Gdpr policy

With the following information we would like to provide you with an overview of our processing of your personal data with the PatSeer web application, and your rights arising from Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) and instructions for data subjects (hereinafter the “Regulation”).

1. Who is the controller for the data processing and who can I contact?

PatSeer Technologies Private Limited (“PatSeerTech”), with its registered office at 4th Floor, Sunflower Commercial, 77/1 Baner Road, Baner, Pune 411045 India, (hereinafter the “Data Controller”) email: dpo@patseer.com. You can contact our Data Protection Officer at the address stated.

PatSeer web application is a web-based patent database and research software provided over the web and is owned and operated by PatSeerTech. It is SaaS application and is hosted at Amazon Web Services in its Virginia USA datacentre. All personal information collected as part of provisioning the application is also retained securely within servers present in this location.

2. Which sources and data do we actually use?

We process personal data that we receive in the course of our communication, including data from customer/applicants or even interested parties (hereinafter “you” or “your”).

3. For what purpose do we process your data (purpose of the processing) and upon what legal basis?

We process personal data in accordance with the provisions of the EU General Data Protection Regulation (GDPR):

a) For the performance of contractual commitments

Data may be processed in the course of performing contracts with you as our customer or in order to take measures prior to entering into a contract.

b) In the context of balancing interests

If necessary, we may process your data beyond the actual fulfilment of the contract in order to protect the legitimate interests of ourselves or those of third parties. Examples:

• to examine and optimise procedures for needs assessments for the purpose of direct customer contact,

• to assert legal claims and defence in legal disputes,

• to ensure the IT security and the IT operations of the company,

• to carry out measures need in performance of our product agreement and the further development of our services and products.

c) On the basis of your consent

If you have issued us with your consent to process personal data for specific purposes (e.g., for marketing purposes such as sending newsletters), your consent forms the basis the lawfulness of this processing. d) On the basis of legal obligations or in the public interest The purpose of processing also includes the fulfilment of control and notification obligations arising from tax legislation and/or archiving as needed by law.

4. What does this mean in detail in regard to providing PatSeer and the services it offers?

4.1 Provision of PatSeer and the creation of log files

In PatSeer we store your Name, email id and Organisation name as part of your identity.

Every time you log into PatSeer, our system records automated data and information from the computer system of the computer that opens the site. In doing so, the following data is collected: (1) information about the browser type and the version used,

(2) the user’s operating system,

(3) the user’s internet service provider,

(4) the user’s IP address,

(5) date and time the login was done

The data is also saved in our system’s log files. The user’s IP address and other data, which would allow the data to be attributed to a user are not affected by this. This data is not stored together with the user’s other personal data.

It is necessary for the system to temporarily store the IP address in order to deliver the website to the user’s computer or to secure your access such as if your IT/Security department has asked us to restrict your login from to a set of IP addresses. For this purpose, the user’s IP address must be stored for the duration of the session. This purpose represents our legitimate interest in processing the data.

The data is deleted as soon as it is no longer necessary to achieve the purpose of its collection. Recording data for the provision of the website and the storage of the data in log files is imperative for the operation of the website.

At no point any other type of personally identifiable information or financial information is stored by us. All the retained information is stored in an encrypted manner at our datacentre.

4.2 Use of cookies

When you use PatSeer, we sometimes store cookies in your browser. Among other things, they are used to make our product user-friendly, effective and secure. In doing so, the following data is stored and transferred in cookies: (e.g.)

– language settings,

– items (patents etc) you add in an export basket,

– log-in information.

In the context of using technically necessary cookies, we process your personal data in accordance with art. 6, para 1, f GDPR. Technically necessary cookies are used for the purpose of making the use of our website easier for you. Some functions of our website cannot be provided without the deployment of cookies. For this purpose, it is necessary that the browser is also recognised after changing pages.

The user data collected using technically necessary cookies is purely for the functioning of PatSeer and not used to create a user profile. Cookies are stored on your computer and transferred from there to our website. Therefore, you as the user have full control on the use of cookies. By changing the settings in your internet browser, you can deactivate or restrict the transfer of cookies. Cookies that are already stored can be deleted at any time. This process can also be done automatically. If cookies are deactivated for our website, then it is possible that certain functions of PatSeer may no longer be able to be fully used.

6. What rights can you assert?

You have the right to access in accordance, the right to rectification, right to, the right to restriction of processing in accordance, the right to object and the right to data portability. Furthermore, you have a right to lodge a complaint with a competent data supervisory authority.

You can withdraw consent for us to process personal data at any time. Please contact our Data Protection Office in this regard.

7. Do I have to provide my personal data?

In order to become a customer and user of PatSeer service, you must provide such personal data that is necessary to commence and perform a business relationship and to meet the associated contractual obligations or such personal data that we are legally obligated to collect. As a rule, without this data we will have to reject the conclusion of a contract or the performance of an order, or we will no longer be able to perform an existing contract and, if applicable, may have to terminate it.

8. How long is my personal data kept?

In compliance with the applicable regulations, we store your personal information as long as you subscribe to PatSeer and for an additional 3 months after which the data is automatically deleted. You can also request for an early deletion at any time after your subscription expires.

9. Is there automated decision-making?

We do not use a fully automated decision-making to establish and perform the business relationships. No “profiling” occurs.

10. Information regarding your right to object in accordance

Case-by-case right to object

For reasons that arise from your specific situation, you have right to object at any time to the processing of personal data concerning you that is being carried out.

If you raise an objection, we will no longer process your personal data unless we can prove compelling legitimate reasons to process it that outweigh your interests, rights and freedoms, or the processing is used for the assertion, exercise or defence of legal claims.

Right to object against processing data for the purpose of direct marketing

In individual cases, we process your personal data in order to send information newsletters that include current and upcoming updates to PatSeer. All our newsletters have an opt-out option, and you also have the right to raise an objection at any time for using your personal information for the purpose of such marketing. If you object to the processing for purposes of direct marketing, then we will no longer process your personal data for this purpose.

Receiver of the objection

The objection can be raised in a formless manner with the subject heading, “Objection” and with the inclusion of your name, your address and your date of birth. It should be sent to:

PatSeer Technologies Private Limited (“PatSeerTech”),

4 th Floor, Sunflower Commercial,

77/1 Baner Road, Baner, Pune 411045 India,

dpo@patseer.com.

11. Third-party tools and/or services

PatSeer web application does not use third-party tracking mechanisms such as Google Analytics or any similar service.

Amazon Simple Email Service

PatSeer Application user Amazon Web Services and its Simple Email Service to send out application related emails to you. For example, if you export data from our product then a link to download it would come via email to you or if you have enabled periodic alerts to be sent from the system. The AWS location is us-east-1 which is located in Virginia, USA.

Google Workspace Email Hosting

All system generated emails from PatSeer are also internally carbon-copied to a specific system business account hosted in Google Workspace. This is done for audit and debugging purposes which is further necessary to ensure reliability of the PatSeer application. Older emails logged on this system account are also automatically deleted after a pre-defined amount of time.

12. Further information

To learn more about the data security processes and practices we follow to ensure your data is secure, please refer to PatSeer’s Security Policy, an updated copy of which can be asked from your account representative or from the Data Protection Officer at any time. If you would like information that this Data Protection Declaration does not provide or if you would like more information regarding a specific point, please contact our Data Protection Officer, who will be happy to assist you further.