to what each person needs; encrypted, access-controlled storage; and daily backups. No system is perfect: if a breach creates a real risk of significant harm to you, we will tell you and the Privacy Commissioner as the law requires, and we keep a record of every breach.

8. Your rights

See the personal information we hold about you, and learn how it has been used and shared.
Have it corrected if it is wrong or incomplete.
Withdraw consent — for example, stop marketing email (use the unsubscribe link or reply “unsubscribe”).
Ask us to delete it, unless we must keep it by law (such as the seven-year tax record).

Write to the Privacy Officer (section 1). We answer within 30 days and may need to confirm your identity first. There is no charge.

Complaints. If you are not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada, Alberta’s Information and Privacy Commissioner, or, in Québec, the Commission d’accès à l’information.

9. Links to other sites

Our pages link to government registries and other sites. Their privacy practices are their own; please read their policies.

10. Children

Our services are for businesses and adults. We do not knowingly collect information from anyone under 18.

11. Changes to this policy

We will post any change here with a new “Last updated” date, and tell clients directly about any significant change.