Post

Acorn IP LLP, Colin Sanders Business Innovation Centre, Mewburn Road, Banbury, Oxfordshire, OX16 9PA, GB

Email

hello@acorn-ip.co.uk

We collect or use the following information to provide and improve products and services for clients:

• Names and contact details

• Addresses

• Gender

• Pronoun preferences

• Occupation

• Date of birth

• Payment details (including card or bank information for transfers and direct debits)

• Financial data (including income and expenditure)

• Transaction data (including details about payments to and from you and details of products and services you have purchased)

• Usage data (including information about how you interact with and use our website, products and services)

• Employment details (including salary, sick pay and length of service)

• Information relating to compliments or complaints

• Video recordings

• Audio recordings (e.g. calls)

• Records of meetings and decisions

• Correspondence

We collect or use the following personal information for the operation of client or customer accounts:

• Names and contact details

• Addresses

• Purchase or service history

• Account information, including registration details

• Information used for security purposes

• Marketing preferences

• Correspondence

We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:

• Names and contact information

• Client accounts and records

• Financial information e.g. for fraud prevention or detection

• Correspondence

We collect or use the following personal information for information updates or marketing purposes:

Names and contact details

• Addresses

• Profile information

• Marketing preferences

• Purchase or account history

We collect or use the following personal information for research or archiving purposes:

• Names and contact details

• Addresses

• Purchase or client account history

• Correspondence

We collect or use the following personal information to comply with legal requirements:

• Name

• Contact information

• Identification documents

• Client account information

• Any other personal information required to comply with legal obligations

• Employment details

• Correspondence

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

• Address

• Payment details

• Account information

• Purchase or service history

• Customer or client accounts and records

• Financial transaction information

• Correspondence

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.

• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

  • It enables us to tailor our service offering to specific clients.

  • Direct marketing.

• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

  • It enables us to tailor our service offering to specific clients.

  • Direct marketing.

Our lawful bases for collecting or using personal information for research or archiving purposes:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

  • It enables us to tailor our service offering to specific clients.

Our lawful bases for collecting or using personal information to comply with legal requirements:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Directly from you

• Regulatory authorities

• Legal bodies or professionals (such as courts or solicitors)

• Publicly available sources

• Suppliers and service providers

• Third parties:

  • We use service providers to conduct Know Your Client (KYC) and Anti-Money Laundering (AML) checks on our behalf.

Owing to the nature of our business, we are responsible for client matters for many years. For example, patents last 20 years while registered designs last 25 years. So long as we are responsible for a matter, we will retain the associated personal information.

Once we are no longer responsible for any matter associated with the personal information, we will only retain the information for as long as is necessary to meet our obligations. In general, we expect that such personal information will be deleted 6 years after the matter concludes.

Data processors

KYC and AML Service Providers

This data processor does the following activities for us: They conduct checks on our behalf to meet KYC and AML obligations.

Others we share personal information with:

• Debt collection agencies

• Other financial or fraud investigation authorities

• Professional or legal advisors

• Regulatory authorities

• External auditors

• Organisations we’re legally obliged to share personal information with

• Suppliers and service providers

• Professional consultants

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Overseas Patent Counsel

Category of recipient: Legal professionals

Country the personal information is sent to: Various

How the transfer complies with UK data protection law: An exception listed in UK GDPR:

• We have the explicit consent of the person the transferring data is about.

• We have a contract with the person the transferring data is about, and the restricted transfer is necessary so we can carry out our obligations in that contract. Additionally, or alternatively, the restricted transfer is necessary so we can carry out pre-contract steps as requested by that person.

• The restricted transfer is necessary for us to enter into a contract or to carry out your obligations under a contract. And that contract benefits the person the transferring data is about.

• The restricted transfer is necessary for important reasons of public interest.

• The restricted transfer is necessary to establish whether we or someone else has a legal claim or defence, to make a legal claim or to defend a legal claim.

• The restricted transfer is from a public register and meets the relevant legal requirements relating to access to that public register.

• The restricted transfer is a one-off transfer which is necessary to meet your compelling legitimate interests.

Organisation name: Overseas Patent Offices

Category of recipient: Public body

Country the personal information is sent to: Various

How the transfer complies with UK data protection law: An exception listed in UK GDPR:

• We have the explicit consent of the person the transferring data is about.

• We have a contract with the person the transferring data is about, and the restricted transfer is necessary so we can carry out our obligations in that contract. Additionally, or alternatively, the restricted transfer is necessary so we can carry out pre-contract steps as requested by that person.

• The restricted transfer is necessary for us to enter into a contract or to carry out your obligations under a contract. And that contract benefits the person the transferring data is about.

• The restricted transfer is necessary for important reasons of public interest.

• The restricted transfer is necessary to establish whether we or someone else has a legal claim or defence, to make a legal claim or to defend a legal claim.

• The restricted transfer is from a public register and meets the relevant legal requirements relating to access to that public register.

• The restricted transfer is a one-off transfer which is necessary to meet your compelling legitimate interests.

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint