Policies


Consumer Data Privacy Policy and Security Capabilities

INTRODUCTION

Your privacy is important to us. We value the trust you have placed in the Companies Office of Jamaica (COJ) and keeping your personal information confidential is a cornerstone of our business and an integral part of our commitment to service excellence. We encourage you to read this Privacy Notice to understand how we collect, use, share, and protect your personal information.

WHO WE ARE

The Companies Office of Jamaica (COJ) is responsible for the daily administration of companies and business names. Its primary functions include registering and regulating companies and businesses, maintaining accurate and up-to-date records of all registered commercial entities, administering the National Security Interests in Personal Property Online Registry, and managing the Beneficial Owner Online Registry. Through the COJ's website, the public can verify a company’s or business’ current legal status, statutory compliance, and ownership.

PURPOSE AND SCOPE

This Privacy Policy applies to all personal data collected, processed, and stored by COJ in connection with our statutory functions and services. It outlines how we collect, use, disclose, and protect personal data in accordance with the Jamaica Data Protection Act, 2020 ("the Act"). By engaging with our services, you acknowledge and agree to the practices described in this policy.

LAWFUL BASIS FOR PROCESSING

We ensure that personal data is processed lawfully, fairly, and in a transparent manner. Our lawful bases for processing include:
  • Compliance with legal obligations
  • Performance of a task carried out in the public interest
  • Legitimate interests pursued by COJ
  • Consent obtained from data subjects

WHAT PERSONAL DATA WE COLLECT AND WHY WE COLLECT IT

We collect various types of personal data, including:
  • Name
  • Contact information, including email address and phone number
  • Payment data (credit/debit card numbers)
  • Demographic information (address)
  • Taxpayer Registration Number
  • Government-issued identification (passport, national ID, driver's license)
  • Birth certificate, deed poll, marriage certificate, death certificate (where applicable)

WHY WE COLLECT YOUR INFORMATION

Personal data is collected for specific purposes, including:
  • Company registration and regulatory compliance
  • Processing and maintaining corporate records
  • Facilitating payments and financial transactions
  • Responding to inquiries and providing customer support
  • Legal and regulatory reporting

COOKIES

What Are Cookies?
Cookies are small text files stored on your device by your web browser when you visit a website. They are widely used to make websites work efficiently and to provide information to the site owners.
How We Use Cookies
The Companies Office of Jamaica (COJ) uses cookies to enhance your experience on our website, making your interactions with our services smoother and more efficient. The types of cookies we use include:
  • Essential Cookies: These cookies are necessary for the basic functions of the website, such as navigating pages and accessing secure areas. Without these cookies, some services you have asked for cannot be provided.
  • Performance Cookies: These cookies collect information about how you use our website, such as which pages you visit and if you experience any errors. These cookies
  • do not collect any information that could identify you and are only used to help us improve how our website works.
  • Functionality Cookies: These cookies allow our website to remember choices you make (such as your username, language, or the region you are in) and provide enhanced, more personalized features.
  • Analytics Cookies: We use Google Analytics to collect information about how visitors use our website. These cookies gather data such as the pages visited, time spent on the site, and how visitors navigate through the site. This information helps us improve the website's functionality and user experience.
Managing Cookies
You can manage or delete cookies according to your preferences. Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline cookies if you prefer. Be aware that disabling cookies may affect the functionality and features of our website.
How to Disable Cookies
If you want to restrict or block the cookies that are set by our website, you can do so through your browser settings.
Keeping Your Information Updated
We take reasonable steps to ensure that personal data is accurate, complete, and current. We encourage you to notify us of any changes to your personal information in keeping with legal data protection principles. Regular audits and verification processes are in place to maintain data accuracy and integrity.
How Long Do We Keep Your Information?
Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Data retention periods are defined and regularly reviewed to ensure compliance with storage limitation principles.

