Privacy Policy

General Privacy Notice

ClearViewIP Ltd (ClearViewIP) is committed to respecting the privacy of all visitors to our website (the ‘website’) and of our clients, suppliers, partners, delegates at our events or others who we contact. This privacy notice applies to information about living identifiable individuals only and therefore pertains only to individuals, partnerships and sole traders, including the individuals employed by the companies we do business with. If you are a job applicant, please refer to our Recruitment Privacy Policy.

This Privacy Notice outlines how we collect and use personal data, how we protect this information and what your rights are in relation to the information that we hold. The information we hold and process is used to enable us to administer, support, improve and develop our business generally as well as to manage our relationship with you effectively, lawfully and appropriately. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

WHAT INFORMATION DOES CLEARVIEWIP COLLECT?

WHY DOES CLEARVIEWIP PROCESS PERSONAL DATA?

MARKETING

WHO HAS ACCESS TO DATA?

HOW DOES CLEARVIEWIP PROTECT DATA?

HOW LONG DOES CLEARVIEWIP KEEP DATA?

YOUR RIGHTS

CHANGES TO THIS POLICY

WHAT IF YOU DO NOT PROVIDE PERSONAL DATA?

COOKIES

LINKS TO OTHER WEBSITES


What Information does ClearViewIP Collect?

FROM OUR WEBSITE

Information may be collected when you use certain components of this website, but we will always warn you first. All information will be securely transmitted to our servers, where it is held. Only we have access to this information.

You may choose to provide personal information (name, telephone number and email address) to us when you to sign up for a newsletter or ask us to contact you.

If you use our contact form, we will only use your details to answer any query you have raised or question you have asked. You will not receive communication from us on anything other than the initial enquiry you made. Your details will not be passed on to any third party. Your details will not be added to our IP Recap newsletter distribution list unless you specifically request to be added.

AUTOMATICALLY

We may also collect information automatically about your usage of our websites using cookies and other technology (for full details of what we use, see the section below on “Cookies”). To that effect, we use your IP address (a series of numbers that identifies a computer on the internet) to collect, among other things, internet traffic data and data regarding your browser type and computer. If you do not want to receive cookies, you may reject them by using your browser settings provided they are not necessary for delivery of our website or services to visitors (for help with how to do this see the section below on “Cookies”).

INDIRECTLY FROM THIRD PARTIES

We collect information from 3rd parties such as event organisers like Eventbrite and Meetup. You may wish to check their privacy policy to find out more information on how they will process your data

WHERE WE GIVE PERMISSION TO OTHER ORGANISATIONS

We may collect information that you make available on, for example, Twitter, Facebook, LinkedIn or similar organisations. You may wish to check their privacy policy to find out more information on how they will process your data.

FROM PUBLICALLY AVAILABLE DATA

We may collect information published in articles, newspapers or blogs.

PROVIDED BY YOU

Most information we collect will be provided directly by you; via correspondence, phone calls or meetings with you, forms completed by you, business cards provided by you or otherwise during the course of our business relationship with you. We seek information from third parties with your consent only.

People whose data we receive from job applicants and staff, such as referees and emergency contacts is provided by a candidate or a member of our staff who should obtain your consent to do so.

Clients

If you are a ClearViewIP customer, seek an estimate of costs for our services or are provided with free initial advice, we need to collect and use information about you, or individuals at your organisation, in order to provide you with these services or information. The data we collect is actually very limited.

  • We need your contact details or the details of individual contacts at your organisation (such as their names, telephone numbers and email addresses) to communicate with you.
  • We may keep a record of correspondence with you as well as of meetings or discussions
  • We may also hold extra information that someone in your organisation has chosen to tell us or which you have provided as it is necessary for the fulfillment of our contract.
  • where additional information is collected in order to fulfill our contract this will be outlined in the contract itself.

Suppliers

We need a small amount of information from our Suppliers to ensure that things run smoothly.

  • We need contact details of relevant individuals at your organisation (such as names, telephone numbers and email addresses) so that we can communicate with you.
  • We also need other information such as your bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us).
  • If you contact us, we may keep a record of that correspondence.
  • We may also hold extra information that someone in your organisation has chosen to tell us.

Business Partners

If you are part of our business network and collaborate with us, introduce business to us or partner with us on a project or in organising an event, we need to collect and use information about you, or individuals at your organisation, in order to enable us to manger our relationship with you effectively and achieve this outcome.

