The NovumIP Group (“NovumIP”) is an international law firm providing intellectual property (IP) advice. NovumIP is composed of a network of affiliates in Belgium, France, Germany, the Netherlands, the United Kingdom, Switzerland, Japan, Hong Kong and the United States. For more details of how to contact our companies and their subsidiaries, please visit the websites of Novagraaaf Nederlands B.V. and PAVIS GmbH.

NovumIP is careful to protect your privacy and to maintain the strictest confidentiality of the personal data that it collects from you and processes.

To that effect, NovumIP complies with European data protection law, in particular the European General Data Protection Regulation, Regulation No 2016/679 of 27 April 2016 (GDPR).

This Privacy policy (“privacy policy”) is intended to give the people concerned clear, simple and full information about how NovumIP, as data controller, collects and uses your personal data (“personal data”) and the means available to you to control that use and exercise your rights in relation to it.

In particular, the privacy policy describes how NovumIP collects and processes your personal data in the context of your visits to our website or other exchanges with us by email or by the post, in the context of our business relations with our clients or fellow professionals, or in the context of all other occasions on which you transmit your personal data to NovumIP, especially when you subscribe to our newsletter or at professional events.

  1. Collection of your personal data
  2. The purpose of processing your personal data
  3. Sharing of personal data
  4. Keeping your personal data secure
  5. Your rights
  6. Contact us
  7. Changes to this policy

1. Collection of your personal data

NovumIP may need to collect your personal data interacting with you directly:

  • When you contact us, via our website or by email or letter, to request a service or advice;
  • When you subscribe to our corporate newsletter, via our website;
  • When you come to our offices or take part in events organised by NovumIP or other professional events;
  • When we are sent speculative applications or replies to job advertisements.

Our companies and their subsidiaries also collect and process personal data on a daily basis in the context of their advisory activities and business relations with our clients and professional colleagues. For more information on their individual privacy policies, please visit:

NovumIP does not collect any personal data in the special categories listed in Article 9(1) of the GDPR, i.e. personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation

The personal data which we collect are:

  • Name;
  • Company;
  • Telephone number;
  • Email address;
  • Data included in speculative CVs.

NovumIP upholds the principles of “data minimisation”, “data protection by design” and “data protection by default “. We only collect information which is relevant, appropriate and limited to what is necessary for the purposes for which it is processed.

You are free to provide, or not provide, some or all of your personal data. However, the personal data you choose not to provide may limit your access to certain products or services offered by NovumIP.

2. The purpose of processing your personal data

The personal data collected by NovumIP is to undergo computer processing intended to manage your request and ensure that it is followed up. The data recipients are the people responsible for receiving requests sent to NovumIP via its website, and the people best able to respond to your request, depending on the kind of request.

NovumIP processes your personal data in the situations permitted by the applicable rules, for some of the following purposes:

  • When you ask NovumIP a question using the contact form on our website, in order to answer that question;
  • If you have subscribed to our newsletter, in order to send you NovumIP updates;
  • If you answer a job advertisement or send a speculative application, so that NovumIP can If you have a request, in order to deal with it;
  • In order to comply with NovumIP’s legal and regulatory obligations.

NovumIP guarantees that your data will be processed lawfully in compliance with the requirements listed in Article 6 GDPR. According to that article, the processing of personal data is lawful to the extent that one of the following requirements is satisfied:

  • The processing is necessary for the conclusion or performance of a contract with NovumIP

NovumIP processes your personal data so that it can perform a contract concluded with you. NovumIP also processes your personal data before concluding a contract, so that the contractual relationship can be entered into. In particular, NovumIP processes your personal data to respond to queries and information requests, received via our website’s contact form or by email, in relation to our services, to register you as a client, to send you specific offers when asked to do so, to process your payment information, or to respond to speculative applications or process applications for employment.

  • Legitimate interests pursued by NovumIP or a third party

NovumIP processes your personal data to pursue its legitimate interests or the legitimate interests of third parties. In particular, NovumIP processes your personal data where a client relationship has been established between NovumIP and you, to manage and develop this relationship. This includes providing legal and administrative services and any other services required for the performance of this relationship. This also includes communicating with you to keep you abreast of the latest corporate developments, news, and other information about NovumIP’s services, events, and other activities, to invite you to take part in client satisfaction surveys, to send you our newsletter as well as other occasional promotional information. On the basis of NovumIP’s legitimate interest, we also process your personal date to manage access to our premises and for security purposes.

  • The data subject consents to NovumIP processing his or her personal data

In specific cases, the processing of personal data is only allowed if you have provided NovumIP with your consent. You can withdraw your consent at any time. When consent is required, NovumIP will only send you marketing related information after you have opted in to receive those communications. Moreover, NovumIP will ensure that it provides the opportunity for you to opt out at any time from these communications.

  • Compliance with NovumIP’s legal obligations

NovumIP processes personal data in order to comply with its legal obligations. Those legal obligations are defined in national and/or international law and in national rules issued by the competent national supervisory authorities and can include maintaining records, compliance checks, or screening and recording for tax, social, or security objectives.

