DATA PROTECTION POLICY 2018

Optimus Patents Limited gather and use personal information to abide by their contracts with clients, contractors, employees, and anyone else who may be in contact with Optimus Patents Limited. This policy is in place to assist Optimus Patents Limited in being compliant with The General Data Protection Regulation (GDPR). Therefore, ensuring that all data collected is handled and stored to meet the GDPR standards.

What is GDPR?

The EU General Data Protection Regulation (GDPR) replaces to the Data Protection Directive 1995 and is created to make data privacy laws consistent throughout Europe. The aim of GDPR is to protect all EU citizens from data breaches. GDPR’s key points are relevant to how data is obtained, stored, handled, the rights for the data subjects, how their data is being processed and where it is stored.

Why the policy is in place?

Whether your business is in an emerging, evolving or conventional industry, patents are used to protect your technological advances, products and research. To obtain the maximum possible protection for your technological advances, products and research, it is critical to find an Attorney Firm and an Attorney (or team of Attorneys) who has the necessary legal expertise, relevant experience, technical understanding and indeed enthusiasm in your technical field. Optimus Patents, as a niche, specialist Private Practice, was established to provide clients with an unparalleled level of expertise in dedicated and selected technological fields, as well as bespoke and excellent customer care. Optimus understands the commercial objectives and budget constraints that apply within our client base and stand by our proven, unrivalled track record on attaining patent grants/allowances for our clients.

This GDPR policy is in place to protect Optimus Patents Limited and to ensure that:

  • Optimus Patents Limited protects the rights of clients, contractors, employees, and anyone else who may be in contact with Optimus Patents Limited.
  • Optimus Patents Limited identifies and ensures the process of obtaining, handling, storing and using data is done so correctly.
  • Optimus Patents Limited complies with the law including GDPR and the Customer Data Protection.
  • Optimus Patents Limited protects itself from the risks of any data breaches.

Optimus Patents Limited aims to ensure that all individuals are made aware that Optimus Patents Limited are compliant with GDPR. This will be done through the different procedures in place including:

  • GDPR notice in the email footer of all Optimus Patents Limited staff.
  • Updated Privacy Policy as and when required.

How Optimus Patents Limited obtains data from clients:

  • When someone becomes a clients of Optimus Patents Limited
  • When someone enquires about the services provided by Optimus Patents Limited.
  • When a phone call is received, the data is passed onto the relevant member of staff and destroyed.

What personal data does Optimus Patents Limited keep on clients?

  • Optimus Patents Limited only keeps personal data that is crucial to us carrying out work on behalf of our clients. These details include;
  • Name- so that we can address any correspondence correctly and have up to date records so no mistakes are made.
  • Address- so that we can communications and all correspondence to the correct address.
  • Contact details- so that we are able to contact you regarding any work being carried out on your behalf and to keep you updated with your patent application.

Why does Optimus Patents Limited keep the data they do, and what do they do with it?

Optimus Patents Limited will only keep personal data for our clients that is required for us to carry out any work required, and to be able to help clients in the future should they need assistance.

We keep the data we do-

  • To assist us in keeping in contact
  • To enable the contract between yourself and Optimus Patents Limited to be carried out
  • To assist clients in the future if they have any questions or queries.

What do we do with the data-

  • All client details both past and present are all stored on our protected system which is on encrypted computers and laptops.
  • All paperwork is scanned onto our encrypted server and shredded.

How Optimus Patents Limited stores the data that is collected:

The following online systems are used by Optimus Patents Limited and are fully secured and password protected. All computers and laptops and the server are also encrypted and password protected. All systems have strong passwords that are changed on a regular basis.

  • Accounts system- Sage
  • Patent database- CPI
  • Email database- Office 365

How and why Optimus Patents Limited will contact you:

  • Optimus Patents Limited will contact existing clients on any contact details they provided us when a patent application is on-going. This is to keep them up to date and make them aware of what is going on with their applications.
  • Optimus Patents Limited to not proactively contact or market to any previous customers.

How long will Optimus Patents Limited keep and use customer data on their system?

Optimus Patents Limited will retain clients personal data within our secure clients database for 6 years. If a client no longer requires us to keep the information we hold on them, we will delete all records held and the work that Optimus Patents Limited carried out for them.

Under the GDPR you can withdraw your consent at any time. If you wish to do this at any time just let us know and we shall remove your data from our records immediately. It is our intention to keep the data for 6 years, or until we receive your request to delete your data. After 6 years from the date grant or allowance your data will be securely removed from our system. This needs to be done in writing and can be done by either e-mailing info@optimus-patents.com, or by sending us a letter.

Under the GDPR you have the right to require us to:

  • tell you what data we keep on you;
  • access such data;
  • rectify any mistakes there are in the data;
  • erase all information we have on you

If you want access to any of this information please put this in writing, we will acknowledge your request within 72 hours and provide you with any information required within 30 days of receipt of request.

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on the webpage. This privacy policy was last updated on 25th May 2018. We will never sell you information.

Contact details:

This website is owned and managed by Optimus Patents Limited. This Privacy Policy refers to Optimus Patents Limited.

Registered Address: Peak Hill House, Steventon, Basingstoke, RG25 3AZ

Registered Company: 05803395

VAT Number: 794430313

Contact Number: 01256 782938

Contact E-mail: info@optimus-patents.com

Contact Information

Head Office:
Peak Hill House, Steventon, Basingstoke, Hampshire, RG25 3AZ, UK
Telephone:
+44 (0)1256 782938
Fax:
+44 (0)1256 782608
Email:
info@optimus-patents.com

UK Office:
Barn C, Hendra, Tremethick Cross, Penzance, Cornwall, TR20 8UD, UK
Telephone: +44 (0) 1736 361058

US Office:
McKay Tower, 146 Monroe Center; N.W. | Suite 604, Grand Rapids, Michigan 49503, USA
Telephone: +1(616) 551-0375
Fax: 484.805.3307

Spanish Office:
Oasis Business Centre, Oficina 9, Ctra. de Cádiz km 176, 29602 Marbella, Málaga, Spain

Helpful Links

UKIPO - Intellectual Property Office

EPO - European Patent Office

USPTO - United States Patent and Trademark Office

EUIPO - European Union Intellectual Property Office

VAT number: 794430313   Company Registration number: 05803395

Privacy Policy & Terms of Business


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