Privacy Policy

1. Introduction

Cognizance IP (LLP) ("Cognizance", "we", "us", "our") provides patent intelligence, IP strategy, claim charting, Evidence of Use analysis, portfolio mining, white space analysis, patent valuation, technology landscape mapping and licensing campaign support services to clients globally. This Privacy Policy explains how we collect, use, disclose, store and protect personal data obtained through our website, client engagements and business communications, and describes the rights available to individuals under applicable data protection laws, including India's Digital Personal Data Protection Act, 2023 ("DPDP Act"), the EU/UK General Data Protection Regulation ("GDPR") and the California Consumer Privacy Act as amended by the California Privacy Rights Act ("CCPA/CPRA").

By engaging with our website or services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with the practices described here, please do not use our website or services.

2. Data Fiduciary / Controller Details

For the purposes of the DPDP Act, GDPR and CCPA/CPRA respectively, Cognizance acts as the Data Fiduciary / Data Controller / Business in respect of personal data described in this Policy. Our contact details are set out in Section 13 below.

3. Personal Data We Collect

• Identity and contact data: name, job title, company name, email address, phone number and postal address;
• Business and engagement data: correspondence, meeting notes and instructions relating to patent, licensing or IP-related projects;
• Technical and usage data: IP address, browser type and version, device identifiers, referring URLs, pages visited and time spent on our website;
• Communications data: records of correspondence via email, phone, LinkedIn or our website contact forms;
• Recruitment data: CVs, cover letters and related information if you apply for a position with us.

We do not intentionally collect special category / sensitive personal data through our website. Where such data is incidentally received during a client engagement, it is handled under the applicable engagement's confidentiality terms and this Policy.

4. How We Collect Personal Data

• Directly from you, when you fill out a contact form, request a consultation, or correspond with us;
• Automatically, through cookies, analytics tools and server logs when you visit our website;
• From third parties, such as professional networking platforms, business partners or publicly available sources.

5. Purposes and Legal Basis for Processing

• To respond to enquiries and provide requested information about our services;
• To negotiate, perform and manage client engagements;
• To communicate with clients and prospects, including marketing communications where consented to;
• To maintain and improve our website and analyse usage trends;
• To comply with legal, regulatory, tax and accounting obligations;
• To protect our legal rights and address fraud, security or technical issues;
• To evaluate applications for employment or engagement with us.

Under the DPDP Act, our processing is based on your consent or, where applicable, "legitimate uses" recognised under Section 7. Under the GDPR, our legal bases include performance of a contract, compliance with a legal obligation, our legitimate interests and consent, where required.

6. Consent and Notice under the DPDP Act

Where we rely on consent, we provide a clear notice describing the personal data to be collected and the purpose of processing, in plain language. You may withdraw consent at any time, with effect for future processing, by writing to us. Withdrawal will not affect the lawfulness of processing carried out before withdrawal.

7. Sharing and Disclosure

We do not sell personal data. We may share personal data with:

• Service providers and data processors bound by confidentiality and data protection obligations;
• Professional advisors, including legal, accounting and audit firms;
• Regulators, courts or government authorities where required by law;
• A successor entity in the event of a merger, acquisition or sale of business assets.

8. Cross-Border Data Transfers

As we serve clients globally, personal data may be transferred to, stored and processed in countries other than the country in which it was originally collected. Transfers outside India are made in accordance with the DPDP Act. Transfers of EU/UK data outside the EEA/UK rely on appropriate safeguards recognised under the GDPR, such as Standard Contractual Clauses or adequacy decisions.

9. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes described in this Policy, including satisfying legal, accounting or reporting requirements, or as required under client engagement terms.

10. Data Security

We implement reasonable technical and organisational measures designed to protect personal data against unauthorised access, alteration, disclosure or destruction, including access controls, confidentiality undertakings by personnel and secure handling of client-confidential IP information. No method of transmission or storage is entirely secure, and we cannot guarantee absolute security.

11. Your Rights

11.1 Rights under the DPDP Act (India)

• Right to obtain a summary of personal data processed and processing activities undertaken;
• Right to correction, completion and updating of your personal data;
• Right to erasure of personal data no longer necessary, subject to legal retention requirements;
• Right to grievance redressal;
• Right to nominate another individual to exercise your rights;
• Right to withdraw consent at any time.

11.2 Rights under the GDPR (EU/UK)

• Right of access, rectification and erasure;
• Right to restrict or object to processing;
• Right to data portability, where technically feasible;
• Right to lodge a complaint with your local supervisory authority.

11.3 Rights under the CCPA/CPRA (California)

• Right to know what personal information is collected, used and disclosed;
• Right to request deletion and correction, subject to certain exceptions;
• Right to opt out of the sale or sharing of personal information, we do not sell or share personal information for cross-context behavioural advertising;
• Right to non-discrimination for exercising any of the above rights.

12. Children's Privacy

Our website and services are directed at businesses and professionals and are not intended for individuals under the age of 18. We do not knowingly collect personal data from children.

13. Grievance Officer / Contact Details

Questions, requests or grievances regarding this Privacy Policy may be directed to: info@cognizanceip.com · +91-6283268638 · L445, Steel Strips Tower, Derabassi, Mohali (Punjab), India – 140507

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated effective date and, where changes are material, we will provide additional notice as appropriate.