3. Sharing of personal data

NovumIP may share the personal data it collects via its website internally with businesses Novagraaf and PAVIS, and their respective offices and subsidiaries in Belgium, France, Germany, the Netherlands, Switzerland, the United Kingdom, Japan, Hong Kong, and the United States.

NovumIP may employ the services of third parties to support us with certain tasks, such as internet technical support or marketing automation. In order to do so, we may also share your data with our third-party service providers, so that they can perform services on our behalf.

NovumIP uses service providers (e.g. translators, designers, website developers, etc.) who may also need to process the personal data strictly necessary to carry out the services we ask of them (assignment, electronic and postal dissemination, logistics, etc.).

NovumIP does not sell, lease, share, or otherwise transfer your personal data to third parties.

4. Keeping your personal data secure

NovumIP takes care to protect and secure your personal data in order to ensure that they are kept confidential, and to prevent them from being distorted, damaged, destroyed or disclosed to unauthorised third parties.

Under the applicable European rules, in the event that a personal data breach is found which is capable of causing a high risk to the rights and freedoms of data subjects, NovumIP will notify that breach to the competent national supervisory authority and, where required by the European rules, to the data subjects (individually or collectively depending on the circumstances).

NovumIP keeps your personal data for the time necessary to perform the agreed purposes, subject to its legal rights to archive some data, its obligations to keep certain data and/or to the fact that it can anonymise data.

In addition, the firm’s website may offer links to third-party websites which may be of interest to you. NovumIP has no control over the contents of those third-party websites or what those third parties do with any personal data they may gather.

NovumIP therefore cannot be held liable for the processing of your personal data by those third parties, which is not subject to the privacy statement. You are responsible for finding out about those third parties’ data protection policies.

5. Your rights

Under Regulation (EU) No 2016/679 of 27 April 2016, from the time it comes into force on 25 May 2018, you will have rights of access, amendment, opposition and erasure over information about you, and the right to know and receive that information. You can exercise your rights by emailing info@novumip.com or writing to:

Novum IP GmbH & Co. KG
c/o Paragon Partners GmbH
Leopoldstrasse 10
80802 Munich
Germany

specifying in the subject line of the email or letter “Personal rights” and enclosing a copy of your identity document. You can also object to your data being processed and to your data being used for marketing purposes.

NovumIP undertakes to respond as soon as possible, and in any event within one month from receiving your request.

When necessary, that period may be extended by two months, having regard for the number and complexity of requests sent to NovumIP. Where that occurs, you will be informed of that extension and the reasons for it.

If NovumIP does not act on your request, it will inform you of the reasons for doing nothing and you will be entitled to make a complaint to a supervisory authority and/or to bring court proceedings.

  • Right to information about the processing of your personal data

NovumIP endeavours to provide you with concise, comprehensible and easily accessible information in clear and simple terms about how your personal data are processed.

  • Right of access, rectification and erasure of your personal data

The right of access enables you to obtain confirmation from NovumIP that your personal data are or are not processed, and where they are, to access them or obtain a copy of them.

You are also entitled to have NovumIP rectify your personal data, within 30 days.

Lastly, subject to the exceptions under the applicable law (e.g. retention of data necessary to comply with a legal obligation), you are entitled to request NovumIP to erase your personal data as soon as possible, where one of the following grounds applies:

  • Your personal data is no longer necessary for the purposes for which it was collected or otherwise processed;
  • You wish to withdraw your consent where that consent was the basis for processing your personal data when there is no other basis justifying that processing;
  • You believe and are able to show that your personal data have been processed unlawfully;
  • Your personal data must be erased pursuant to a legal obligation.
  • Right to personal data portability

Where processing is based on your consent or on a contract, the portability right enables you to receive the personal data you have provided to NovumIP in a structured, commonly used format and to transmit those data to another controller without hindrance from NovumIP.

Where it is technically possible to do so, you can request that those personal data be transmitted directly by NovumIP to another data controller.

  • Right to withdraw consent to the processing of personal data

Where NovumIP processes your personal data on the basis of your consent, you can withdraw that consent at any time using the means made available to you for that purpose. Under the applicable law, however, withdrawing your consent is not retrospective and cannot therefore affect the lawfulness of processing carried out before the withdrawal.

  • Right to make a complaint to a supervisory authority

If, notwithstanding NovumIP’s efforts to keep your personal data confidential, you believe that your rights have not been complied with, you have a right to make a complaint to a supervisory authority. You can find a list of supervisory authorities on the European Commission’s website.

6. Contact us

If you have any questions or would like further information about the collecting or processing of your personal data by NovumIP, don’t hesitate to contact us using the contact form or by writing to us at info@novumip.com.

7. Changes to this policy

NovumIP reserves the right to change its confidentiality and personal data protection policy. You can find the latest version on this page. We encourage you to look at this page regularly to make sure that you are still happy with our confidentiality policy. The last version was updated on 29 November 2019.