Ribbon Business

Virtual Address Policy

Effective date: July 3, 2026

Introduction

This Virtual Address Policy, the "Policy", governs the use of virtual address and registered office services provided by Ribbon Business Solutions Inc., "Ribbon". This Policy applies to all Clients and approved Intermediaries. By using Ribbon's services, the Client agrees to comply with this Policy.

By accepting this Policy, the Client appoints Ribbon as its limited agent solely for mail handling: receiving, opening, scanning, digitally delivering, storing, forwarding, returning, and securely destroying mail addressed to the Client, and to the individuals the Client registers to use the address, at the Ribbon address. The Client confirms that it has obtained this consent from each individual it registers.

1. Permitted Use

The Ribbon Virtual Address may be used only as follows.

1.1 Registered Office Address

As the official registered office address for a corporation incorporated under:

  • The Canada Business Corporations Act
  • The Ontario Business Corporations Act
  • Another Canadian corporate statute approved in writing by Ribbon

1.2 Mailing Address

For receipt of general business correspondence, government notices, and financial institution communications. Where Ribbon holds the Client's records, the address may also be used as a books-and-records address.

The address must not be represented to the Canada Revenue Agency or any other authority as the Client's physical place of business unless the Client genuinely operates from the location. Any misdescription of the Client's business address is the Client's sole responsibility.

1.3 Marketing Use

On business cards, websites, and marketing materials, provided that the Client does not:

  • Represent the address as a staffed office
  • Represent that employees work from the location
  • Represent the location as its principal place of business or place of central management and control
  • Misrepresent the facilities, staffing, or operations of Ribbon

Any use beyond the above requires prior written approval from Ribbon.

2. Verification, Compliance and Activation

Ribbon conducts identity verification and compliance screening in accordance with risk based know your client standards. Verification includes confirming the identity of each individual who signs for or uses the service, and cross-referencing corporate records and registry filings to confirm that the individual is a validly appointed director or officer of the corporation.

The service is available only to corporations formed under Canadian federal or provincial corporate statutes, so that corporate records and appointments can be verified against the applicable registry.

Service will not be fully activated until:

  • Identity verification is completed
  • Corporate documentation is reviewed and approved
  • Authority of the signing individual is confirmed

Ribbon reserves the right to:

  • Conduct ongoing compliance monitoring
  • Request updated identification or corporate information at any time
  • Conduct sanctions and politically exposed person screening
  • Suspend service pending compliance review

Failure to provide required documentation within 30 days may result in suspension or termination.

3. Address for Service for Corporate Roles

The Ribbon address may be used as an address for service for directors, officers, or shareholders solely in their official corporate capacity.

  • The individual must be validly appointed
  • The individual must complete identity verification
  • Mail received in this capacity is treated as corporate mail

Ribbon does not provide nominee services, privacy shielding, or beneficial ownership concealment services. Ribbon does not provide private individual mailboxes.

5. Prohibited Industries and FINTRAC Regulated Activities

Ribbon does not provide services to Clients that:

  • Are registered or required to be registered with FINTRAC as a Money Services Business
  • Engage in money transmission, remittance, currency exchange, issuance or redemption of money orders, or dealing in virtual currency as defined under the Proceeds of Crime Money Laundering and Terrorist Financing Act
  • Operate crypto asset exchanges, custodial wallet services, token issuance platforms, or crypto ATMs
  • Operate gambling or gaming businesses
  • Provide adult or escort services
  • Sell controlled pharmaceuticals
  • Manufacture or sell weapons, firearms, or ammunition
  • Operate debt collection agencies

Ribbon also prohibits use of its address for:

  • Any activity requiring a legally mandated physical operating presence
  • Ponzi schemes or deceptive financial schemes
  • Anonymous or nominee ownership structures designed to conceal beneficial ownership
  • Unlawful or criminal activity

6. Mail Handling and Storage

Ribbon accepts standard lettermail only.

Packages, courier parcels, and boxes are not accepted and may be refused or returned to sender. Ribbon is not responsible for associated costs or losses.

6.1 Authorized Mailbox Users

The Client is responsible for designating and maintaining the users authorized to access the Client's virtual mailbox. Ribbon may rely on instructions from the Client's account administrators, signing authority, directors, officers, or other users with apparent authority on the account.

