Privacy Notice

1. Introduction

Corpinal IP Limited (“we“, “our” or “us“) is committed to protecting your privacy and processing your personal information fairly, lawfully and transparently.

This Privacy Notice explains how we collect, use, store, disclose and protect personal information when:

•  you visit our website;
•  contact us;
•  enquire about our services;
•  instruct us to act on your behalf; or
•  otherwise interact with us.

This Privacy Notice should be read together with our Terms of Business, Client Care Information and any Engagement Letter provided to you.

2. Who We Are

Corpinal IP Limited is the data controller responsible for the personal information described in this Privacy Notice.

If you have any questions regarding this Privacy Notice or how we process your personal information, please contact us using the details above.

3. The Personal Information We Collect

Depending upon the nature of your enquiry or matter, we may collect:

Identity Information

•  name;
•  company name;
•  trading name;
•  job title.

Contact Information

•  postal address;
•  email address;
•  telephone number.

Matter Information

Information relating to your intellectual property rights and legal matters, including:

•  trade marks;
•  copyright;
•  registered designs;
•  domain names;
•  disputes;
•  evidence;
•  correspondence; and
•  documents you provide to us.

Financial Information

Where relevant:

•  billing information;
•  VAT details;
•  payment records; and
•  bank details required for refunds or payments.

We do not collect or store payment card details.

Technical Information

When you use our website we may automatically collect information such as:

•  IP address;
•  browser type;
•  operating system;
•  device information;
•  referring website;
•  pages viewed;
•  date and time of access.

4. How We Collect Personal Information

We may collect information:

•  directly from you;
•  through our website;
•  by email;
•  by telephone;
•  during meetings or video conferences;
•  through social media where you contact us;
•  from official intellectual property registers;
•  from Companies House;
•  from publicly available sources, including company websites and professional directories;
•  from your authorised representatives;
•  from foreign attorneys or professional advisers involved in your matter; and
•  through cookies and website analytics.

5. How We Use Personal Information

We use personal information to:

•  respond to enquiries;
•  assess whether we can act for you;
•  provide legal and intellectual property services;
•  prepare quotations and Engagement Letters;
•  conduct trade mark, design and related searches;
•  prepare, file and prosecute intellectual property applications;
•  correspond with intellectual property offices;
•  communicate with foreign attorneys and professional representatives;
•  administer our client relationship;
•  issue invoices and receive payment;
•  comply with our legal and regulatory obligations;
•  manage risk;
•  improve our services; and
•  establish, exercise or defend legal claims.

6. Lawful Basis for Processing

We process personal information under one or more of the following lawful bases provided by the UK GDPR:

Performance of a Contract

Where processing is necessary to provide the services you have requested.

Legitimate Interests

Including:

•  operating and managing our business;
•  communicating with clients;
•  developing professional and business relationships and carrying out relevant business-to-business marketing;
•  improving our services;
•  maintaining professional records;
•  protecting our legal rights; and
•  preventing fraud.

Legal Obligation

Where processing is required to comply with applicable law, court orders or regulatory obligations.

Consent

Where we rely upon consent, you may withdraw that consent at any time.

7. Who We May Share Information With

We only disclose personal information where reasonably necessary.

Recipients may include:

•  the UK Intellectual Property Office (UKIPO);
•  the World Intellectual Property Organization (WIPO);
•  the European Union Intellectual Property Office (EUIPO);
•  overseas intellectual property offices;
•  foreign trade mark attorneys;
•  solicitors;
•  barristers;
•  expert witnesses;
•  courts and tribunals;
•  regulators;
•  accountants;
•  payment providers;
•  insurers;
•  IT providers;
•  cloud service providers; and
•  professional advisers.

We do not sell personal information to third parties.

8. International Transfers

Some intellectual property matters require us to communicate with foreign intellectual property offices or overseas attorneys.

Where personal information is transferred outside the United Kingdom, we will take appropriate measures to ensure that it receives an appropriate level of protection in accordance with applicable data protection legislation.

9. Use of Technology and Artificial Intelligence

We may use secure technology, including reputable artificial intelligence (“AI”) tools, to assist with administrative tasks, document management, legal research, drafting support and operational efficiency.

Where AI-assisted tools are used:

•  appropriate safeguards are implemented;
•  confidential information is handled responsibly;
•  human review is undertaken before legal advice is provided to clients; and
•  responsibility for all professional advice remains with Corpinal IP Limited.

We do not rely solely on automated decision-making when providing legal services.

10. Data Security

We maintain appropriate technical and organisational measures designed to protect personal information against:

•  unauthorised access;
•  accidental loss;
•  misuse;
•  alteration;
•  disclosure; and
•  destruction.

These measures include secure cloud-based systems, access controls, password protection and other appropriate security safeguards.

11. Retention of Personal Information

We retain personal information only for as long as reasonably necessary to:

•  provide our services;
•  comply with legal obligations;
•  satisfy regulatory requirements;
•  resolve disputes; and
•  protect our legal rights.

Retention periods vary depending upon the nature of the matter and applicable legal or regulatory requirements.

12. Marketing Communications

Where permitted by law, we may send information regarding our services, legal updates or intellectual property developments that may be of interest.

For business-to-business communications, we may process professional contact information relating to individuals acting in a business or professional capacity for the purposes of developing professional relationships, introducing our services and sending relevant business-to-business communications. We may obtain such professional contact information from publicly available sources, including company websites, professional directories, Companies House and intellectual property registers.

Where we rely on legitimate interests for business-to-business marketing, we consider whether our interests are proportionate and balanced against the rights and interests of the individual concerned.

You have the right to object to the use of your personal information for direct marketing at any time. You may opt out of marketing communications by:

•  using the unsubscribe facility (where available); or
•  contacting us directly.

13. Cookies

Our website uses cookies and similar technologies to improve functionality, monitor website performance and enhance user experience.

Where required by law, we will request your consent before placing non-essential cookies on your device.

Further information is available in our Cookie Policy.

14. Your Rights

Subject to applicable law, you have the right to:

•  request access to your personal information;
•  request correction of inaccurate information;
•  request erasure in appropriate circumstances;
•  request restriction of processing;
•  object to certain processing, including an absolute right to object to the use of your personal information for direct marketing;
•  request portability of your personal information where applicable;
•  withdraw consent where processing is based upon consent; and
•  lodge a complaint with the Information Commissioner’s Office.

15. Information Commissioner’s Office

If you have concerns regarding our processing of your personal information, we encourage you to contact us first so that we have an opportunity to resolve the matter.

You also have the right to complain to:

16. Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for their privacy practices or content. We recommend that you read the privacy notices published by those websites before providing any personal information.

17. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our business, legal requirements or regulatory obligations.

The current version will always be available on this website and will include the latest revision date.

18. Contact Us

If you have any questions about this Privacy Notice or our handling of personal information, please contact: