Privacy Policy

Last updated: February 2025

1. Introduction

RegistryZen Inc. ("RegistryZen," "we," "us," or "our") is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and registry services (collectively, the "Services").

We are subject to the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation in Canada. By using our Services, you consent to the practices described in this Privacy Policy.

2. Information We Collect

Information You Provide

We collect information you provide directly to us, including:

  • Account Information: Name, email address, phone number, company name, job title, and login credentials
  • Service Request Details: Entity names, jurisdiction information, debtor/secured party details, and other information necessary to conduct searches or filings on your behalf
  • Payment Information: Billing address and payment card details (processed by our payment processor; we do not store full card numbers)
  • Communications: Information you provide when contacting our support team or responding to surveys

Information Collected Automatically

When you use our Services, we automatically collect:

  • Usage Data: Pages visited, features used, search queries, and actions taken
  • Device Information: Browser type, operating system, device identifiers, and IP address
  • Log Data: Access times, referring URLs, and system activity logs

3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our Services
  • Process your registry searches, filings, and related requests
  • Process payments and send transaction confirmations
  • Send you technical notices, updates, security alerts, and support messages
  • Respond to your comments, questions, and customer service requests
  • Monitor and analyze usage trends to improve user experience
  • Detect, investigate, and prevent fraudulent or unauthorized activities
  • Comply with legal obligations and enforce our Terms of Service

4. Information Sharing and Disclosure

We do not sell your personal information. We may share your information only in the following circumstances:

  • With Your Consent: When you have given us explicit permission to share your information
  • Service Providers: With third-party vendors who assist us in providing our Services (see Section 5)
  • Government Registries: With registry authorities as necessary to conduct searches and filings you request
  • Legal Compliance: When required by law, court order, or government request
  • Protection of Rights: To protect the rights, property, or safety of RegistryZen, our users, or others
  • Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to affected users

5. Third-Party Service Providers

We use trusted third-party service providers to help operate our business. These include:

  • Cloud Infrastructure: For hosting and data storage (data stored in Canada)
  • Payment Processing: For secure payment transactions
  • Analytics: To understand how our Services are used
  • Customer Support: To help respond to your inquiries
  • Email Services: To send transactional and service communications

Our service providers are contractually obligated to protect your information and may only use it to provide services to us.

6. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Keep you logged in and remember your preferences
  • Understand how you use our Services
  • Improve our website performance and user experience
  • Analyze traffic and usage patterns

You can control cookies through your browser settings. Disabling certain cookies may limit your ability to use some features of our Services.

7. Data Storage and Security

Canadian Data Residency: Your personal information is stored on servers located in Canada (Toronto and Montreal data centers).

We implement appropriate technical and organizational measures to protect your information, including:

  • Encryption of data in transit (TLS 1.3) and at rest (AES-256)
  • Access controls and authentication requirements
  • Regular security assessments and monitoring
  • Employee training on data protection practices

While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

8. Data Retention

We retain your information for as long as necessary to:

  • Account Information: Duration of your account plus 7 years for legal and tax purposes
  • Transaction Records: 7 years from the date of transaction
  • Search Results: As specified in your service agreement or 2 years by default
  • Communications: 3 years from the date of communication
  • Usage Data: 2 years in identifiable form, then aggregated

We may retain certain information longer if required by law or for legitimate business purposes.

9. Your Privacy Rights

Under Canadian privacy law, you have the right to:

  • Access: Request a copy of the personal information we hold about you
  • Correction: Request correction of inaccurate or incomplete information
  • Deletion: Request deletion of your personal information, subject to legal retention requirements
  • Withdrawal of Consent: Withdraw consent for certain processing activities
  • Complaint: File a complaint with the Office of the Privacy Commissioner of Canada

To exercise these rights, contact us at privacy@registryzen.com. We will respond within 30 days.

10. International Users

Our Services are primarily intended for users in Canada and the United States. If you access our Services from other jurisdictions, please be aware that your information will be transferred to, stored, and processed in Canada.

For users in the European Economic Area, we are aligned with GDPR requirements. For users in California, we are aligned with CCPA requirements. Contact us for more information about your specific rights.

11. Children's Privacy

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last Updated" date. For significant changes, we will provide additional notice (such as email notification).

Your continued use of our Services after changes become effective constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact our Privacy Officer:

RegistryZen Inc.
Attention: Privacy Officer
Email: privacy@registryzen.com
Website: registryzen.com