Who is responsible for your data
Personal data processed through trademarking.ai is controlled by the administrator of the trademarking.ai service (in this policy "we", "us" or "Trademarking"). You can reach us about anything in this policy at [email protected]. We answer privacy requests in writing, to the address the request came from.
What data we collect
Account data
When you create an account we collect your email address, a password (stored only as a one-way hash) and, if you add them, your name and the name of your workspace. When you invite team members we store their email addresses so the invitations can be delivered.
Billing data
When you subscribe, the payment operator collects your card details directly on its secure checkout page. We never see or store the full card number. We receive and keep the plan, the billing period, the amount, the payment status, the country of the card and, if you enter them, company details and a tax number for your invoice.
Trademark work data
We store what you enter to do the work you ask for: names you search, territories and classes you choose, descriptions of goods and services, marks you add to monitoring or to your portfolio, owner details you enter for a filing preparation, documents you upload and the notes you write. Owner details may include the name and address of the applicant, because trademark offices require them on an application.
Usage and technical data
Our servers record technical data needed to run and secure the service: IP address, browser type, the pages and actions requested, timestamps and error reports. We use these records to keep the service working, to enforce plan limits and to detect abuse. We do not build advertising profiles from them.
Public registry data
Search results, watch alerts and portfolio records contain data published by trademark offices in their public registries, such as the name of a trademark owner or applicant and their representative. We process this data to show you the source record, and the office remains the source of it.
Why we use your data and on what legal basis
- To provide the service you signed up for: running searches, preparing filings, monitoring marks, sending alerts and reminders, managing your portfolio and your team. Legal basis: performance of the contract with you.
- To bill you and keep accounting records: invoices, payment history and tax records. Legal basis: performance of the contract and our legal obligations under tax and accounting law.
- To send service messages: sign-in codes, security notices, plan and billing notices, watch alerts and deadline reminders. Legal basis: performance of the contract.
- To keep the service secure: preventing fraud, abuse of plan limits and unauthorised access, and investigating payment disputes. Legal basis: our legitimate interest in protecting the service and its users.
- To improve the product: aggregated statistics about which features are used. Legal basis: our legitimate interest. These statistics do not identify you.
We do not sell your data and we do not share the names you search with anyone. Your searches stay private to your workspace.
Who receives your data
We use a small number of service providers who process data on our behalf under written agreements that limit them to our instructions and require appropriate security. We describe them by category:
- Hosting provider in the EU, which runs our servers and databases.
- Payment operator, which processes card payments, handles authentication such as 3D Secure and keeps its own record of each transaction.
- Email delivery provider, which delivers sign-in codes, alerts, reminders and billing messages.
- AI model provider, which processes the text needed for features that use language models on paid plans, such as goods and services wording, conflict explanations and draft documents. We send only the text the feature needs and the provider does not use it to train its models.
When you ask us to, we also share data with people you choose: team members you invite, clients you share a report with, and a partner attorney you engage for a filing. We disclose data to public authorities only when the law requires it.
Transfers outside the European Economic Area
Our main infrastructure is in the European Union. Some providers may process data outside the EEA. Where that happens, the transfer relies on an adequacy decision of the European Commission or on the standard contractual clauses approved by the Commission, together with additional safeguards where they are needed.
How long we keep data
- Account and trademark work data: for as long as your account exists. After you delete the account we remove this data within 30 days, except backups, which are overwritten within a further 30 days.
- Billing records and invoices: for the period required by tax and accounting law, usually five to ten years depending on the country.
- Server logs: up to 90 days, longer only when a record is needed to investigate a specific security incident or payment dispute.
Your rights
Under the GDPR and similar laws you have the right to access your data, to correct it, to delete it, to restrict or object to its processing, and to receive the data you gave us in a portable format. Where we rely on legitimate interest you can object at any time. You can also lodge a complaint with the data protection authority in your country.
Most of these rights you can exercise yourself in the workspace: edit your profile, export your portfolio and reports, or delete your account in the profile settings. For anything else, write to [email protected]. We answer within one month.
If you are a California resident, you have the right to know what personal information we collect, to request its deletion and to not be discriminated against for exercising these rights. We do not sell or share personal information for cross-context behavioural advertising.
Security
Data is encrypted in transit and at rest. Access to production systems is limited to the people who run the service and is logged. Passwords are hashed, sign-in can be protected with two-factor authentication, and the Agency plan supports single sign-on and an audit log of actions in the workspace.
Cookies
We use only strictly necessary cookies. The details are in our cookie policy.
Children
Trademarking is a service for businesses and adults. We do not knowingly collect data from anyone under 16.
Changes to this policy
When we change this policy in a way that matters for you, we tell account owners by email before the change takes effect. The current version is always on this page.