The new Ontario Business Registry was launched on Oct. 19, 2021 for businesses and not-for-profit corporations of all sizes. The new registry permits registered entities to access more than 90 services online including registering a new business, dissolving an existing one and filing an annual return. The registry is available 24 hours a day, 365 days a year.
The Company Key
If you have a business entity (a corporation or sole proprietorship that is registered, incorporated or licensed to carry on business in Ontario), you will have to obtain your company key in order to access your entity’s profile in the new registry.
The company key is like the personal identification number (PIN) that you use at the bank. To submit a request for your company key, search for the “Get your company key” button and follow the instructions on the new Ontario Business Registry site.
Annual returns
On May 15, 2021, Canada Revenue Agency stopped accepting annual returns for Ontario corporations. From May 15 to Oct. 18, 2021, corporations whose annual returns were due to be filed during this period were exempt, meaning those corporations did not have to file an annual return for 2021. Now that the Ontario Business Registry has launched, corporations who have an annual return due on or after Oct. 19, 2021 must file their annual returns directly online using the new registry.
Searchability of public information
The Ontario Business Registry is publicly available, and anyone can search the registry to get general information on all registered businesses or not-for-profit corporations, including the location of the head office. Although the information was always publicly available, it was more difficult to access and was usually done via mail and/or through private firms that provided the service for a fee. To obtain a more detailed profile report on an entity you want to know more about, this process may still be used.
Concerns for incorporated professionals
With easier access to this basic information, a concern for incorporated professionals would be for their safety and the safety of their families, particularly medical professionals who may be using their personal address as their head office. Consider changing the corporation’s address listed in the registry if this is a concern.
To change the address of the corporate head office, the director must consider the following:
- The head office address must be in Ontario
- A P.O. Box is not acceptable as a head office address
- The address must be connected to the business
- Some physicians (as an example) may choose to use their primary hospital/office/clinic address for their head office
- Other implications for changing your address
If you are considering changing the address for your corporate head office, you will also be required to change your address with Canada Revenue Agency (which can be accomplished using “My Business” account) and with any respective professional bodies – in the case of incorporated medical professionals, the College of Physicians and Surgeons. We recommend contacting your legal advisor to ensure that the appropriate corporate resolutions are passed in accordance with any corporation bylaws.
For more information visit the new Ontario Business Registry.