Privacy Policy

This Privacy Policy explains how IPVectors Inc. (“IPVectors”, “we”, “us”) collects, uses and shares information when you use our website at ipvectors.com, our IPVectors Reporter service, and our IPVerifier add-in for Microsoft Word (together, the “Services”).

1. Information we collect

Information you give us

• Account and registration information: your name, email address, company name, and, if you provide them, your phone number and company address. Your password is stored only as a one-way cryptographic hash.
• License acceptance records: the version of the End User License Agreement and data-handling terms you accepted, with the date, time and the name and email you entered.
• Requests and correspondence: information you send when you request a sample report, contact us, or ask for support.
• Orders: if you buy from our website shop, your order details. Payments are handled by our payment processor; we do not receive or store your full card number.

Content you submit for processing

• Reports and documents: the patent analysis reports you open in IPVerifier, the sections you select for audit, and any Office Action text you paste.
• Patent and application numbers you enter.
• Your AI license keys, if you add your own keys to IPVerifier. We store them in encrypted form and use them only to run the operations you request.

Information collected automatically

• Usage and log data: sign-in times, the features you use, the audits you run and their results, error reports, IP address, and browser or device type.
• Cookies on our website: we use cookies to analyze website traffic and improve the site. See section 5.

We do not ask for, and you should not submit, sensitive personal information about individuals through the Services.

2. How we use information

We use the information above to:

• create and manage your account, verify your email address, and sign you in;
• provide the Services, including running the audits and analyses you request;
• enforce usage limits and our license terms, and prevent abuse and fraud;
• keep a history of your audits so you can return to them;
• respond to your requests and provide support;
• send service messages, such as verification emails, password resets and deadline reminders you set up;
• send product news, only if you have opted in, and you can opt out at any time;
• maintain, secure and improve the Services; and
• comply with the law.

We do not use the reports or documents you submit to train artificial intelligence models, and we do not sell personal information. IPVerifier can retain the corrections a reviewer makes and use them to improve later results for the same account only where that account has given express consent. Consent is optional and may be withdrawn at any time; where it is not given, corrections are used to complete the work in hand and not to improve later results. The record of that choice is hashed and stored under the same controls as other client confidential information.

3. AI providers and other service providers

To perform an audit, IPVerifier sends the relevant parts of your report and the source text it is checked against to third-party AI providers. These providers process that content on our behalf, or on yours when you use your own license keys:

• Anthropic
• Google
• OpenAI
• xAI

We use these providers through their business API services, under terms stating that content sent through the API is not used to train their models. Each provider’s own terms and privacy policy govern its handling of the content. IPVerifier’s Security tab shows our understanding of each provider’s data-handling commitments. That description reflects the providers’ published commitments and is not an audit or a guarantee.

We also use these service providers:

Provider	What it does for us	Information involved
Google Cloud	Hosts the Reporter and IPVerifier services and their data, in Singapore	Account data, content, logs
Lens.org and the United States Patent and Trademark Office	Supply public patent text and file records	The patent or application numbers you look up
Twilio SendGrid	Sends our email	Your name and email address, message content
GoDaddy	Hosts our website, shop and website analytics	Website visits, orders, form submissions
Microsoft	Distributes the IPVerifier add-in through its marketplace	Microsoft’s own records of your download; we do not receive your Microsoft password

4. How we share information

We share information only:

• with the service providers and AI providers described above, to provide the Services;
• with your organization, if your account is provided or administered by it;
• when required by law, or to protect the rights, safety or property of IPVectors, our users or others;
• in connection with a merger, acquisition or sale of assets, in which case this Policy continues to apply to your information until you are told otherwise; and
• with your consent.

5. Cookies

Our website uses cookies to measure traffic and to improve your experience, and for sign-in and the shopping cart if you use them. When you first visit, a banner asks you to accept analytics cookies. You can also block or delete cookies in your browser settings; some parts of the site may then not work.

The IPVerifier add-in does not use advertising cookies. It stores your sign-in token and a few preferences in the add-in’s local storage on your device.

6. Confidential and unpublished matters

You decide what content to submit. Before you submit material that is confidential, privileged, or relates to an unpublished patent application, consider whether sending it to the AI providers listed above is consistent with your professional and contractual duties. IPVerifier retrieves patent file records only from public sources.

7. How long we keep information

• Account information: for as long as your account is open, and 90 days after it is closed.
• Reports, audit results and history: until you delete them or ask us to, and 12 months after your account is closed.
• License acceptance records and security logs: 7 years, because they are evidence of agreement and of account activity.
• Website analytics: 26 months.

We may keep information longer where the law requires it or to resolve disputes.

8. Security

We protect information with measures that include encryption in transit, storage of passwords as one-way hashes, storage of credentials in a dedicated secrets service, access controls, and audit logs. No system is perfectly secure. Tell us promptly at support@ipvectors.com if you believe your account has been compromised.

9. International transfers

IPVectors is based in the State of Washington, USA. Our services are hosted in Singapore, and our providers may process information in the United States and other countries. These countries may have data-protection laws that differ from those where you live. Where we transfer personal information out of the European Economic Area, the United Kingdom or Switzerland, we rely on the European Commission’s Standard Contractual Clauses, together with the UK International Data Transfer Addendum where the transfer is subject to UK law, and we apply additional safeguards where an assessment indicates they are needed.

10. Your choices and rights

You can:

• see and correct your account information by signing in or contacting us;
• ask us to delete your account and the content associated with it;
• opt out of product news by using the link in any such email or by contacting us; and
• decline analytics cookies on our website.

Depending on where you live, you may also have the right to obtain a copy of your personal information, to object to or restrict certain processing, and to complain to a data-protection authority. To make a request, contact us at support@ipvectors.com. We will not treat you differently for exercising these rights.

If you are a California resident, you may request the categories and specific pieces of personal information we have collected about you, the categories of sources, the purposes for collecting it, and the categories of third parties with whom we share it; you may request deletion or correction; and you may direct us not to sell or share your personal information. We do not sell personal information and we do not share it for cross-context behavioural advertising. You may use an authorised agent, and we will not discriminate against you for exercising these rights.

If you are in the European Economic Area or the United Kingdom, our legal bases for processing are: performance of the contract between us, to operate the Services and your account; our legitimate interests, to secure and improve the Services and to prevent misuse; your consent, where we ask for it, such as for marketing or for retaining reviewer corrections; and compliance with a legal obligation. Where we rely on consent you may withdraw it at any time. You have the right to access, correct, delete, restrict and port your personal information, to object to processing based on legitimate interests, and to complain to your local supervisory authority.

11. Children

The Services are for professional use and are not directed to children. We do not knowingly collect personal information from anyone under 16.

12. Changes to this Policy

We may update this Policy. We will post the new version here with a new effective date and, if the changes are significant, tell you by email or in the Services.

13. Contact us

IPVectors Inc.
1700 Seventh Ave., Suite 2100, Seattle, WA 98101, Washington, USA
Privacy questions: support@ipvectors.com
Support: support@ipvectors.com