Policies and governance : 15 Documents


IP Federation Data Privacy Policy – members

Document No: PUB 2/19 Posted: 21 October 2019
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.

IP Federation Data Privacy Policy – employees

Document No: PUB 1/19 Posted: 21 October 2019
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

Document No: PUB 2/18 Posted: 22 June 2018
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

Document Retention and Destruction Policy

Document No: PUB 1/18 Posted: 15 March 2018
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.

Health, Safety and Environment Policy

Document No: PUB 1/17 Posted: 16 October 2017
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.

Policy Advisors Policy

Document No: PUB 4/16 Posted: 19 July 2016

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.

President and VPs Election Policy

Document No: PUB 3/16 Posted: 13 June 2016

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.

IP Federation Equal Opportunities Policy

Document No: PUB 1/16 Posted: 13 June 2016

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.

Travel Policy

Document No: PUB 4/15 Posted: 23 December 2015
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.

IP Federation Solicitor Associates Policy

Document No: PUB 3/15 Posted: 17 November 2015

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.

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