The data we collect is actually very limited:

  • Your contact details or the details of individual contacts at your organisation (such as their names, telephone numbers and email addresses) to enable us to ensure that our relationship runs smoothly.
  • If you contact us, we may keep a record of that correspondence.
  • We may also hold extra information that someone in your organisation has chosen to tell us or which you have provided as it is necessary for the fulfillment of our contract.

Event Attendees

If you sign up as a delegate to one of our events you will be asked to provide certain information about yourself including:

  • Your contact details (name, telephone number and/or email address)
  • You may also be asked to provide information about any dietary or access requirements you may have which may reveal information about your health or religious beliefs.

From job applicants and staff (Referees and Emergency Contacts)

In order to make considered recruitment decisions and ensure the safety of our staff we need some basic background information.

  • We only ask for very basic contact details, so that we can get in touch with you either for a reference or because you’ve been listed as an emergency contact for one of our job applicants or Staff members.
  • If you contact us, we may keep a record of that correspondence.

Why does ClearViewIP Process Personal Data?

We use your information to administer, support, improve and develop our business generally. We will only use your information for the specific purpose(s) for which it has been provided to or collected by us.

In some cases, we need to process data to ensure that it is complying with our legal or statutory obligations.

Information gathered through cookies and similar technologies are used to measure and analyse information on visits to our websites, to tailor the websites to make them better for visitors and to improve technical performance. We will not use the data to identify you personally or to make any decisions about you.

In other cases, we have a legitimate interest in processing personal data to support our business relationships. Where we rely on legitimate interests as a reason for processing data, we have considered whether or not those interests are overridden by your rights and freedoms and have concluded that they are not.

Legitimate interests may include:

Webite Users

  • to provide information that you may request regarding the services that we offer e.g. whether we can assist with certain IP advice
  • to contact you to introduce you to our analysts
  • to administer your application for a vacancy
  • to deal with your feedback, query or complaint
  • to contact you for your views on our services

Clients

  • to communicate with you and manage your relationship with us
  • to provide information that you may request regarding the services that we offer
  • to offer services to you and enter into discussions about potential contracts
  • to carry out our obligations arising from any contracts entered into between you and us to provide you services that you request from us

Suppliers

  • to communicate with you and contact you in relation to our agreements
  • to pay you
  • to obtain support and services from you;

Business Partners

  • to communicate with you and manage your relationship with us
  • to carry out our obligations arising from any contracts entered into between you and us

Event Attendees

  • to book you onto a course or event
  • to provide information that you may request regarding the services that we offer e.g. whether we can assist with certain IP advice
  • to make you aware of our services

Referees and Emergency Contacts

  • we will only use the information about Referees in order to obtain a reference for the job applicant in question
  • we use the personal details of a staff member’s emergency contacts only in the case of an accident or emergency affecting that member of staff

In unusual circumstances, we may use your personal data to enforce our legal rights


Marketing

GENERAL MARKETING PURPOSES

We may use the information that we collect about you for marketing and hospitality purposes e.g.:

  • to provide communications about us and other services we provide that may be of interest to you e.g. sending you newsletters if you have chosen to receive
  • to contact you about other activities and events that we may undertake
  • to invite you for a meal or drinks

If you become a client of ClearViewIP, we may use your personal information to invite you to events or other selected events for clients and/or to send you information that we think may be of interest to you or your business. This is within our legitimate interests as a company to use your information in this way.

We may also use personal information about our professional contacts to invite them to hospitality events or other selected events and/or to send them information that we think may be of interest to them or their business. This is also within our legitimate interests.

You will be given an opportunity to tell us whether or not you wish to receive direct marketing materials and communications from us either at the time you submit or provide your details to us and/or within the communication itself.

If you do not wish to receive any direct marketing material or communications after you submit or provide your details, please contact our Marketing team using the details below (stating UNSUBSCRIBE in the heading of any email message) indicating if you do not wish to be contacted for one or more of these marketing purposes and/or via particular forms of communication e.g. email or telephone. Please note that the preferences that you state will override any registrations you or your organisation may have with the relevant preference organisations (such as the telephone preference services).

If you change your mind about being contacted by us in the future, or change address, or if any information that we hold about you is inaccurate or out-of-date, please let us know by: emailing: info@clearviewip.com or writing to our Marketing team at: 18 Staple Gardens, Winchester SO23 8SR, UK.

AUTOMATED PROCESSING/PROFILING

We tailor our marketing communications to the interests of particular clients and contacts to ensure we provide information and invitations of interest and relevance to them.


Who has Access to Data?

Your information will be stored with restricted access and shared internally only as necessary, to personnel who need access to certain data for performance of their roles, typically Directors, Office Managers and Project Managers.

