Register in the Controlled Goods Program

Any individual or organization who needs to examine, possess or transfer controlled goods or technology in Canada must register in the Controlled Goods Program. Find out if you must register and learn about the process.

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Why individuals and organizations must register

It is the law. Individuals and organizations must register in the Controlled Goods Program if they need to examine, possess or transfer controlled goods. During registration, applicants must demonstrate this need.

Note

Failure to register may be considered an offence under federal laws, and could lead to prosecution and sanctions.

As an individual or an organization, you must register before you:

Understand if you are examining, possessing or transferring controlled goods

  • Examine means to consider in detail or subject to analysis in order to discover essential features or meaning
  • Possess means either actual possession, where the person has direct physical control over a controlled good at a given time, or constructive possession, where the person has the power and the intention at a given time to exercise control over a controlled good either directly or through another person or persons
  • Transfer means, with respect to a controlled good, to dispose of it or disclose its content in any manner

More information

What are controlled goods

Who is eligible to register

Applications for registration in the program can be submitted by:

“Registered persons” are the individuals, partnerships or other business enterprises registered in the Controlled Goods Program.

Verifying eligibility

You will be required to submit one of the following documents with your registration. This will allow the program to verify the eligibility of your business or organization.

Incorporated businesses

  • Certificate of incorporation
  • Certificate of amalgamation
  • Certificate of amendment
  • Certificate of continuance
  • Certificate of compliance
  • Master business licence
  • Registraire des entreprises du Québec

Unincorporated businesses and organizations

  • Business name registration
  • Harmonized sales tax (HST) number
  • Goods and services tax (GST) number
  • Provincial sales tax (PST) number

When subcontractors must register in the Controlled Goods Program.

How to register

To register in the Controlled Goods Program, you must complete the following steps:

1. Appoint an authorized individual

This is usually the owner or another senior official of the organization. This individual will be required to:

  • agree to, and sign, the application for registration
  • consent to a security assessment conducted by the program
  • undergo a criminal record check

2. Appoint a designated official

Before your registration is approved, this individual must:

More information

Appoint a designated official

3. Complete the application for registration form

The application for registration form asks you to provide information about your organization, the controlled goods you will be examining, possessing or transferring, and the names of the authorized individual, designated officials, owners and business officials.

Download the application for registration form

Application for registration

4. Complete a security assessment application form for each required individual

The program will conduct security assessments of individuals with the following roles in the organization. The program requires only one application per individual, regardless of how many roles they hold.

  • Designated officials must submit the following:
    • completed security assessment application
    • 2 pieces of government-issued identification (at minimum one must be photo identification)
      • proof of citizenship (for example, birth certificate, passport, permanent resident card)
      • proof of residence (for example, driver's licence, government-issued document with address)
      • certified criminal record check based on fingerprints
  • Authorized individuals must submit the following:
    • completed security assessment application
    • 2 pieces of government-issued identification (at minimum one must be photo identification)
      • proof of citizenship (for example, birth certificate, passport, permanent resident card)
      • proof of residence (for example, driver's licence, government-issued document with address)
    • certified criminal record check based on fingerprints or a name-based criminal record check verified against the Royal Canadian Mounted Police (RCMP)'s Canadian Police Information Centre (CPIC) system
  • Company owner(s) holding 20% or more of the outstanding voting shares or interests of the business must submit the following:
    • completed security assessment application
    • 2 pieces of government-issued identification (at minimum one must be photo identification)
      • proof of citizenship (for example, birth certificate, passport, permanent resident card)
      • proof of residence (for example, driver's licence, government-issued document with address)
    • certified criminal record check based on fingerprints or a name-based criminal record check verified against the Royal Canadian Mounted Police (RCMP)'s Canadian Police Information Centre (CPIC) system

Note

For authorized individuals and company owners choosing to submit name-based criminal record checks, the Controlled Goods Program accepts only name-based criminal record checks from local police services or the Royal Canadian Mounted Police (RCMP) which have been verified against the RCMP's Canadian Police Information Centre (CPIC) system.

Download the security assessment application form

Security assessment application—owner, authorized individual, designated official, officer, director, employee

Download the security assessment application checklists

Consult the list of supporting documentation that you must submit with the security assessment application form.

Checklists for security assessment applications

5. Review your applications and supplementary documentation

Incomplete applications will be returned. To avoid delays, review your applications before submitting and ensure that all sections have been filled out and supplementary documentation has been included.

6. Submit your application

Submit your registration and security assessment applications forms by email, fax or mail to the Controlled Goods ProgramNote de bas de page 1:

Contact the Controlled Goods Program

What to expect from the registration process

Note

The registration of individuals or businesses in the Controlled Goods Program is not transferrable.

Processing times

An application for registration, along with all supporting documentation, can take 32 business days to process. Applications deemed incomplete during the registration process will take longer to process.

You may inquire about the status of your registration after a 4 week waiting period.

Renewing or terminating registration

Registration is valid for up to 5 years from the date of approval.

The expiry date is indicated on your certificate of registration. If extended, the expiry date is noted on your file in the Controlled Goods Program registration search.

Renew or terminate your registration

Amending registration

Registered persons have an obligation to report to the program, any and all changes to the information provided in the application for registration form within ten business days from the date of the change.

In regards to ownership changes, registered persons must inform the Controlled Goods Program of the name and address of any person that will, as a result of an acquisition, own 20% or more of the outstanding voting shares or interests of the business by the later of 32 business days before the date of an acquisition or 1 business day after the day on which they become aware of an acquisition.

The regulations stipulate in section 15(5) that a person subject to a security assessment must inform the Controlled Goods Program or the designated official, as the case may be, of any changes concerning criminal history within 5 business days.

In addition, the regulations stipulate in section 19(3) that registered persons must inform the Controlled Goods Program within 5 business days of any changes in an application for exemption.

The authorized individual must contact the Controlled Goods Program to start the amendment process.

Suspension of registration

Any person who fails to comply with the Defence Production Act may:

Who is exempt from registration

Some individuals are exempt from registration.

Exemptions from registration in the Controlled Goods Program

Comply with controlled goods registration

Registered persons in the Controlled Goods Program are responsible for maintaining compliance and advising the program of any changes to the original registration information. This includes the obligation to report any changes in the details of the ownership structure of a registered person. These ownership details may include a change of an individual owner, a change of a corporate owner, a change of an owner’s address, or a change in the percentage break-down of ownership.

Other examples of changes that must be reported to the program include, but are not limited to:

Registered persons are also responsible for:

Note

The Royal Canadian Mounted Police is phasing out their name-based criminal record check process in favour of a system that uses electronic fingerprints to identify individuals. For security assessments applications of designated officials submitted to the Controlled Goods Program, a certified criminal record check based on fingerprints is already mandatory for criminal records checks.

For security assessment applications of authorized individuals and owners, as well as for security assessments of employees by their company’s designated official(s), the Controlled Goods Program recommends that a certified criminal record check based on fingerprints be used to conduct criminal record checks.

Learn how to comply

How to meet controlled goods requirements

More information

Guideline on Controlled Goods Program registration—a detailed guide for registering your company in the program.

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