Lexfyle™ Privacy Policy

Our Commitment to Privacy

At Lexfyle™ (trademark pending), protecting your information is more than a legal obligation. It is fundamental to the trust our clients place in us every day.

We understand that legal professionals, accounting firms, financial institutions, search houses, businesses, and other organizations rely on us to safeguard both their information and the information of their clients. We take that responsibility seriously because privacy is not simply about protecting information. It is about protecting the trust our clients place in us every time they use our platform.

Technology should make doing business easier, not more complicated. Lexfyle has been developed to simplify business registry transactions while maintaining the highest standards of privacy, security, accuracy, and customer service.

Our approach to privacy is guided by a few simple principles:

• We collect only the information necessary to provide the services you request.
• We are transparent about how your information is collected, used, disclosed, and protected.
• We implement administrative, technical, physical, and organizational safeguards designed to protect personal information throughout its lifecycle.
• We continuously evaluate and improve our privacy and security practices as technology, regulations, and industry standards evolve.
• We believe innovation and exceptional customer service should work together to provide a secure, efficient, and trusted experience for every client.

This Privacy Policy explains how Lexfyle collects, uses, discloses, stores, and protects personal information when you visit our website, create an account, use our secure Software-as-a-Service (SaaS) platform, or request products and services from us.

Whether you are ordering a Corporate Profile Report, retrieving corporate documents, or using our platform to complete business registry transactions, our commitment remains the same: to provide secure, reliable, and efficient services while protecting the confidentiality of the information entrusted to us.

Lexfyle is committed to protecting personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy legislation.

1. Who We Are

Lexfyle™ (trademark pending) is a division of Ontario Business Central Inc., a private Canadian company and an authorized Service Provider with the Ontario Business Registry (OBR) since 2025. Through this authorization, Lexfyle facilitates Ontario government business registry products and services, including Corporate Profile Reports, Certificates of Status, document retrieval, and other business-related searches and filings for applicable government and service fees.

Lexfyle is a secure Software-as-a-Service (SaaS) platform designed to support legal professionals, accounting firms, financial institutions, search houses, and other organizations by providing efficient, reliable, and secure access to Ontario Business Registry services.

Today, Lexfyle offers Corporate Profile Reports, Certificates of Status, Copies of Articles, bulk corporate search capabilities, and document retrieval services. As Lexfyle continues to expand, our platform will also offer business registrations, incorporations, Annual Return filings, Notice of Change filings, Articles of Amendment, and additional business compliance services.

Since 1992, Ontario Business Central has helped hundreds of thousands of Canadian entrepreneurs and businesses navigate government registration and compliance requirements. Our reputation has been built on professionalism, accuracy, integrity, and exceptional customer service.

Lexfyle has been developed with that same commitment. Our goal is to provide a secure, reliable, and efficient platform while delivering the high standard of service our clients have come to expect.

2. Definitions

For the purposes of this Privacy Policy:

“Lexfyle,” “we,” “our,” and “us” refer to Lexfyle™, a division of Ontario Business Central Inc.

“Organization” refers to a law firm, accounting firm, financial institution, search house, corporation, government agency, or other entity that creates or maintains a Lexfyle account.

“Authorized User” means an individual authorized by an Organization to access or use the Lexfyle platform on its behalf.

“Client” refers to an individual or business on whose behalf an Organization requests products or services through the Lexfyle platform.

“Personal Information” means information about an identifiable individual, as defined by applicable Canadian privacy legislation.

3. Scope of this Privacy Policy

This Privacy Policy applies to the collection, use, disclosure, retention, and protection of personal information obtained through:

• The Lexfyle website;
• The Lexfyle Software-as-a-Service (SaaS) platform;
• Your Organization’s Lexfyle account;
• Products and services requested through the platform;
• Communications with Lexfyle by telephone, email, chat, or other electronic means; and
• Any other interactions relating to our products and services.

This Privacy Policy also applies when you create and manage your Lexfyle account, including adding, managing, or removing Authorized Users within your Organization.

This Privacy Policy does not apply to third-party websites or services that may be linked from the Lexfyle website. We encourage you to review the privacy policies of those third parties before providing personal information.

4. Collection of Personal Information

Lexfyle collects only the personal information reasonably necessary to provide the products and services requested by your Organization, operate our platform, comply with legal obligations, and protect the security and integrity of our services.

Depending on the products or services requested, we may collect the following categories of information:

Organization Information

• Organization or firm name
• Business address
• Mailing address
• Contact information
• Billing information
• Account preferences

Authorized User Information

• Name
• Job title
• Email address
• Telephone number
• Login credentials
• Authentication information
• Account administration information

Client Information

Where your Organization requests products or services on behalf of a Client, we may collect the personal or business information necessary to complete the requested products or services.