Where appropriate and in accordance with local laws and requirements, we may share your personal data, in various ways and for various reasons, with third parties without obtaining further consent from you including:

    • suppliers and subcontractors who perform functions on our behalf (including external consultants, business associates and professional advisers such as lawyers, auditors and accountants and technical support functions)
    • to our business partners to facilitate our relationship with you
    • where we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets. In those circumstances the data will be subject to confidentiality arrangements
    • if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Website Terms & Conditions and other agreements; or to protect our rights, property, or safety of our employees, our customers, or others.

We will not transfer any of your data to any other third parties not indicated in the privacy policy without your permission. We will never sell your data to third parties for the purposes of marketing.

Third parties may be based (or store or process information) in the UK or elsewhere including outside of the EEA.


How does ClearViewIP Protect Data?

We take the security of your data seriously. We take all commercially reasonable technical, physical and organizational measures to protect Personal Data from misuse or accidental, unlawful, or unauthorized destruction, loss, alteration, disclosure, acquisition or access.

Data is stored securely in a range of different places depending on the nature of the relationship including our cloud-based storage system and other software applications we use to run our business.

Where data is transferred to third parties to enable them to process it on our behalf, we ensure that the provider meets or exceeds any legal or regulatory requirements and implement appropriate technical and organisational measures to ensure the security of data.

We will also ensure that where information is transferred to a country or international organisation outside of the UK / EEA, we will comply with the relevant legal rules governing such transfers. We use Egnyte for cloud-based storage and Outlook for email, both of which meet the EU-US Privacy Shield framework.


How Long does ClearViewIP Keep Data?

We will retain your personal data only for the duration of the business relationship unless there is a legal requirement to keep it longer.


Your Rights

As a data subject you have the right to request that we:

  • Provide you with a copy of your personal information on request;
  • Update your personal information where it is out-of-date or incorrect;
  • Delete personal information that we hold;
  • Restrict the way in which we process your information: and
  • Consider any valid objections to our processing of your personal information.

If you would like to exercise any of these rights, please email Office_Manager@Clearviewip.com.

If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner.


Changes to this Policy

We may make changes to this policy from time to time as our business and internal practices and/or applicable laws change and to ensure that your data is protected to the best of our abilities. We will not make any use of your personal information that is inconsistent with the original purpose(s) for which it was collected or obtained (if we intend to do so, we will notify you in advance wherever possible) or otherwise than is permitted by applicable law.

Please check this page regularly for any updates and changes.


What if you do not Provide Personal Data?

Depending on the type of personal data in question and the grounds on which we may be processing it, should you decline to provide us with such data, we may not be able to fulfil our contractual requirements or, in extreme cases, may not be able to continue with our relationship.


Cookies

USE OF COOKIES ON OUR SITE

Cookies are small text files placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the website.

You will notice a box fixed to the top of this page, this allows you to choose whether to accept or decline cookies on our website.

We use the following cookie which will be set if you have cookies enabled in your browser. By using this website you accept that these cookies will be set:

  • Google analytics: We use Google analytics cookies on the website for tracking purposes. The cookies allow us to understand general traffic to our website for example number of visitors and length of time on site. This process does collect data, but in an anonymous form, to help us make improvements, develop the website and enhance the user experience. Google Analytics privacy policy can be found here
  • Privacy preferences: We use a tracking cookie, which is added to your computer, to remember your cookie preferences i.e. if you have allowed or disallowed them.
  • Mailchimp: We use Mailchimp to manage our contact lists and to distribute our newsletter. When you sign up for our company newsletter via our website, your contact details are shared and stored with Mailchimp. Mailchimp’s privacy policy can be found here.

MANAGE COOKIES

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit http://www.allaboutcookies.org. However, please note that if you choose to disable cookies, then parts of this website may not function correctly.

Shortly after arriving at our website we will add an ‘opt-in’ tracking cookie to your computer unless you specify otherwise. See above for further information on the types of cookies that we use.

If you would like to opt-in or opt-out of using cookies then you can use the link below. You can review your cookie settings at any time.

If you do opt-out then an opt-out preference cookie will be added to your computer, however, if you delete all your cookies or use a different device then you will need to set your cookie preference again.

If this is your first visit and you navigate away from this page without specifying your cookies preference then an ‘opt-in’ tracking cookie with be added to your computer.

Please note that you cannot opt-out of the deployment of cookies that are necessary for delivery of our website or services to visitors.

Further information on how to manage cookies on your computer.


Our website may contain links to other websites run by other organizations. This privacy policy applies only to our website. Please read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.