Scanned mail is corporate mail and may be visible to all authorized corporate mailbox users, including account administrators and users the Client authorizes to manage mail. Directors, officers, shareholders, and other individuals registered to use the address must understand and consent that mail received for them in their corporate capacity may be visible to those authorized corporate mailbox users.

The Client must promptly remove or request removal of any user who should no longer have mailbox access. Ribbon is not responsible for access by a user who remained authorized on the Client's account or whom the Client failed to remove.

6.2 Junk Mail

Junk mail and mass marketing materials may be recycled or destroyed without scanning.

6.3 Scanning

Mail from government bodies and financial institutions is scanned at no charge. Other mail is scanned at the rates published on the pricing page of our website.

6.4 Physical Storage

Processed mail is stored for 60 days. After 60 days, original documents may be securely destroyed unless forwarding is requested in advance.

6.5 Service Continuity

If Ribbon is temporarily unable to operate its mail facility, mail is held securely and processed when operations resume. If Ribbon permanently discontinues the service, Ribbon will provide at least 60 days notice so that Clients can redirect senders and update their registered office.

Clients acknowledge that destruction after the storage period constitutes authorized document disposal. Ribbon is not responsible for original document retention beyond this period.

7. Mail Forwarding

Forwarding is available within Canada and the United States at the rates published on the pricing page of our website, plus applicable taxes. Clients are responsible for postage or courier charges.

8. Registered Office Responsibilities

If the Ribbon address is used as a registered office, the Client remains solely responsible for:

  • Maintaining corporate good standing
  • Maintaining corporate records and minute books
  • Maintaining and making available the registers and records required by law to be kept at the registered office, including any transparency register, or designating another location as permitted by law
  • Complying with inspection requirements under applicable corporate legislation

Ribbon does not maintain corporate records unless separately contracted. Ribbon does not provide corporate secretarial services unless separately agreed in writing. If service fees are unpaid or services are terminated and the Client has not updated its registered office, mail received for the Client will be returned to sender.

9. Suspension and Termination

Ribbon may immediately suspend or terminate services without notice where:

  • There is suspected unlawful activity
  • There is suspected regulatory non compliance
  • Required verification information is not provided
  • Fees remain unpaid
  • Chargebacks occur
  • Ribbon determines continued service presents legal, regulatory, or reputational risk

Suspension does not relieve the Client of payment obligations. No refunds are provided in cases of suspension for breach.

10. Mail After Termination

On termination of the service for any reason, the Client is responsible for promptly updating its registered office with the applicable registry and notifying the Canada Revenue Agency, financial institutions, and other senders of its new address. Canada Post mail redirection is not available from Ribbon's shared address, so senders must be notified directly.

Following termination, mail received at the address for the Client will be refused or returned to sender. Ribbon is not responsible for mail sent to the address after termination.

11. Regulatory Cooperation and Disclosure

Ribbon may disclose Client identity information, corporate records, and mail handling data where required by law, court order, regulatory authority, or government agency. In addition, given the nature of its services, where Ribbon has reasonable grounds to believe that information relates to unlawful activity, Ribbon may proactively disclose that information in good faith to law enforcement, regulatory, or government authorities, without notice to the Client. The Client agrees that Ribbon has no liability for disclosures made in good faith under this section.

12. Limitation of Liability

Ribbon is not liable for postal delays, courier errors, lost mail, misdelivery, system interruptions, force majeure events, or events beyond its reasonable control.

Ribbon is not liable for:

  • Loss of profits
  • Loss of business opportunity
  • Business interruption
  • Regulatory fines or penalties
  • Consequential or indirect damages

Ribbon's total aggregate liability arising from the services is limited to the total fees paid by the Client in the 12 months preceding the claim.

13. Indemnification

The Client agrees to indemnify and hold harmless Ribbon, its officers, directors, employees, and agents from any claims, fines, penalties, damages, or legal costs arising from:

  • Misuse of the Ribbon address
  • Breach of this Policy
  • Violation of applicable law
  • Misrepresentation of business activities

14. Governing Law

This Policy is governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein. Any dispute arising from this Policy shall be subject to the exclusive jurisdiction of the courts of Ontario.