Business Registry Information

Depending on the services requested, we may collect information required to complete registrations, incorporations, filings, document retrievals, Corporate Profile Reports, Certificates of Status, and other authorized business registry services.

This information may include business names, corporation names, Ontario Corporation Numbers (OCNs), Business Identification Numbers (BINs), Company Keys, registered office addresses, director and officer information, filing instructions, and other information required by the applicable government authority.

Payment Information

Payment information is collected only to process authorized transactions. Payment card transactions are securely processed by authorized third-party payment providers. Lexfyle does not store complete payment card numbers or payment verification values on its systems.

Technical Information

To help operate, maintain, and secure the Lexfyle platform, we may automatically collect limited technical information, including IP addresses, browser type, device information, operating system, session activity, security logs, audit logs, and diagnostic information.

This information is used to maintain the security, integrity, availability, and performance of the platform, investigate security events, troubleshoot technical issues, comply with legal and audit obligations, and improve our products and services.

5. Use of Personal Information

Lexfyle collects, uses, and discloses personal information only for purposes that a reasonable person would consider appropriate under the circumstances and in accordance with applicable Canadian privacy legislation.

We use personal information to:

• Provide the products and services you request.
• Create, administer, and maintain your Lexfyle account.
• Authenticate Authorized Users and manage account access.
• Process business registrations, incorporations, filings, corporate searches, document retrievals, and other business registry services.
• Process payments and maintain billing records.
• Communicate with you regarding your account, orders, support requests, or service updates.
• Verify identities and help prevent fraud, unauthorized activity, or misuse of the platform.
• Maintain the security, integrity, availability, and performance of the Lexfyle platform.
• Comply with legal, regulatory, contractual, and audit requirements.
• Investigate security incidents, suspected fraud, or violations of our policies.
• Improve our products, services, and customer experience.
• Fulfill any other purpose for which the information was collected or as otherwise permitted or required by law.

Lexfyle limits the collection and use of personal information to what is reasonably necessary to fulfill these purposes.

6. Consent

Lexfyle collects, uses, and discloses personal information with your knowledge and consent, except where otherwise permitted or required by applicable law.

By creating an account, using the Lexfyle platform, or requesting products or services, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy.

Where you provide information on behalf of your Organization or your Clients, you represent and warrant that you have the authority to provide that information and authorize Lexfyle to process it for the requested products and services.

You may withdraw your consent at any time by contacting our Privacy Officer, subject to legal, contractual, regulatory, or security requirements. Please note that withdrawing your consent may affect our ability to provide certain products or services or maintain your account.

Where required by law, Lexfyle will obtain additional consent before using personal information for purposes other than those identified at the time of collection.

7. Disclosure of Personal Information

Lexfyle does not sell, rent, or trade personal information.

We may disclose personal information where necessary to:

• Provide the products and services you request.
• Complete authorized government registrations, filings, searches, document retrievals, and other business registry services.
• Process payments through authorized payment providers.
• Provide customer support.
• Comply with applicable laws, regulations, court orders, or lawful requests from government authorities.
• Protect the rights, property, or security of Lexfyle, our clients, or others.
• Prevent fraud or unauthorized activity.
• Facilitate a merger, acquisition, financing, sale of assets, or other business transaction, subject to appropriate confidentiality obligations.

Lexfyle discloses only the personal information necessary to fulfill the intended purpose.

8. Third-Party Service Providers

Lexfyle may engage trusted third-party service providers to assist in delivering our products and services, operating our platform, processing payments, hosting systems, maintaining security, communicating with clients, or supporting our business operations.

Where personal information is shared with third-party service providers, we require them to protect that information through appropriate contractual, administrative, technical, and organizational safeguards. They may use personal information only for the purposes for which it was disclosed and in accordance with applicable privacy legislation.

Lexfyle remains responsible for personal information transferred to third parties for processing on our behalf.

9. Safeguarding Personal Information

Protecting personal information is a responsibility we take seriously.

Lexfyle maintains administrative, technical, physical, and organizational safeguards designed to protect personal information against unauthorized access, collection, use, disclosure, modification, loss, theft, or destruction.

Our privacy and information security program includes documented policies and procedures, employee training, access controls, authentication measures, risk assessments, vendor oversight, incident response procedures, business continuity planning, disaster recovery planning, and ongoing monitoring designed to protect the confidentiality, integrity, availability, and privacy of the information entrusted to us.

As part of our commitment to information security and continuous improvement, Lexfyle maintains a privacy and information security program designed to align with the SOC 2 Type II Trust Services Criteria for Security, Availability, Confidentiality, and Privacy. Our security controls are regularly reviewed and updated to support the protection of customer information and the continued security of our platform.

While no method of transmitting or storing information can be guaranteed to be completely secure, Lexfyle continually reviews and improves its safeguards to help protect the personal information entrusted to us.

