Our Privacy
Policy

Privacy Policy

Policy version: 1 April 2023

About us and our contact details

We are Panoramix Limited, a company registered in England and Wales under company number 11903869 and registered office at 344-354 Gray’s Inn Road, London WC1X 8BP. We are regulated by the Intellectual Property Regulation Board (IPReg). (we, our or us).

You can contact us by writing to us at our office address, or emailing info@panoramixip.co.uk.

As further set out in this privacy policy, we may collect and process certain personal data (meaning information which relates to an identified or identifiable individual) about you. When we do so we are subject to the UK Data Protection Act 2018, the UK GDPR (being the EU General Data Protection Regulation 2016/679 in the form retained in UK law after Brexit) and any other applicable data protection and privacy laws (Data Protection Laws). .

We are registered as a data controller with the Information Commissioner’s Office (ICO) under registration number ZB113806.

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or a relevant regulator in the event you have a complaint.

Given the nature of our work and website, we do not expect to collect the personal data of anyone under 16 years of age. If you are aware that any personal data of anyone under 16 years of age has been shared with us please let us know so that we can delete that data.

This privacy policy is divided into the following sections:

What this policy applies to
Personal data we collect about you
How your personal data is collected
How and why we use your personal data
Marketing
Who we share your personal data with
How long your personal data will be kept
Transferring your personal data out of the UK
Cookies
Your rights
Keeping your personal data secure
How to complain
Changes to this privacy policy

What this policy applies to

This privacy policy relates to how we collect and process your personal data in the context of providing legal services to you, as well as your use of our website (www.panoramixip.co.uk) and any other ways that we interact.

Throughout our website we may link to other websites owned and operated by certain trusted third parties to make additional products and services available to you. Those other third-party websites may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to these other third-party websites, please consult their privacy policies as appropriate.

Personal data we collect about you

The personal data we collect depends upon the particular activities carried out. Predominantly this will relate to our work for our clients and other individuals involved with matters that we advise on (for example representatives, employees and officers of corporate clients, counterparties and other professional advisers).

We may collect and use the following types of personal data about you:

contact information (such as name, address, email address and telephone number);
information to check and verify your identity (such as date of birth);
your billing information, transaction and payment card or other payment method information;
bank account and payment details;
details of any information, feedback or other matters you give us by phone, email, post or via social media;
your professional online presence (such as LinkedIn profile);
information about the services we provide to you;
photographs, images, video and voice recordings (for example in connection with client web meetings and conference calls);
marketing and communications data, including your preferences in receiving marketing from us and your communication preferences.

We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below.

How your personal data is collected

We collect personal data from you:

in the process of carrying out work for you where we will in most instances act as a controller;
when we communicate with you by email or other electronic correspondence, by telephone or using video conferencing software;
when you send us information, such as when you fill out a form on our website, contact us (including via email), send us feedback, or make a request to purchase products or services via our website; and
indirectly, such as your browsing activity while on our website; we will usually collect information indirectly using the technologies explain in the section on ‘Cookies’ below.

How and why we use your personal data

Under Data Protection Laws, we can only use your personal data if we have a proper reason, e.g.,:

to comply with our legal and regulatory obligations;
for the performance of a contract with you or to take steps at your request before entering into a contract, or
for our legitimate interests or those of a third party

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us.

In limited circumstances, we may use personal data on the basis of your consent (for example before sending third party direct marketing communications to you via email). If so, we will always clearly ask for your specific and informed agreement to this. You are free to refuse or withdraw your consent and we will inform you as to what (if any) consequences your refusal or later withdrawal might have.

The table below explains what we use your personal data for and why.

What we use your personal data for	Lawful basis for processing including basis of legitimate interest
Create and manage your account with us	For our legitimate interests or those of a third party, i.e., to be as efficient as we can so we can deliver the best service to you at the best price
Providing products and services to you, including checking that we can act for you on the specific matter	To perform our contract with you or to take steps at your request before entering into a contract To comply with our legal obligations (including any professional obligations imposed by our regulator). To pursue our legitimate interests in operating and promoting the success of our firm, or to pursue the interests of our clients in receiving legal advice
Conducting checks to identify you and verify your identity or to help prevent and detect fraud against you or us	To comply with our legal and regulatory obligations
To enforce legal rights or defend or undertake legal proceedings	Depending on the circumstances: To comply with our legal and regulatory obligations In other cases, for our legitimate interests or those of a third party, i.e., to protect our business, interests and rights or those of others
Customise our website and its content to your particular preferences based on a record of your selected preferences or on a record of your selected preferences	Depending on the circumstances: Your consent as gathered by the separate cookies tool on our website —see ‘Cookies’ below Where we are not required to obtain your consent and do not do so, for our legitimate interests or those of a third party, i.e., to be as efficient as we can so we can deliver the best service to you at the best price
Retaining and evaluating information on your recent visits to our website and how you move around different sections of our website for analytics purposes to understand how people use our website so that we can make it more intuitive or to check our website is working as intended	Depending on the circumstances: Your consent as gathered by the separate cookies tool on our website]—see ‘Cookies below Where we are not required to obtain your consent and do not do so, for our legitimate interests or those of a third party, i.e., to be as efficient as we can so we can deliver the best service to you at the best price
Communications with you not related to marketing, including about changes to our terms or policies or changes to the products and services or other important notices	Depending on the circumstances: To comply with our legal and regulatory obligations In other cases, for our legitimate interests or those of a third party, i.e., to be as efficient as we can so we can deliver the best service to you at the best price
Protecting the security of systems and data	To comply with our legal and regulatory obligations We may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests or those of a third party, ie to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us
Statistical analysis to help us manage our business, e.g., in relation to our financial performance, customer base, product range or other efficiency measures	For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service to you at the best price
Updating and enhancing customer records	Depending on the circumstances: To perform our contract with you or to take steps at your request before entering into a contract To comply with our legal and regulatory obligations Where neither of the above apply, for our legitimate interests or those of a third party, eg making sure that we can keep in touch with our customers about existing orders and new products
Disclosures and other activities necessary to comply with legal and regulatory obligations that apply to our business, e.g., to record and demonstrate evidence of your consents where relevant	To comply with our legal and regulatory obligations
Marketing our services to existing and former customers	For our legitimate interests or those of a third party, i.e., to promote our business to existing and former customers See ‘Marketing’ below for further information
External audits and quality checks, eg for the audit of our accounts	For our legitimate interests or a those of a third party, i.e., to maintain our accreditations so we can demonstrate we operate at the highest standards
We may need to share your personal data with members of our group and third parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency In such cases information will be anonymised where possible and only shared where necessary	Depending on the circumstances: To comply with our legal and regulatory obligations In other cases, for our legitimate interests or those of a third party, i.e., to protect, realise or grow the value in our business and assets

