Privacy Policy

Effective Date: 18 May, 2025

Last Updated: 18 May, 2025

Welcome to the Intellectual Property Office, Nigeria (IPO Nigeria) Website, and thank you for reviewing our (“the Office”, “we”, or “us”, “IPO Nigeria”) privacy policy.

This Privacy Policy explains how personal information and other data are collected, used, stored, processed, disclosed, and protected when users access or use the website, Portal and its associated services.

IPO Nigeria Website

We collect no personal information about you when you visit our website unless you choose to provide that information to us. Submitting personal information is voluntary. When you voluntarily submit information, it constitutes your consent to the use of the information for the purposes stated at the time of collection. See Nigeria Data Protection Act (NDPA) 2023 for more information on your rights under the Data Protection Act. Except for the purposes described below, no other attempts are made to identify individual users while on the IPO Nigeria website.

Information Collected and Stored Automatically

IPO Nigeria web servers automatically collect and save the default information customarily logged by web server software. Specifically, the date and time, the originating IP address, the object requested, and the completion status of the request is collected and saved for each http request received by the server.

On a monthly or more-frequent basis, we review this information to determine the traffic through the servers in hits, the number of pages served, and the level of demand for pages of interest. We may also analyse accesses to pages to determine problem areas of the website or to improve overall service. Information is retained as long as necessary to perform useful analysis.

For site security purposes and to ensure that IPO Nigeria web services remain available to all users, IPO Nigeria monitors network traffic to identify unauthorized attempts to upload or change information or otherwise cause damage. Unauthorized attempts to upload information or change information on this service are strictly prohibited and subject to prosecution under the Cybercrimes (Prohibition, Prevention, Etc) Act, 2015. Information also may be used for authorized law enforcement investigations.

IPO Nigeria Portal

The IPO Nigeria Portal (“Portal”) is committed to protecting user privacy and ensuring that all personal data is handled securely, responsibly, and in accordance with applicable data protection laws and regulations, including the:

• Nigeria Data Protection Act (NDPA)
• Nigeria Data Protection Regulation (NDPR)
• Other applicable governmental and regulatory frameworks

By accessing or using the Portal, users acknowledge that they have read, understood, and agreed to this Privacy Policy.

Scope of This Policy

This Privacy Policy applies to:

• Applicants
• Agents
• Representatives
• Staff users
• Support users
• Visitors accessing the Portal
• Any individual or organization using services provided through the Portal

This Policy applies to all services available through the Portal, including but not limited to:

• Trademark services
• Patent services
• Design services
• Journals
• Availability searches
• Online payments
• Support and ticketing services
• Dashboard notifications and communications

Information We Collect

The Portal may collect and process the following categories of information:

1. Personal Information

Including but not limited to:

• Full name
• Email address
• Phone number
• Residential or business address
• Nationality
• Identification information
• Organization or company details
• User role or account type

2. Account and Authentication Information

Including:

• Username
• Password credentials (encrypted)
• Login activity
• Authentication logs
• Session information

3. Application and Filing Information

Including:

• File numbers
• Trademark, Patent, and Design application data
• Uploaded documents
• Supporting evidence
• Payment references
• Application history and status updates

4. Payment Information

The Portal may process:

• Payment references
• Transaction identifiers
• Payment status information

The Portal does not store sensitive banking or card details directly unless explicitly stated through approved payment integrations.

5. Technical and Usage Information

Including:

• IP address
• Browser type
• Device information
• Operating system
• Access logs
• Date/time of access
• Usage activity within the Portal

6. Support and Communication Data

Including:

• Support tickets
• Chat communications
• Uploaded attachments
• Notifications
• Communication history with support teams

How Information is Collected

Information may be collected through:

• User registration forms
• Online application submissions
• Support interactions
• Payment processes
• File uploads
• Cookies and session technologies
• Automated system logs
• User dashboard activities

Purpose of Data Processing

Information collected through the Portal may be used for the following purposes:

1. Service Delivery

To:

• Process intellectual property applications
• Manage renewals, oppositions, appeals, and recordals
• Verify user identity
• Provide dashboard access and services

2. Communication

To:

• Send application updates
• Respond to support requests
• Provide notifications and alerts
• Communicate system updates or maintenance notices

3. Security and Fraud Prevention

To:

• Protect user accounts
• Monitor unauthorized access attempts
• Detect fraudulent or suspicious activity
• Maintain system integrity and security

4. System Administration and Improvement

To:

• Improve user experience
• Optimize portal performance
• Monitor service usage
• Conduct analytics and reporting

5. Legal and Regulatory Compliance

To:

• Comply with applicable laws and regulations
• Support lawful investigations or governmental directives
• Maintain required institutional records

Legal Basis for Processing

The Portal processes personal information based on:

• User consent
• Performance of public or institutional functions
• Compliance with legal obligations
• Legitimate institutional and operational interests

Data Sharing and Disclosure

Information may be shared:

• With authorized IPO Nigeria personnel
• With authorized technical and support service providers
• With payment processing partners
• Where required by law, regulation, court order, or governmental directive

The Portal does not sell personal information to third parties.

Data Security

The Portal implements reasonable administrative, technical, and organizational security measures to protect information against:

• Unauthorized access
• Unauthorized disclosure
• Loss or destruction
• Misuse
• Alteration

Security measures may include:

• Secure authentication systems
• Role-based access controls
• Encryption technologies
• Activity monitoring and logging
• Secure server infrastructure

User Responsibilities

Users are responsible for:

• Maintaining confidentiality of login credentials
• Providing accurate information
• Updating account information where necessary
• Ensuring uploaded documents comply with applicable laws
• Protecting devices used to access the Portal

Users should immediately report suspected unauthorized account access or security concerns through the official support channels.

Data Retention

Information will be retained:

• For as long as necessary to provide services
• To maintain institutional and legal records
• To resolve disputes
• To comply with regulatory and audit obligations

Retention periods may vary depending on:

• Application type
• Legal requirements
• Administrative policies
• Operational needs

Cookies and Tracking Technologies

The Portal may use cookies and similar technologies to:

• Maintain user sessions
• Improve system performance
• Enhance user experience
• Support security and authentication
• Analyse system usage

Further details are provided in the Portal’s Cookies Policy.

Third-Party Services

The Portal may integrate with or rely on third-party services including:

• Payment gateways
• Hosting providers
• Email or notification services
• Analytics or infrastructure tools

Such third parties may process information in accordance with their own privacy and security practices.

User Rights

Subject to applicable laws and regulations, users may have the right to:

• Request access to personal information
• Request correction of inaccurate information
• Request deletion where applicable
• Object to certain processing activities
• Withdraw consent where processing is consent-based

Requests may be subject to institutional, legal, or regulatory limitations.

International Data Transfers

Where necessary, data may be processed or stored using infrastructure or service providers located outside Nigeria, subject to reasonable safeguards and applicable legal requirements.

Children’s Privacy

The Portal is not intended for use by minors without appropriate authorization or supervision where applicable.

Changes to this Privacy Policy

The Office reserves the right to update or revise this Privacy Policy at any time. Updated versions will become effective upon publication on the Portal. Users are encouraged to review this Policy periodically.

Contact Information

For privacy-related inquiries, support requests, or concerns regarding this Privacy Policy, users may contact:

IPO Nigeria Portal Support

Support@iponigeria.com

Acceptance of this Policy

By accessing or using the Portal, users acknowledge that they have read and understood this Privacy Policy and agree to the collection and use of information as described herein.