1. Introduction

This Privacy Policy describes how IPfolio collects and uses Personally Identifiable Information (PII) from or about our Licensees, our potential customers, the users of the IPfolio software product line and our employees. This includes the information we collect and the choices you have concerning the collection and use of such information. Our goal is to ensure that your experience with IPfolio is secure so that you may use our products and services with complete confidence.

1.1 Personal Information Collected

As a general principle, IPfolio limits the information collected about you to only what is needed for conducting our business, including the offering of products and services by us or by third parties that might be of interest to you. You may choose to provide “personally identifiable information” (PII) to IPfolio in many ways: in person, by telephone, by electronic mail or submitted via our websites. Examples of how you may share PII with us include: requesting product information, issuing an RFP, ordering software or services from us, responding to IPfolio surveys, attending IPfolio sponsored events or conferences, or applying for a job. We may also obtain PII from third parties (for example, during the course of business via credit agencies or background checks), but only if we have first obtained your permission.

General Examples of PII are:

  • Name (First, Last)
  • Company name
  • E-mail address
  • Credit card number, financial/bank account number or wire transfer information, including routing numbers and instructions
  • Passwords
  • Date of birth
  • Social Security number or other government identification number
  • Employee number
  • Professional employment information
  • Company contact information for business customers

IPfolio’s software products and services involve the management of intellectual assets such as patents, trademarks and trade secrets. When our Licensees subscribe to our products and services, they may collect additional information such as the following which is NOT PII related:

    • Mailing address (unless unlisted or restricted at your request)
    • Telephone number (unless unlisted or restricted at your request)
    • IP Address allowing you to access our internet services
    • PII included in aggregate data compiled by IPfolio

IPfolio may compile or aggregate PII from numerous customers or website visitors to collect data about groups of customers or potential customers or categories of service. IPfolio does not consider this “aggregate” information as PII because the aggregated information does not contain the PII of any individual customer or website visitor.

1.2 IPfolio’s use of Personally Identifiable Information – General

IPfolio uses PII to provide products and services to meet our customers’ needs, including new products or services. IPfolio may share PII with any IPfolio-affiliated company, and these companies are subject to the terms of this Policy.

IPfolio uses employee PII to communicate with and manage our employees.

IPfolio retains PII only as long as necessary for IPfolio to comply with business, tax and legal requirements. For customers and employees, this retention period is likely to be the entire time you are our customer or employee, depending on the type of PII.

IPfolio commits to cooperate with EU data protection authorities (DPAs) and comply with the advice given by such authorities with regard to human resources data transferred from the EU in the context of the employment relationship.

IPfolio does not:

  • Collect PII from you unless you provide it to us in person, over the phone or electronically by visiting our websites, including information you provide in order to use our services.
  • Sell the names and addresses of IPfolio website visitors to unaffiliated suppliers without your prior approval.
  • Allow third parties to change your PII, without complying with our security policies.

1.3 Licensees’ use of Personally Identifiable Information – Software

IPfolio’s licensees can use our Software products to collect PII from their employees, affiliates, law firms and agents. The collection, access, administration and storage of this PII is under the control of our licensees, with no involvement or access by IPfolio personnel. The only occasional exception to this statement is if a Client provides IPfolio personnel emergency access to their IPfolio software, usually for the purposes of diagnosing and fixing a software program error.

1.4 Licensees’ use of Personally Identifiable Information – Hosting Services

The IPfolio application is hosted upon the Salesforce Platform which is ISO 27001 and SSAE 18 compliant – (https://trust.salesforce.com/en/compliance), and their practices and infrastructure comply with the EU-U.S. Privacy Shield Framework regarding the collection, use, and retention of personal information from European Union member countries and Switzerland.

IPfolio never collects personal information for or on behalf of our licensees. Our licensees have exclusive responsibility for collecting and storing PII in the IPfolio software that we host. IPfolio technical support employees may have occasional access to the Licensee-collected personal information. This access in incidental to the IPfolio employees’ performance of their IT-related duties for the technical maintenance and backup of the hosting environment.

1.5 Implementation Services

IPfolio provides implementation services to our licensees, typically focused on the installation and configuration of our software. We also assist with the preparation and migration of data from our Licensee’s legacy systems to our software, and we sometimes develop product enhancements for our licensees. During the performance of these services, it is possible that IPfolio consultants are exposed to PII of our Licensee’s employees, agents or law firms. In these instances, the principles and guidelines of this Privacy Policy shall apply to such exposure to PII.

1.6 Other Services

IPfolio provides other services to our licensees, such as the management, maintenance and payment of renewal fees for patents and trademarks. During the performance of these services, it is possible that IPfolio consultants are exposed to PII of our Licensee’s employees, agents or law firms. In these instances, the principles and guidelines of this Privacy Policy shall apply to such exposure to PII.

1.7 Enhancement of the Customer Experience

Because we appreciate the trust you have placed in us, we continually look for ways to enhance your customer experience, both on our web site and with our software products. We customarily host an annual user Conference and obtain PII in connection with that event. From time-to-time, we may notify you about an IPfolio product or service using the information you have provided to us either in person, telephonically or electronically by visiting our websites, including information you provide to use our services. We strive to limit our offers to those we think you would benefit from and appreciate receiving. We want every contact you have with us to be a positive experience. If you prefer not to receive these IPfolio value-added services, offers and opportunities, just contact us at privacy@IPfolio.com.

