PRIVACY POLICY

Updated as of June 2025

In compliance with Republic Act No. 10173, or the Data Privacy Act of 2012, and its Implementing Rules and Regulations, the Intellectual Property Office of the Philippines (IPOPHL) affirms its commitment to protect the personal data of all individuals.  IPOPHL upholds the highest standards of security and confidentiality to protect all personal, sensitive, and privileged information. 

This Privacy Policy defines the principles and procedures governing the acquisition, use, sharing, disclosure, retention, and disposal of such information as defined by applicable law.

The personal, sensitive, and privileged information obtained may be used in relation to the processing of the application, request or document, and other functions or activities of IPOPHL, including: documentation, communication or notification; public disclosure or posting; publication; incorporation in the processing system; office reporting or presentation; research; sharing to partner institutions, both locally and internationally; profiling for customization, process improvement, delivery of services and other office projects or programs; and for all other legitimate purposes in accordance with IPOPHL’s mandate, other existing laws and treaty obligations.

All IPOPHL Bureaus and personnel are instructed to observe this policy and ensure that personal, sensitive, and privileged data are processed lawfully and responsibly.

  1. PERSONAL DATA COVERED

The following categories of personal, sensitive, and privileged information may be collected, used, and controlled by IPOPHL from individuals when they physically or digitally file any application, request, registration, or related documents:

  • Name
  • Address
  • Sex
  • Date of Birth
  • Citizenship
  • Alien Certificate of Registration Number (for non-Filipino residents)
  • Civil Status
  • Contact Information (Telephone/Mobile Number, Fax, Email)
  • Country of Nationality and Residence
  • Institutional Affiliation
  • Designation
  • Educational Attainment
  • Institution/Organization/Company
  • Age Group
  • Sector/Industry (if applicable)
  • Region of Residence
  • Emergency Contact Name and Contact Number
  • Work Affiliation and Position
  • Other relevant personal information as necessary under particular cases or circumstances
  1. PERSONAL DATA LIFECYCLE
  • Collection

Data may be collected from individuals who  voluntarily provide it when they transact or interact with IPOPHL—whether in person or online—through IPOPHL’s services, such as trademark applications, requests for grant of patents, registration of utility models and industrial designs, filing of cases, registration of copyright and related rights, registration of technology transfer agreements, trainings, seminars, surveys, website use, job applications, and other IPOPHL programs and services,  or in any other form where they may be in contact with IPOPHL and its personnel.  IPOPHL may also use automated tools, software, or other data collection technologies to gather publicly available information from the internet.

  • Usage

Data shall be used by IPOPHL solely for legitimate purposes, as permitted by law, and in accordance with IPOPHL’s mandate to deliver services timely and efficiently.  IPOPHL shall use the collected data for various purposes, including but not limited to:

  • Facilitate the registration of trademarks, patents, utility models, industrial designs, copyright, and technology transfer agreements.
  • Organize educational programs and workshops related to intellectual property.
  • Manage filings of cases and enforcement actions against intellectual property violations.
  • Send notifications, updates, and other relevant information to stakeholders.
  • Comply with international agreements pertaining to intellectual property rights.

 

  • Sharing and Disclosure

Data may be shared with authorized stakeholders with legitimate need, governed by data-sharing or non-disclosure agreements.  These stakeholders are bound to us through data-sharing agreements and/or non-disclosure agreements that prohibit or limit the usage and processing of said information we have obtained from our data subjects.

  • Storage and Retention

Data is stored securely in IPOPHL’s computers, servers, or authorized cloud-based third-party data storage providers.  IPOPHL shall keep personal information only for as long as necessary for the purposes for which they were collected, or as required by applicable laws and regulations.  Retention periods may vary depending on the nature of the information, legal obligations, or legitimate business needs.

  • Disposal

When no longer needed, data will be disposed of securely and in a legally compliant manner to prevent unauthorized access, disclosure, or misuse.

  1. DATA SECURITY MEASURES

IPOPHL implements organizational, technical, and physical safeguards to protect data from unauthorized access or misuse. The IPOPHL website is hosted under the Integrated Government Philippines (iGovPhil) Program, which provides regular security assessments and ensures compliance with government web standards, including:

  • Updated Content Management System (CMS)
  • Updated Plugins
  • Government Web Template (GWT) updates
  1. LOG DATA

When a person visits IPOPHL’s website using any preferred web browser, information is collected and transmitted.  The log data collected includes information such as the computer's Internet Protocol (IP) address, browser type and version, the specific page visited on our site, user interactions with content, social interactions, user timings, exceptions, and other statistics.

  1. USE OF COOKIES

IPOPHL utilizes cookies to provide users with optimal functionality and an enhanced browsing experience when accessing our official website. Cookies are small data files stored on a user’s device that help improve website performance and usability.

Authentication cookies are also employed by IPOPHL to verify user identity, particularly for administrator login purposes. These cookies allow the system to identify whether a user is logged in, thereby facilitating secure access to restricted areas of the website.

Website visitors have the option to accept or decline the use of cookies. While most web browsers are configured to automatically accept cookies, users may modify their browser settings to disable or reject cookie storage. However, disabling cookies may affect the full functionality of the website and limit access to certain services.

  1. LINKS TO OTHER WEBSITES

IPOPHL’s website may contain links to other government sites or other websites of interest not governed by this Privacy Policy. IPOPHL holds no responsibility over data practices of these independent sites and entities.

  1. RIGHTS OF DATA SUBJECTS

In accordance with the Data Privacy Act of 2012, data subjects have the right to:

  • Be informed whether their personal data shall be, are being, or have been processed, including the existence of automated decision-making and profiling.
  • Request access to their personal data being processed. They have the right to obtain confirmation as to whether or not their personal data is being processed.
  • Rectify any inaccuracies in their data.
  • Request the blocking or erasure of their personal data.
  • Object to the processing of their personal data if it is based on consent or legitimate interest.
  • Exercise data portability and electronically move, copy, or transfer their data securely for further use.
  • Be indemnified for any damages sustained due to inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of their personal data, taking into account any violation of their rights and freedoms as data subjects.
  1. Mandatory Display of the National Privacy Commission (NPC) Seal of Registration

IPOPHL shall prominently display the NPC Seal of Registration at its respective places of business and online platforms.

  • Physical Presence

 The NPC Seal of Registration shall be prominently displayed at the main entrance of our place of business, office, or at the most conspicuous place to ensure visibility to all data subjects.  This emblem should be positioned in a manner that is easily noticeable to all data subjects visiting IPOPHL premises.  Additionally, the NPC Seal of Registration must also be posted within all offices, including satellite offices where personal data processing occurs. This is especially vital for locations involved in daily interactions with data subjects.

  • Online Presence

The NPC Seal of Registration shall be made visible to website visitors and in IPOPHL’s online filing systems. IPOPHL can achieve this by either embedding it as a link within our Privacy Notice or prominently displaying it on our webpage and public facing online systems.

  1. CONTACT INFORMATION

For inquiries and concerns regarding this Privacy Policy or the processing of personal data, please contact the IPOPHL Data Protection Office at:

Data Protection Office

Intellectual Property Office of the Philippines (IPOPHL)
Intellectual Property Center, #28 Upper McKinley Road,
McKinley Hill Town Center, Fort Bonifacio, Taguig City 1634
Tel. No.: (+632) 7238 63 00
Fax No.: (+632) 8553 94 80
E-mail: dpo@ipophl.gov.ph