Privacy Policy

Website enquiries. When you contact us through the website contact form, we collect your name, organisation, and professional email address, along with the description of your requirement that you choose to provide.

Engagement materials. In the course of a confirmed engagement and following execution of a mutual NDA, we may receive project-specific materials including patent references, invention disclosures, claim sets, and instructions. These constitute Client Confidential Information under our internal policy and are subject to stricter protections than general contact data.

Website usage data. Our website may collect standard server log data (IP address, browser type, pages visited, referral URL) for security and performance purposes. We do not use third-party advertising trackers.

Every piece of information we handle is internally classified into one of three tiers. The classification determines what may ever be submitted to an AI tool:

We use the information you provide to respond to your enquiry, conduct the engagement you have contracted us for, and fulfil our legal and contractual obligations. We do not use client materials or enquiry data for marketing purposes without explicit consent.

AI tool use — the three conditions. Under our internal AI Usage & Client Data Protection Policy, AI tools may only assist retrieval across public patent databases and literature when all three of the following conditions are satisfied. Client confidential information is never submitted:

• The tool is on our current Approved Tools Register, having passed our vendor due-diligence process.
• The client has not been designated a No-AI Client in our No-AI Client Register.
• The use is logged in the project file so the engagement record accurately reflects whether and how AI assisted the work.

Any use case that does not clearly satisfy all three conditions is treated as prohibited. Our default is caution.

You may instruct us not to use AI tools on your engagement at any time. A written instruction — an email or a clause in the engagement letter — is all it takes. Once received, we:

• Add you to our No-AI Client Register, the single source of truth for this status.
• Require every project lead to check the register before any task begins.
• Ensure that no AI tool of any kind — approved or otherwise — touches your engagement at any stage, including search execution, analysis, drafting, and translation.

To be added to the register, contact your account contact or email info@3aip.com.

No AI tool is used on client-adjacent work until it clears every item on our vetting checklist. A tool must provide:

• A signed no-training / no-retention guarantee — a contractual commitment that data submitted to the tool will not be used to train models and will not be retained beyond the minimum required to deliver the service.
• Documented data retention limits and a process for secure deletion.
• Encryption in transit and at rest.
• A defined, assessed data residency (where data is stored and processed).
• Independent security certifications, such as SOC 2 or ISO/IEC 27001.
• A named internal owner at 3AIP responsible for ongoing compliance monitoring for that tool.

The following practices are prohibited without exception, for every member of our team:

• Enter client confidential information into any third-party or public AI tool.
• Use any AI tool — approved or otherwise — on an engagement where the client has opted out, at any stage.
• Upload client files, invention disclosures, draft claims, unpublished material, or work product to an AI tool for analysis.
• Use browser AI-assist features that transmit content while working in client files.

We do not sell, rent, or share personal data with third parties for commercial purposes. We may share information only in the following limited circumstances:

• With sub-contractors or specialist analysts who are party to equivalent confidentiality obligations and are engaged solely to perform services within the scope of your project.
• Where required by applicable Indian law, court order, or regulatory authority.
• With your explicit consent.

Enquiry data is retained for up to 24 months unless you request earlier deletion. Project materials are retained for the duration of the engagement plus 12 months unless the engagement agreement specifies otherwise or you request earlier deletion. Pre-filing invention disclosures and litigation-sensitive materials are deleted promptly upon project close; written confirmation of deletion is provided on request.

Any suspected exposure of client data — including to an AI system — is reported immediately to our Compliance & Information Security Lead, assessed, remediated, and — where relevant — disclosed to you. We will communicate the nature of any incident, the information involved, the steps taken to contain it, and the outcome of our investigation.

Our AI and data protection policies are owned by our Compliance & Information Security Lead, who approves tools, maintains the client register, and leads incident response. Project and engagement leads are responsible for confirming each client’s AI status and logging any AI use before work begins. All staff and contractors are trained at onboarding and re-acknowledge the policy annually.

Subject to applicable law, you have the right to request access to personal data we hold about you, correction of inaccurate data, deletion of data, and restriction of processing. To exercise any of these rights, or to be added to the No-AI Client Register, contact us at info@3aip.com.