YOUR DATA PROTECTION RIGHTS

The rights identified for data subjects are in accordance with the Companies Office of Jamaica's (COJ) commitment to governance under relevant legislations and regulations. As a public registry, the COJ's operations are informed and constrained by legal provisions that ensure transparency, accountability, and public access to certain information. This legal framework guides our handling of personal data, balancing individual privacy rights with statutory obligations to maintain and disclose public records. Consequently, while we strive to honour data subject rights such as access, rectification, and erasure, these must be exercised in accordance with applicable laws and regulations governing our public registry functions.

We want to ensure you are fully aware of all your data protection rights. You are entitled to:

  • The Right to Access: Request copies of your personal data. The requisite fees will be charged as provided in our governing regulations.
  • The Right to Rectification: Request correction of any inaccurate information or completion of incomplete information.
  • The Right to Erasure: Request the deletion of your personal data under certain conditions.
  • The Right to Restrict Processing: Request restriction of processing your personal data under certain conditions.
  • The Right to Object to Processing: Object to the processing of your personal data under certain conditions.
  • The Right to Data Portability: Request the transfer of your data to another organization or directly to you under certain conditions.
  • The Right to Automated Decision-Making: You have the right not to be subject to automated decision-making, including profiling, which produces legal effects or significantly affects you.
To exercise any of these rights, please contact us at dpo@orcjamaica.com.

WHO HAS ACCESS TO YOUR INFORMATION

The Companies Office of Jamaica is a public registry, and the information you provide in engaging in various business processes at the organization can be accessed and requested by the public as supported by law and regulations.

HOW WE KEEP YOUR PERSONAL DATA SAFE

We implement appropriate technical and organizational measures to safeguard your personal data in accordance with our internal policies. Your data may be stored in our electronic systems, those of our contractors, or in paper files.

INTERNATIONAL DATA TRANSFER

Where personal data is transferred outside Jamaica, we ensure that appropriate safeguards are in place to protect the data in accordance with the Act. This includes using standard contractual clauses and ensuring data transfers are necessary for the performance of our services.

DATA BREACH RESPONSE

In the event of a data breach, we will promptly assess the risk to individuals' rights and freedoms and take appropriate measures to mitigate the impact. Data subjects will be notified without undue delay if the breach is likely to result in a high risk to their rights and freedoms.

STATUTORY OBLIGATION TO MAINTAIN PUBLIC REGISTERS

As a registration authority, we have a statutory obligation to compile and maintain public registers and to make these registers available for public inspection. This is essential to ensure the information is transparent and readily available by placing certain information in the public domain. The Company’s Registry is responsible for maintaining the following registers:
  • The Registration of Business Names Act
  • Companies Act
  • Charities Registry
  • National Security Interest in Personal Property (NSIPP)
The term ‘company’ is used in this document to include all the above.

To compile these registers, we collect information that is prescribed within the appropriate Acts of Jamaica. We collect this information by an application form, usually sent to us by the responsible person identified within the appropriate Act. It is also possible for an authorized person to submit information electronically through the Companies Office of Jamaica’s online portal. Once processed, this information is entered on the public register and is available for public inspection. We keep this data permanently as part of our statutory obligations.

REGISTER OF BENEFICIAL OWNERSHIP INFORMATION

The Companies Office of Jamaica collects beneficial ownership information to comply with regulatory requirements and enhance corporate transparency. Beneficial ownership information identifies the individuals who ultimately own or control a company, providing crucial insights into the true stakeholders behind corporate entities. This information is essential for preventing and detecting financial crimes such as money laundering, terrorist financing, and fraud. By maintaining accurate and up-to-date records of beneficial ownership, the Companies Office of Jamaica helps ensure a transparent and accountable business environment, promoting trust and integrity in the country's financial and corporate sectors.

Beneficial Ownership information is required to be submitted by all companies upon incorporation. In addition, Beneficial Ownership information must be updated annually or within 14 days of any change in the information previously submitted to the Companies Office of Jamaica. Companies are required to ensure that Beneficial Ownership information is always up-to-date and accurate.

Under the Data Protection Act 2020, the Companies Office of Jamaica will also be responsible for ensuring that beneficial ownership information is kept secure and is only disclosed to those persons who are entitled to have access to such information.

