Privacy Notice

Here at IP Centrum we’re realistic. Busy IP professionals don’t spend their time reading privacy notices… however...

A few important things

  • At IP Centrum, integrity and transparency are at the heart of how we do things
  • We will never sell your data to anyone, ever
  • If you want to check what personal information we hold, or ask that we delete information we currently hold, or request anything else in relation to your rights around your personal information please email us at dpo@ipcentrum.com
  • If there is anything in this privacy notice that you don’t like, again please speak to us

About this privacy notice

This privacy notice tells you what to expect when we collect personal information. It applies to information we collect about:

  • visitors to our websites;
  • people who email us;
  • people who contact us by telephone;
  • people who contact us through any other means like through physical post or social media platforms such as Twitter;
  • people who use our IP Formalities services e.g. fill in forms on our websites, ask for quotes, subscribe to notifications, place or accept orders etc;
  • personal information related to Intellectual Property (e.g. Applicant and Owner information) you provide us or is gathered from published sources such as IPO registries;
  • job applicants and our current and former employees.

This web site and the associated IP Formalities services are delivered by IP Centrum Limited and a small group of related companies so in this privacy notice “we” or “us” includes our parent company de Banke Group Limited and related trading subsidiaries including IP Centrum Group Limited and IP Centrum Limited.

Visitors to our websites

When someone visits www.ipcentrum.com we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Use of cookies by IP Centrum

You can read more about how we use cookies on our Cookies page - https://www.ipcentrum.com/cookies

Using our IP Centrum site for your IP Formalities

When you either request a quote or log in to www.ipcentrum.com and use any of our IP Formalities services, your data is being entered into systems developed and maintained internally by us.

Any personal or business information you share with us using this system we only use to deliver and improve the IP Formalities services. To ensure we deliver a great service we do analyse and report across all the data in our systems, but this analysis/reporting data always remains with us.

We do use a network of IP Formalities partners in certain countries to help us verify and execute your IP Formalities. When we use a partner we only share with them the information required to complete your instruction successfully with an Intellectual Property Office. Those partners access your data on our systems.

We optionally provide an API (Application Programming Interface) for you to update and access your data in our systems alongside the www.ipcentrum.com website. This API is provided on top of the same systems as the website, and we treat your data with identical care.

People who register to use our IP Formalities services

When you register to use our IP Formalities services we will communicate with you from time to time to ensure the services are what you need, and let you know if we are introducing new services that might help you. If you ever want to opt out of communications other than the absolute minimum to deliver the services (e.g. operational issues or payment matters), please tell us by emailing us at dpo@ipcentrum.com.

People who register for Email Notifications

Any emails you receive from us that are notifications (e.g. alerting you to an approaching deadline) are sent to you either directly from our systems or via a well established service used by many leading companies called MailGun (https://www.mailgun.com/). We don’t want you to miss any critical IP Formalities deadlines, so we trust MailGun to ensure important emails are always received by you.

People who register for SMS Notifications

When you register a mobile phone number and use SMS notifications we use a popular service called Twilio (https://www.twilio.com/). This is to try and ensure those important notifications reliably arrive on your phone. Twilio has been used by eBay, Twitter, AirBnB, Sony and many others.

People who receive Email Newsletters

We use a partner called MailChimp (https://mailchimp.com/), to deliver our email newsletters and other service or marketing communications. MailChimp have been trusted by organisations including The New York Times and Twitter to gather statistics around email opening and clicks using industry standard technologies including invisible images. They help us monitor and improve our email communications.

People who email us

Any other emails you directly send or receive to us are stored and managed in Google’s Apps service.

People who use the IP Centrum blog

To provide you the IP Centrum blog (https://www.ipcentrum.com/blog) we use a third party service, WordPress. This site is hosted at https://wpengine.com/, which is run by WPEngine Inc. We use this standard WordPress service to collect anonymous information about users' activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address. For more information about how WPEngine processes data, please see WPEngine Inc’s privacy policy on their site - https://wpengine.com/legal/privacy/.

Job applicants, current and former employees

We are the data controller for the information you provide during any employment process unless otherwise stated. If you have any queries about how we handle your personal information during employment processes please contact us at dpo@ipcentrum.com or dpo@debanke.com.

What will we do with the information you provide to us?

All of the information you provide during the process, either directly or via a 3rd party (e.g.a recruitment agency) will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.

Assessments

We might ask you to participate in assessment days; complete tests or questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by us.

Offer and Employment

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability. You may be required to provide various bits of personal information for us to do this.

As an employee we will ask for other information from time to time such as Bank details for salary payments. Or personal information about you and your family for healthcare and pensions.In the course of your work with us you and us will create information about your employment (e.g. emails about your performance), If you leave us we will need to keep some information.

If when applying to work for us, whilst working for us or after leaving us you have any requests or questions about your personal information please email dpo@ipcentrum.com.

Your rights

We are the data controller responsible for your personal data and we are registered with the Information Commissioner's Office with reference number ZA395796.

From 25th May 2018, with the introduction of the General Data Protection Regulations (GDPR), you have new rights as an individual which you can exercise in relation to the information we hold about you.

  1. The right to be informed
  2. The right of access
  3. The right to rectification
  4. The right to erasure
  5. The right to restrict processing
  6. The right to data portability
  7. The right to object
  8. Rights in relation to automated decision making and profiling

These are important rights, and we want to ensure you can easily exercise them with us.

To make a request to us relating to personal information we may hold you can just email us at dpo@ipcentrum.com.

If you prefer you can instead put the request in writing addressing it to:

Data Protection Officer
IP Centrum Limited
Unit 9 & 10 Rosemary Court,
Chadwick End,
Solihull
B93 0BJ

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. If we do speak to you over the telephone about personal information matters, we may need to ask you a few questions to securely identify you.

You can read more about these GDPR rights here – https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

Complaints or queries

We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. If either of these is the case please email us at dpo@ipcentrum.com.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of IP Centrum’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to dpo@ipcentrum.com.

If you want to make a complaint about the way we have processed your personal information, you can contact the UK Information Commissioner's Office (ICO) which is the statutory body which oversees data protection law in the UK – www.ico.org.uk/concerns.

Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 24 May 2018 to reflect the new General Data Protection Regulations.

How to contact us

If you want to request information about our privacy policy you can email us at dpo@ipcentrum.com or write to:

Data Protection Officer
IP Centrum Limited
Unit 9 & 10 Rosemary Court,
Chadwick End,
Solihull
B93 0BJ

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IP Centrum Limited

Units 9 & 10 Rosemary Court,
Chadwick End,
Solihull,
West Midlands, UK,
B93 0BJ

Call: +44 (0) 207 186 1800
Fax: +44 (0) 207 186 1899
contact@ipcentrum.com

© Copyright 2010-2018 IP Centrum Limited. All rights reserved. IP Centrum Limited, Units 9 & 10 Rosemary Court, Chadwick End, Solihull, UK, B93 0BJ

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