Privacy Policy

1. Data Controller

Our company, F5 IP Solutions OÜ, is a company established under the laws of the Republic of Estonia, For the purpose of the EU General Data Protection Regulation (GDPR), we are the Data Controller of your personal data.

If you are located in the EU or EEA, you may also contact your local supervisory authority. A current list is available at https://edpb.europa.eu/about-edpb/about-edpb/members_en.

2. Personal Data We Collect

We collect and process personal data that is necessary to deliver our services, comply with legal obligations, and maintain the security of our platform. This includes:

• Account data: names, business contact details, login credentials, and role information for platform users.
• Billing data: invoicing contacts, payment references, transaction history, and tax identifiers supplied by your organization.
• Payment data: payment authorization details processed via Stripe, such as masked card numbers, payment tokens, and fraud-prevention signals. Stripe collects and stores full payment card details on our behalf.
• Case data: information required for intellectual property renewals, such as registration numbers, jurisdiction details, authorized attorney or agent data, and deadlines.
• Support communications: information you provide when requesting assistance, including voice or chat transcripts, troubleshooting data, and feedback.
• Usage data: technical logs, device identifiers, IP addresses, and security events captured for audit and fraud-prevention purposes.

We only ask for personal data that is relevant to each renewal mandate. If you provide personal data about another individual, you must ensure you are authorized to share it with us.

3. Lawful Bases for Processing

Depending on the context, we rely on one or more of the following lawful bases:

• Contract: processing necessary to perform our SaaS agreement with you or your organization.
• Legal obligation: fulfilling statutory duties linked to intellectual property renewals and record keeping.
• Legitimate interests: maintaining platform security, improving our services, preventing fraudulent activities, and supporting customer inquiries.
• Consent: using optional data (such as marketing subscriptions) when you have provided explicit consent. You may withdraw consent at any time.

4. How We Use Personal Data

• Delivering, maintaining, and securing the F5IP platform and related support services.
• Managing IP renewal workflows, including deadline tracking, document preparation, and submission.
• Providing customer support, onboarding, billing, and account administration.
• Meeting compliance obligations, including audits, reporting, and responding to lawful requests.
• Improving product features, training materials, and user experience through aggregated analytics.

5. Sharing Personal Data

We only disclose personal data to trusted recipients who require it to provide our services or to comply with legal obligations. Typical recipients include:

• Intellectual property offices: national or regional IP authorities receiving renewal submissions and related information.
• Third-party agents: vetted intellectual property agents or law firms engaged to act on your behalf in specific jurisdictions.
• Payment service providers: Stripe Payments Europe, Limited (Stripe) to process subscription fees and other payments. Stripe acts as an independent controller for parts of the processing necessary to deliver its regulated payment services.
• Infrastructure partners: hosting, cloud, and email providers under contractual data processing agreements.
• Professional advisers: auditors, accountants, and legal counsel subject to confidentiality obligations.
• Authorities: regulators, courts, or law-enforcement bodies when required by applicable law or in response to valid legal process.

We do not sell personal data. Whenever we engage processors, we ensure they implement appropriate technical and organizational measures consistent with GDPR Article 28.

6. International Transfers

Some IP offices and third-party agents operate outside the European Economic Area. When personal data is transferred internationally, we use GDPR-compliant safeguards such as adequacy decisions, Standard Contractual Clauses, or binding corporate rules. We also assess the laws of the destination country and implement supplementary measures when needed. Stripe may transfer payment data to Stripe, Inc. in the United States; in those cases we rely on the applicable EU Standard Contractual Clauses and Stripe’s documented safeguards.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce our agreements. Retention periods vary depending on jurisdictional requirements for IP renewals. When data is no longer needed, we securely delete or anonymize it.

8. Security Measures

We implement appropriate technical and organizational measures to protect personal data, including access controls, encryption in transit and at rest, regular security testing, and incident response procedures. In the event of a personal data breach, we will notify affected users and relevant supervisory authorities in accordance with GDPR Articles 33 and 34.

9. Your GDPR Rights

Depending on your location and the circumstances of the processing, you may exercise the following rights under the GDPR:

• Access to the personal data we hold about you.
• Rectification of inaccurate or incomplete data.
• Erasure of personal data when no longer required or when processing is unlawful.
• Restriction of processing in certain circumstances.
• Portability of data you provided to us in a structured, commonly used format.
• Objection to processing based on legitimate interests or direct marketing.
• Withdrawal of consent (where processing is based on consent) without affecting prior lawful processing.

To exercise these rights, contact us using the details in Section 1. We may require verification of your identity before fulfilling your request. If you believe your rights have been infringed, you can lodge a complaint with your supervisory authority.

10. Cookies and Tracking Technologies

"Cookies" are small text files stored on your device by a website. We use cookies for:

• Essential Cookies: To ensure the Website functions correctly, such as keeping you logged in, facilitating secure payments through Stripe, and managing your shopping cart. These cookies do not require your consent.
• Functional Cookies: To remember your preferences.
• Analytics Cookies: To help us understand how visitors interact with the Website (e.g., traffic sources, page views).

How to Manage Cookies

You can manage cookies through your browser settings. Most web browsers allow you to control cookies through their settings. You can typically:

• View and delete existing cookies
• Block all cookies or cookies from specific websites
• Receive notifications when cookies are set
• Delete cookies when you close your browser

For detailed instructions on managing cookies in popular browsers, please refer to:

• Google Chrome
• Mozilla Firefox
• Safari
• Microsoft Edge

Please note that disabling essential cookies may prevent certain features of our Website from functioning correctly, such as login, payment processing, and shopping cart management.

11. Updates to This Policy

We may amend this Privacy Policy to reflect changes in our services or legal requirements. We will post updates on this page and, when appropriate, notify you by email or through the F5IP platform. Continued use of our services after the effective date of an updated policy indicates your acknowledgment of the changes.

12. Contact and Requests

If you have any questions about this Privacy Policy or our data practices, please contact us:

F5 IP Solutions OÜ
Ahtri 12, 10151 Tallinn, Estonia
Reg. No. 17080138
[email protected] ( [email protected] )