10. Incident Handling and Data Breach Notification

Lexfyle takes privacy and security incidents seriously and has documented procedures in place to identify, assess, investigate, contain, and respond to incidents that may affect personal or confidential information.

Where a privacy or security incident occurs, Lexfyle will review the circumstances promptly to determine the nature and scope of the incident, the information that may have been affected, the individuals or organizations involved, and the steps required to contain and address the issue.

Where required by applicable law, or where we determine that notification is appropriate based on the circumstances, Lexfyle will notify affected Organizations and/or individuals as soon as reasonably possible.

Where applicable, the notification may include:

• a general description of the incident;
• the type of information involved;
• the steps Lexfyle has taken or is taking to address the incident;
• recommended steps that affected Organizations or individuals may take to reduce potential risk; and
• contact information for further questions or support.

Lexfyle will also make any required reports to regulatory authorities where applicable under Canadian privacy legislation.

Following a significant privacy or security incident, Lexfyle may review its internal procedures, technical safeguards, access controls, vendor arrangements, or other security measures and make improvements where appropriate.

11. Data Retention and Secure Disposal

Lexfyle retains personal information only for as long as necessary to fulfill the purposes for which it was collected, provide requested products and services, comply with legal, regulatory, contractual, and audit obligations, resolve disputes, enforce our agreements, and protect the integrity of our platform.

Retention periods may vary depending on the nature of the information and applicable legal or regulatory requirements.

When personal information is no longer required, it is securely deleted, destroyed, anonymized, or otherwise disposed of using methods appropriate to the sensitivity of the information and in accordance with our records retention and disposal practices.

12. Access to Personal Information, Corrections, and Withdrawal of Consent

Subject to applicable privacy legislation, you may request access to the personal information Lexfyle maintains about you and request corrections where information is inaccurate or incomplete.

Requests may be submitted to Lexfyle’s Privacy Officer using the contact information provided in this Privacy Policy. To help us respond to your request, we may ask you to provide sufficient information to identify yourself and the personal information you are requesting.

Where appropriate, Lexfyle will correct, update, or amend personal information as required.

You may also withdraw your consent to the collection, use, or disclosure of your personal information by contacting our Privacy Officer, subject to any legal, contractual, regulatory, audit, fraud-prevention, or security obligations that require us to retain or continue using certain information.

Lexfyle will respond to requests for access or correction within a reasonable timeframe, typically within 30 days of receiving the request, in accordance with applicable privacy legislation.

In some circumstances, additional time may be required to respond to a request. Where applicable, Lexfyle will communicate with the requester regarding any extension or additional information that may be required.

Certain information may be exempt from access where permitted or required by law.

13. Privacy Officer

Lexfyle has appointed a Privacy Officer who is responsible for overseeing our privacy program and ensuring compliance with applicable Canadian privacy legislation.

The Privacy Officer is responsible for:

• overseeing Lexfyle’s privacy management program;
• responding to privacy-related inquiries;
• responding to requests for access to or correction of personal information;
• investigating privacy complaints;
• monitoring compliance with this Privacy Policy and applicable privacy legislation; and
• supporting the continuous improvement of Lexfyle’s privacy practices.

Questions, concerns, requests, or complaints regarding this Privacy Policy or our handling of personal information may be directed to our Privacy Officer using the contact details in the Contact Us section below.

14. Data Location and Cross-Border Transfers

Lexfyle’s primary systems and client information are hosted in Canada.

Lexfyle uses selected third-party service providers to support certain business and technology functions. While we prioritize service providers that support our privacy and security requirements, some providers may process limited personal information outside Canada as part of the services they provide.

Where personal information is processed outside Canada, Lexfyle takes reasonable contractual, organizational, and technical measures to help ensure that the information continues to receive an appropriate level of protection.

Personal information processed outside Canada may be subject to the laws of the jurisdiction in which it is processed and may be accessible to courts, law enforcement, regulatory authorities, or other government authorities in accordance with applicable law.

Lexfyle reviews its third-party service providers as part of its privacy, security, and vendor management practices and limits the information provided to third parties to what is reasonably necessary for the services they provide.

15. Changes to this Privacy Policy

Lexfyle may update this Privacy Policy from time to time to reflect changes to our products, services, legal obligations, technology, or privacy practices.

When changes are made, the updated Privacy Policy will be published on the Lexfyle website together with the revised Document Version, Effective Date, and Last Updated information.

Where changes are considered material, Lexfyle may also provide additional notice through the platform or by other appropriate means.

We encourage you to review this Privacy Policy periodically to remain informed about how we collect, use, disclose, and protect personal information.

16. Contact Us

If you have questions regarding this Privacy Policy or our privacy practices, please contact us.

Lexfyle™
A Division of Ontario Business Central Inc.

Email: portal@lexfyle.ca
Telephone: 647-872-2050 / Toll-Free: 1-877-823-1150
Website: www.lexfyle.ca