IPfolio complies with all applicable laws and regulations regarding “Do Not Call” Lists. Generally, IPfolio is allowed to contact its customers, even if the customers are registered with federal or state Do Not Call Lists, because of our relationship with you. IPfolio will, of course, honor any request to remove your name from our telephone, mail or e-mail solicitation lists and will delete your information from existing files within a reasonable time period. Just contact us at privacy@IPfolio.com.

1.8 Information Disclosed to Third Parties

IPfolio does not sell PII of its customers to third parties. In limited circumstances, IPfolio may provide PII to third parties:

  • To assist us in developing, promoting, establishing, maintaining and/or providing IPfolio-related products and services to you, including joint marketing efforts or promotions, but PII may not be used by the third parties for any other purpose;
  • To assist us in establishing accounts, billing, collecting payment, enforcing the Terms and Conditions or the Acceptable Use Policy of our IPfolio services where permitted by law, and protecting or enforcing our rights or property or the services of our other customers from fraudulent, abusive, or unlawful use by you of our services;
  • To comply, when required by law, with court or administrative orders, civil or criminal subpoenas, warrants from law enforcement agencies, federal or state regulatory requirements, mandatory governmental audits, E911 reporting requirements, grand jury investigations, civil or criminal governmental investigations or reporting required by the National Center for Missing and Exploited Children, designated by federal law as a reporting mechanism for child pornography; and
  • To appropriate law enforcement, 911 centers or emergency services when IPfolio, in good faith, believes the disclosure is necessary to protect a person, IPfolio property or the public from an immediate threat of serious harm.

1.9 On-Line Information

In addition to PII identified in Section 1.1 of this Policy we, or our third-party partners, may collect non-personal information automatically when you enter IPfolio websites, such as domain name, browser, your computer operating system, information about the Web page from which you linked to the site, and time spent on different pages within the site. We or our partners may use this information to evaluate and improve our site and may share the information with third parties on an aggregated basis to enhance our products and services offered. This on-line information is typically collected via cookies. Like virtually all other web sites that you visit, we use cookies to deliver Web content specific to your interests. The cookie permits the server to recall information from your previous visit. A cookie is not used to access or otherwise compromise the data on your hard drive. With most browsers, you can choose to change your browser settings to disable cookies. Please be aware that cookies may be required to complete certain functions on IPfolio websites and other websites you may link to from IPfolio websites.

1.10. Security Measures

IPfolio uses security techniques designed to protect your information from unauthorized access. We have security measures in place to protect against the loss, misuse and alteration of information under our control, or information that is processed by our software and under the control of our licensees. For example, when you use IPfolio software over the Internet, the information exchange between you and the IPfolio software is encrypted using the Secure Sockets Layer (SSL) protocol.

All IPfolio employees are bound by non-disclosure agreements designed to prevent them from disclosing any PII. Further, IPfolio’s employee guidelines state that IPfolio employees must abide by all state and federal laws and regulations in the performance of their job duties.

Our policies also limit access to PII to only those employees, contractors, agents or representatives that require the information to perform their jobs or assist IPfolio with providing products and services to you.

1.11. Links to Other Websites

The IPfolio website and software facilitate links to other web sites outside of IPfolio. IPfolio is not responsible for the content or privacy policies of other non-IPfolio websites. You should keep this in mind when accessing sites through links. Further, IPfolio may advertise on other websites. The advertising companies placing our ads may use cookies or web beacons to track the effectiveness of our ads. The use of such technology is subject to the privacy policies of the advertising companies, and not this Policy.

1.12. Policy Updates

We may update this Privacy Policy at any time in connection with our ongoing efforts to improve our products and services. We encourage you to periodically review this Policy. We reserve the right to expand our capabilities for information collection and use and change this Policy in this regard. If any change constitutes a material change to this Policy, we will post a notice on our websites in a prominent position. If IPfolio decides to use PII in a manner that is materially different from what is contained herein. IPfolio will make every effort to update and notify customers of privacy changes prior to implementing those changes.

1.13. Security Breaches

While our goal is to prevent any unauthorized disclosure of PII, IPfolio cannot guarantee that an unauthorized disclosure will not occur. We will make reasonable efforts to contact you if we determine that security breach has occurred, and that there is a reasonable risk of identity theft or as otherwise required by law.

If you believe that you have discovered a vulnerability in our product or have a security incident to report, please email security@ipfolio.com. Please include a detailed summary of the issue that you have discovered.

1.14.Contact Us

IPfolio commits to resolve complaints about our collection or use of your personal information in a timely manner.  Individuals with inquiries or complaints regarding our Privacy Policy should contact IPfolio via phone at +1 (510) 982-1421; or via email at privacy@IPfolio.com; or write to us at: IPfolio Corporation 350 Massachusetts Ave., Ste 300. Indianapolis, IN 46204, USA.

DATE UPDATED: 8/21/2019