AUTOMATED DECISION MAKING

The Companies Office of Jamaica does not use any information provided to us for automated decision making.

CHANGES TO OUR PRIVACY POLICY

This Privacy Policy was last updated on May 26, 2024. We may update this policy to reflect changes in our data processing practices or legal requirements. Updated versions will be posted on our website, with changes effective immediately upon posting.

CONTACT INFORMATION

For any questions or concerns regarding this Privacy Policy or the handling of personal data, please contact our Data Protection Officer at:

Companies Office of Jamaica
1 Grenada Way,
Kingston 5
Email: dpo@orcjamaica.com


Thank you for visiting the Companies Office of Jamaica website and trusting us with your personal data.


Proprietary Rights

All content included on or comprising the Site, including information, data, software, photographs, graphs, videos, graphics and other material (collectively "Content"), is protected by copyright, trademark, patent or other proprietary rights, and these rights are valid and protected in all forms, media and technologies existing now or developed in the future. All Content is protected as a collective work under Jamaica, U.S. and international copyright laws, and Paradigm Applications and/or the Companies Office of Jamaica own, to the fullest extent allowed by such laws, the copyright in the selection, coordination, arrangement, and enhancement of all Content. You may use the Site and the Content only for noncommercial, personal use. You must retain all copyright, trademark and other proprietary notices contained in any Site material you use, and you may not modify or alter the material, copy or post the material on any network computer, or broadcast the material in any media.

Unless we separately give you permission, you may not copy, scrape, frame, modify, remove, delete, augment, add to, publish, transmit, participate in the transfer or sale, lease or rental of, create derivative works from, or in any way exploit any of the Content, in whole or in part.

Communications and Other User-Generated Content

You may interact with the Site in numerous ways, including requesting letters and certified copies, submitting name reservations, Performing Searches, Submitting Support Questions, uploading files and e-mail communication. You hereby grant the Companies Office of Jamaica a perpetual, irrevocable, royalty-free, transferable right and license to use, modify, reproduce, transmit, publish, display, delete, and distribute any information (except payment information sent via e-mail or phone) or materials you send to us throughout the world in any media. You also grant us the right to use the name you use when you submit content to us, in connection with that content.

When you submit content to us, you will disclose any affiliation you have and you will not submit anything that contains harmful computer code, references other websites, or is false, misleading, illegal, defamatory, libelous, hateful, racist, biased, threatening, or harassing.

Disclaimers and Limitations of Liability

The information contained in this Website is for general information purposes only. The information is provided by Third Parties and therefore we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the Website or the information, products or services contained on the Website for any purpose. Any reliance you place on such information is therefore strictly at your own risk.

In no event will we be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits, arising out of, or in connection with, the use of this Website.

Every effort is made to keep the Website up and running smoothly. However the Companies Office of Jamaica takes no responsibility for and will not be liable for, the Website being temporarily unavailable due to technical issues beyond our control.

Links to Third-Party Websites

The Site contains links to other sites operated by third parties ("Third-Party Site(s)"). These links are available for your convenience and are intended only to enable access to these Third-Party Sites and for no other purpose. The COJ does not warrant or make any representation about the substance, quality, functionality, accuracy, fitness for a particular purpose or any other representation about any Third-Party Site or its content, products, or services. A link to a Third-Party Site on the COJ’s Site does not constitute sponsorship, endorsement, approval or responsibility for any Third-Party Site. The conditions of use and privacy policy of any Third-Party Site may differ substantially from the Conditions of Use. Please review the conditions of use for all Third-Party Sites for more information about the terms and conditions that apply to your use of Third-Party Sites.

Applicable Law

The laws of the Jamaica will govern these Conditions of Use without giving effect to any principles of conflicts of laws.

Termination of Use

We may, in our sole discretion, terminate your account or your use of the Site at any time. You are personally liable for any charges that you incur prior to termination. We may change, suspend or discontinue all or any aspects of the Site at any time without prior notice.

Refund/Return Policy

Refund Policy

We thank you for visiting our website. We want you to feel comfortable about transacting business with Companies Office of Jamaica (COJ). Due to the nature of the COJ ‘s business, there is a two hour period after receiving confirmation of services purchased, that our customers must indicate an intention to cancel the transaction.

