Privacy Policy

1. Who we are

Patriva CI is operated by Patriva Ltd, a company incorporated in England and Wales. Our registered address is Oxford, United Kingdom. If you have any questions about this policy, please contact us at privacy@patriva.co.uk.

2. What data we collect

We collect and process the following categories of personal data:

• Account data: your name, email address, and job title when you create an account.
• Usage data: the actions you take within the platform, such as records reviewed, comments submitted, and watch configurations created.
• Authentication data: encrypted credentials used to verify your identity.
• Communication data: any correspondence you send to us via email or contact forms.

We do not collect payment information directly. Payment processing is handled by our third-party payment provider.

3. How we use your data

We use your personal data to:

• Provide and maintain the Patriva CI service.
• Authenticate your access and maintain the security of your account.
• Record reviewer activity and generate audit trails within the platform.
• Send you service-related communications, including account confirmations and product updates.
• Investigate and resolve technical issues.

We do not use your personal data for advertising, and we do not sell your data to third parties.

4. Legal basis for processing

We process your personal data on the following legal bases:

• Contract: processing necessary to provide the service you have subscribed to.
• Legitimate interests: maintaining platform security, preventing fraud, and improving the service.
• Legal obligation: where we are required to retain or disclose data by law.

5. Data storage and transfers

Your data is stored on servers operated by our infrastructure providers: Vercel (frontend hosting), Render (backend hosting), and Supabase (database). These providers are based in the United States and operate under Standard Contractual Clauses approved by the European Commission for transfers of personal data outside the UK and EEA.

All data is encrypted in transit using TLS and at rest using AES-256 encryption.

6. Data retention

We retain your personal data for as long as your account remains active. If you close your account, we will delete your personal data within 30 days, except where we are required to retain it for legal or regulatory purposes.

Reviewer activity logs are retained for the duration of your organisation's subscription and deleted within 90 days of subscription termination.

7. Your rights

Under UK GDPR and the Data Protection Act 2018, you have the following rights:

• The right to access the personal data we hold about you.
• The right to correct inaccurate or incomplete data.
• The right to request deletion of your data (subject to legal obligations).
• The right to restrict or object to processing.
• The right to data portability.

To exercise any of these rights, please contact us at privacy@patriva.co.uk. We will respond within 30 days.

8. Cookies

Patriva CI uses only essential cookies required for authentication and session management. We do not use tracking, analytics, or advertising cookies. No cookie consent banner is required for essential cookies under UK guidance.

9. Third-party sub-processors

We use the following sub-processors to deliver the service:

• Vercel Inc. (frontend hosting and content delivery)
• Render Services Inc. (backend API hosting)
• Supabase Inc. (database)
• Anthropic PBC (AI processing for patent assessment)
• EPO Open Patent Services (patent data retrieval)
• Lens.org / Cambia (patent data retrieval)

Each sub-processor is bound by data processing agreements consistent with UK GDPR requirements.

10. Changes to this policy

We may update this policy from time to time. We will notify you of material changes by email or by displaying a notice within the platform at least 14 days before the change takes effect. The current version of this policy is always available at patriva.co.uk/privacy.

11. Contact and complaints

If you have a concern about how we handle your personal data, please contact us in the first instance at privacy@patriva.co.uk.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by telephone on 0303 123 1113.