Your information, handled properly

Privacy Policy

Minuted Corporate Records · Effective August 16, 2026 · Updated September 29, 2026

Minuted Corporate Records ("Minuted", "we") provides registered office, records office and corporate records services to British Columbia and federal companies, and acts as British Columbia attorney for companies from outside the province. Because our work is the safekeeping of corporate records, handling personal information carefully is the core of what we do — not an afterthought.

This policy explains what we collect, why, who we share it with, and the rights you have. We handle personal information in accordance with the Personal Information Protection Act (British Columbia) ("PIPA").

We never sell your personal information, and we never share it for advertising purposes.

1. What we collect

  1. At signup: your name, email address, phone number, mailing address, the company's name and incorporation number, where your minute book is currently held, the names of directors, and the names of those who own or control the company.
  2. After signup: your incorporation documents and registry access, and — where the law requires a transparency register — the full name, date of birth, last known address, citizenship and Canadian tax residency of each significant individual, with a description of how they qualify. We ask for these only because section 119.2 of the Business Corporations Act (BC) requires the company to record them, and we ask for nothing on top of that list. We do not collect social insurance numbers. A 2023 amendment would add a SIN to the register, but it is not in force; if it is ever brought into force we will ask then, and only for those who have one.
  3. Registry credentials (company password or access code) so that we can make filings on the company's behalf.
  4. Mail and documents received for the company: letters and documents delivered to our address for the company are opened, scanned and emailed to the company's designated contacts. They may contain personal information about you or about others; we handle it only to deliver it to you, and keep the scans with the company's records.
  5. BC attorney appointments: for companies from outside British Columbia, the details of the attorney appointment and the contact particulars of the company's representatives.
  6. Company check reminders: if you ask our free company check page to remind you of a due date, your email address, the company name and the due date.
  7. Automatically: standard web analytics and advertising measurement data — see section 6.

2. Why we collect it

  1. To provide the services in your plan: maintaining your minute book and corporate registers, acting as your registered and records office, and preparing and filing your annual report and other registry filings.
  2. To verify identity where the law, or a separate legal retainer with the operator's law practice, requires it. Our subscription plans do not ask for identification.
  3. To maintain the transparency register the Business Corporations Act requires, and to make the filings the Act requires.
  4. To communicate with you about your account, deadlines and renewals.
  5. To meet our own legal, tax and professional obligations.

We do not use your personal information for any purpose beyond these without your consent.

3. Transparency register information — special handling

  1. Dates of birth and residential addresses collected for a transparency register are access-restricted. They are not published and are not disclosed except as the Business Corporations Act permits or requires.
  2. We do not collect social insurance numbers for the register. See section 1.
  3. These particulars are collected either through your client portal, over an encrypted connection, or by direct email — never through the public signup form.

4. Who we share it with

We share personal information only where it is necessary to deliver the service, and only with:

  1. BC Registries and Online Services, and Corporations Canada for federal companies — for the filings you have engaged us to make.
  2. Service providers who operate our systems, namely: Cloudflare (website hosting and delivery), Google Workspace (email, and Google Drive and Apps Script, where client records and our internal company register are kept), Dropbox (where scanned mail is received before it is filed), Stripe (payment processing — Stripe receives your billing details directly and we never see or store your full card number), FormSubmit (which relays our signup form and company-check reminder requests to our inbox), and Google Ads (which receives only a hashed email on a paid signup, as described in section 6).
  3. Others, only with your consent, or where disclosure is required by law, a court, or a regulator.

5. Where your information is stored

  1. Some of the service providers above process or store data outside Canada, including in the United States. Information stored outside Canada may be accessible to foreign courts and law enforcement under the laws of those countries. By using our services you consent to this transfer.
  2. Because of this, we keep sensitive particulars — dates of birth and residential addresses — out of the public signup form, which relays through a third-party service. They are collected instead through your client portal, which is protected by a sign-in code and sends your answers directly to us, or by email. We do not collect social insurance numbers at all.

6. Cookies, analytics and advertising

  1. We use Cloudflare Web Analytics, a cookie-free service, to understand aggregate traffic. We also use Google Ads conversion measurement to see whether an advertisement led to an enquiry or signup; when you complete a paid signup, a hashed (one-way, unreadable) version of the email you entered is sent to Google solely so that the signup can be matched to the advertisement, and Google is a recipient of that hashed value for that purpose.
  2. Your browser also keeps a note of how you arrived at this site: the website that linked you here, any campaign tags in that link, and, if you clicked a Google ad, Google's click identifier. The note stays in your browser unless you sign up. If you do, it is sent to us with your signup form. If the signup followed a Google ad click, we give Google that click identifier, the plan value and the time of the signup, without your name or email, so that the signup is counted against the advertisement.
  3. These tools tell us that an action happened. We do not use them to build advertising profiles of you, and we do not run remarketing or interest-based advertising.
  4. You can block cookies in your browser without losing access to any part of this site.

7. How long we keep it

  1. Corporate records are kept for as long as we act for the company, and afterwards for the periods the Business Corporations Act and our professional and tax obligations require.
  2. On termination we provide you a complete electronic copy of your minute book, and we retain only what the law requires us to retain.
  3. Enquiries that do not become accounts are deleted once they are no longer needed.

8. How we protect it

  1. Information is encrypted in transit and held with reputable service providers using access controls and multi-factor authentication.
  2. Access is limited to those who need it to perform the service.
  3. We will notify you without undue delay of any privacy breach affecting your information, and will notify regulators where required.

9. Your rights

  1. Access: you may ask what personal information we hold about you and how it has been used and disclosed.
  2. Correction: you may ask us to correct inaccurate information — and for corporate records, we encourage it.
  3. Withdrawing consent: you may withdraw consent to non-essential uses at any time. Note that some information must be collected and retained for us to act as your records office at all; if consent is withdrawn for that information, we may be unable to continue providing the service.
  4. To exercise any of these rights, email [email protected]. We respond within 30 days as PIPA requires.

10. Complaints

If you are not satisfied with how we have handled your personal information, contact us first at [email protected] and we will work to resolve it. You may also complain to the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca).

11. Changes to this policy

We may update this policy. Material changes will be notified by email to account holders at least 30 days before they take effect, and the effective date above will be updated.

12. Contact

Privacy questions and requests: [email protected]
Minuted Corporate Records · Metro Vancouver records office, British Columbia
Our full street address is provided to clients on engagement, and is a matter of public record on the registry filings of the companies we act for.

See also our Terms of Service.