COJ is committed to providing each customer with exceptional service. Should you have a request for a refund, or any other customer support related question, please contact Customer Support at custsupport@orcjamaica.com.

You may request refunds of any unused funds in your COJ Account. To request a refund, please complete the COJ Refund Request Form and email this form to custsupport@orcjamaica.com. The refund request must be completed and signed by the account holder. If the refund request is not sent from the email address listed for the account holder, an email will be sent to the account holder confirming the request. The COJ uses a 14 working day refund policy, which begins on the date of request.

Once the refund request is approved and processed, you must elect to have the funds credited back to your credit card, appear in person at the COJ located at 1 Grenada Way, Kingston 5, Jamaica W.I. to receive your refund or request delivery of the refund cheque by courier service at your expense.

Return Policy

Definitions

In this Policy the following terms shall have the following meaning except where the policy otherwise requires:-

  • “Services”: These are name reservation, document watch, document tracking, viewing documents, printing documents and searching. Applications are submitted online via the COJ website, www.orcjamaica.com.
  • “Products”: All certificates, certified copies, letters of good standing and letters of confirmation produced by the Companies Office of Jamaica.

If you are not completely satisfied with the services or products you received, explain the shortfall in the service or take the product back to us. In the case of letters and copies we will make a check of our records to determine the validity of the information printed on your documents. If the error was made as a result of our negligence then we will make the corrections at no cost to the customer. If the COJ is not at fault, then the customer will be advised on how best to correct the error. If the product received is not what you requested, the COJ will correct the error at no cost to the customer. If the products you received are damaged, the COJ will conduct a thorough investigation. If it is determined that the damage is a result of our negligence the product will be replaced at no cost to the customer. If it is determined otherwise the COJ will not be liable for the damage caused to the product.

To return products to the COJ, please take the receipt you received at the time payment was made as well as the exact number of products you received from us. The COJ will not accept products for correction if the amount being returned is fewer than the number previously issued.

We recommend that all returns are brought in to us. If you choose to return your items by mail however, please complete the Product Return Form that came with your order as well as all the products you received with the error. Returns sent by mail may take up to four weeks to process after mailing. Please allow 2-3 weeks delivery time for items that are returned by mail.

All products will be delivered by courier to the address stated on your application form or may be collected at the Dispatch area at the COJ.

Delivery Policy

We understand that getting your items quickly is important to you, so we make every effort to process your order quickly. We also know that you want to save money, so you have the option of collecting your products at the Companies Office of Jamaica (COJ).

Delivery times will depend on the courier service provider selected by you, the service selected and the date and time that you request our products and services. The terms and conditions of delivery service will be determined by your courier service provider of choice.

You currently have the option of accessing delivery service from Fedex Express or Tara Courier Services Limited. The COJ has the following policy regarding delivery of products and services. COJ may update this policy whenever it deems it fit and the details of which will be lodged at our website.

Definitions

In this Policy the following terms shall have the following meaning except where the policy otherwise requires:-

  • “Services”: These are name reservation, document watch, document tracking, viewing documents, printing documents and searching. Applications are submitted online via the COJ website, www.orcjamaica.com.
  • “Products”: All certificates, certified copies, letters of good standing and letters of confirmation produced by the Companies Office of Jamaica.

The COJ processes applications for products and either dispatches them at the COJ’s office directly to our customers or dispatches to the courier service provider selected by our customers.

Applications submitted on the ordinary service will be processed and dispatched within 2 working days of confirmation of payment. Applications received on Fridays or the day before a public holiday will be processed for delivery on the business day immediately following the weekend or public holiday.

All products are delivered by courier to the address stated on the application form. We will always contact you by phone or email if there are any delays with processing your application. You can also check the status of your application online using our document tracking feature.

The processing of your application will be delayed if you do not provide complete and accurate information on your application form. You will be informed by phone or email if this happens and the COJ is free from any claims in respect of providing the said products within the prescribed time.