Governance Policies

Policies

For the key documents relating to IP Federation governance, click on the following links:

Resolutions of the IP Federation Council February 2023, passed on 1o February 2023 with immediate effect, to –
  • clarify that an application for membership may be in the form of an e‑mail request; and
  • change the registered office address to 2nd Floor, Halton House, 20-23 Holborn, London EC1N 2JD
Resolution of the IP Federation Council September 2020, passed on 11 September 2020 with immediate effect, to –
  • add the Communication Committee to the list of Federation open committees; and
  • correct the postcode in the registered office address to read WC1X 8LU.
Resolution of the IP Federation Council June 2020, passed on 12 June 2020 with immediate effect, to –
  • amend the definition of a quorum; and
  • further define “majority”.
Resolution of the IP Federation Council March 2020, passed on 13 March 2020 with immediate effect, to designate the following committees of the Federation open committees:
  • Copyright and Design Committee
  • Data and Copyright Committee
  • Licensing and Competition Law Committee
  • Litigation Committee
  • Patent Committee
  • Trade Mark Committee
The Federation collects, processes, and uses data relating to representation of members of the Federation, past or potential membership of the Federation or appointment as policy advisor or consultant. We also collect data on individuals who visit our website. The data we hold on individuals typically includes:
  1. Contact details such as names, job title, employer name, office addresses, telephone and fax numbers, email and website addresses.
  2. Financial data provided by individuals to enable reimbursement of expenses by the Federation such as bank account name, number and sort code.
  3. Activity data on member representatives or policy advisors relating to participation in meetings or committees or any offices or positions held.
  4. Personnel data: where appropriate the Federation records data about the people we employ, have employed or otherwise worked with, either directly or in the capacity of contractors or consultants.
  5. Website and communication data relating to use of our website.
  6. Data about your communications with us.
The Federation collects, processes, and uses data on employees typically relating to:
  1. Contact details such as names, job title, home addresses, telephone numbers, email addresses.
  2.  Bank details such as bank account name, number and sort code to enable payment of salaries and related payments.
  3. Contracts of employment including working hours, annual salary, potential and actual bonuses and any other payments made.
  4. Attendance records, annual leave and performance reviews.
  5. Sickness records and any reasons given for sickness absence.
  6. Any disciplinary proceedings, formal or informal.
Resolution of the IP Federation Council June 2018, passed on 8 June 2018 with immediate effect, to change registered office to 60 Gray’s Inn Road London WC1X 8AQ
This policy provides for the systematic review and retention of documents received or created by IP Federation in connection with the transaction of organisation business. This policy covers all records and documents, regardless of physical form, and contains guidelines for how long certain documents should be kept and the method by which, following expiry of the relevant retention period, records should be destroyed (unless under a legal hold). The policy is designed to ensure compliance with UK laws and regulations, to eliminate accidental or innocent destruction of records, and to facilitate IP Federation’s operations by promoting efficiency and freeing up valuable storage space.
The IP Federation is committed to providing a safe working environment for its staff and members that supports accident prevention, minimises exposure to health risks and safeguards the environment.

The IP Federation recognises and values the ongoing contributions made by many of its former member representatives, some of whom have previously continued to be part of the Federation as elected vice-presidents. The title of “vice-president” is now reserved for specific positions within the Federation and is therefore no longer available for other purposes. The Federation wishes to create a new class of associate to which former member representatives who continue to contribute to the ongoing work of the Federation may belong. This type of associate is called a “policy advisor”. This policy is intended to set out the principles by which the Federation selects and engages with its policy advisors.

The IP Federation relies heavily on the work carried out on its behalf by the president. The Federation recognises that the burden of the office of president could be eased by appointing vice-presidents to assist with the duties of the president. The Federation also recognises that there is benefit to be had in continuity as far as the office of president is concerned. This policy sets out the process by which the Federation intends to select and appoint presidents and vice-presidents.

The IP Federation is committed to promoting diversity and to providing equal opportunities for all staff and job applicants. We acknowledge the unique contribution that all individuals can make. We do not discriminate against staff on the basis of their gender, sexual orientation, pregnancy, maternity, paternity, marital or civil partner status, gender reassignment, race, colour, ethnic or national origin, religion or belief, disability, age or any other inappropriate or irrelevant criteria or distinction. We aim to create an inclusive working environment in which all individuals are able to fulfil their potential and make use of their skills, free from discrimination or harassment, and in which all decisions are based on merit.

The IP Federation allocates a part of its budget each year to support travel by members’ representatives on its behalf. Typically, such travel is to meet with government or patent office representatives or other professional bodies to put forward Federation views or to gain information or insights on behalf of the Federation. This Travel Policy describes the mechanism by which the IP Federation monitors and allocates this budget and approves such travel.

The IP Federation values the contributions made by its solicitor associates. This policy is intended to set out the principles by which the Federation selects and engages with its solicitor associates.

The Federation is reliant on the subscriptions paid by its members and other contributing parties in order to carry out the objects set out in the Articles of Association. This policy sets out the process which will be followed in the event that a subscription is not paid within a specified period of that subscription becoming due.
The IP Federation fully recognises that bribery is a scourge that must be eliminated in all business and political dealings. Not only is bribery wrong, but the slightest hint or accusation of bribery could put at risk the integrity and reputation of the Federation on which its existence and influence depends. The Federation is fully committed to the implementation of the Bribery Act 2010 (“the Act”) which introduced an offence which can be committed by commercial organisations which fail to prevent persons associated with them from carrying out acts of bribery on their behalf. The Federation has taken note of the Ministry of Justice Guidance Note under Section 9 of the Act and believes that, by implementing this policy, it will have in place “adequate procedures” as specified in section 7(2) of the Act. We believe that these procedures also meet Principles 1 to 6 of the Guidance Note.
Terms of reference of the Governance Committee of the IP Federation, adopted by resolution passed at a meeting of council on 19 October 2012 and revised at a meeting of council on 14 November 2014  

Resolutions of the IP Federation Council October 2012,  passed on 19 October 2012 with immediate effect: 

  1. Delegation of council’s power on policy positions in cases of urgency
  2. Open committees
  3. Terms of reference of the governance committee
  4. Quorum in council meetings
     
Articles of Association of the IP Federation, adopted by special resolution passed at the ninety-third Annual General Meeting on 13 July 2012 with effect from 18 October 2012