See ‘Who we share your personal data with’ for further information on the steps we will take to protect your personal data where it needs to be shared with others.

Marketing

We may use your personal data to send you updates (by email, text message, telephone, or post) about our products and services, including exclusive offers, promotions or new products and services.

We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you marketing information. However, where consent is needed, we will ask for this separately and clearly.

You have the right to opt out of receiving marketing communications at any time by contacting us at info@panoramixip.co.uk

We may ask you to confirm or update your marketing preferences if you ask us to provide further products and services in the future, or if there are changes in the law, regulation, or the structure of our business.

We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.

For more information on your rights to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.

Who we share your personal data with

Personal data you provide to us will be kept private and confidential in accordance with our obligations under Data Protection Laws and our professional obligations of confidentiality. We routinely share personal data with the following parties where required:

third parties we use to help deliver our products and services to you, eg payment service providers, patent and trademark offices, foreign attorneys.
other third parties we use to help us run our business, eg marketing agencies or website hosts and website analytics providers

These third parties will only process personal data (which may include your information) on our behalf for specified purposes and in accordance with our (or our service provider’s) strict instructions.

We only use third party service providers who have provided sufficient guarantees, as required by Data Protection Laws, that your personal data will be kept safe. We always ensure there is a written contract in place which protects your personal data and prevents it from being used for any purpose other than providing services to our firm, in accordance with Data Protection Laws.

We or the third parties mentioned above may occasionally also need to share personal data with:

external auditors, e.g., in relation to the audit of our accounts, in which case the recipient of the information will be bound by confidentiality obligations
professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations
law enforcement agencies, courts, tribunals, and regulatory bodies to comply with our legal and regulatory obligations
other parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible, however, the recipient of the information will be bound by confidentiality obligations

If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).

How long your personal data will be kept

We will not keep your personal data for longer than we need it for the specific purpose for which it is used.

Different retention periods apply for different types of personal data.

Transferring your personal data out of the UK

It is sometimes necessary for us to share your personal data to countries outside the UK. In those cases, we will comply with applicable UK laws designed to ensure the privacy of your personal data.

For example, we will transfer your personal data to:

our service providers located outside the UK;
governmental bodies located outside of the UK.

Under Data Protection Laws, we can only transfer your personal data to a country outside the UK where:

the particular country is deemed to provide an adequate level of protection of personal data.
there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you, such as standard data protection clauses; or
a specific exception applies under relevant Data Protection Law.

Any changes to the destinations to which we send personal data or in the transfer mechanisms we use to transfer personal data internationally will be notified to you in accordance with the section on ‘Change to this privacy policy’ below.

Cookies

A cookie is a small text file which is placed onto your device (eg computer, smartphone or other electronic device) when you use our website. We use cookies on our website. These help us recognise you and your device and store some information about your preferences or past actions.

For further information on cookies, our use of cookies, when we will request your consent before placing them and how to disable them, please see our Cookies Policy.

Your rights

You generally have the following rights, which you can usually exercise free of charge:

Access to a copy of your personal data	The right to be provided with a copy of your personal data
Right to rectification	The right to require us to correct any mistakes or gaps in your personal data
Erasure (also known as the right to be forgotten)	The right to require us to delete your personal data in certain situations
Restriction of use	The right to require us to restrict use of your personal data in certain circumstances, e.g., if you contest the accuracy of the data
Data portability	The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations
To object to use (processing)	The right to object: at any time to your personal data being used for direct marketing (including profiling) in certain other situations to our continued use of your personal data, e.g., where we use your personal data for our legitimate interests.
Not to be subject to decisions without human involvement	The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you We do not make any such decisions based on data collected from you.

For further information on each of those rights, including the circumstances in which they apply and circumstances in which they do not apply, please contact us. You may also find it helpful to refer to the guidance from the UK’s Information Commissioner on your rights under Data Protection Laws (www.ico.org.uk).

If you would like to exercise any of those rights, please contact us. When contacting us please:

provide enough information to identify yourself (e.g., your full name, address and customer or matter reference number) and any additional identity information we may reasonably request from you, and
let us know what right you want to exercise and the information to which your request relates.

Keeping your personal data secure

We have appropriate security measures to prevent personal data from being accidentally lost or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. They will only process your personal data on our instructions, and they are subject to legal and contractual confidentiality obligations.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

Please contact us if you have any query or concern about our use of your information. We hope we will be able to resolve any issues you may have.

You also have the right to make a complaint at any time with the Information Commissioner, the UK regulator for data protection issues (www.ico.org.uk).

Changes to this privacy policy

We may change this privacy policy from time to time when we make significant changes we will take steps to inform you, for example via email.

Our Privacy Policy

Privacy Policy

Our Privacy
Policy