Privacy Policy
Acorn IP LLP customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Last updated 07 March 2025
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Post
Acorn IP LLP, Colin Sanders Business Innovation Centre, Mewburn Road, Banbury, Oxfordshire, OX16 9PA, GB
Email
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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
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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.
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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.
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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.
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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
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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.
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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 5AFHelpline number: 0303 123 1113