Intellectual Property Policy

As a registered charity, [Charity name] recognises the importance of protecting, managing, and using intellectual property responsibly to support the delivery of its charitable purposes.
This Intellectual Property Policy sets out the principles, ownership arrangements, and procedures governing the creation, use, protection, and exploitation of intellectual property generated or used by the Charity.

The Trustees recognise that effective intellectual property management safeguards the Charity’s assets, reputation, and long-term sustainability.

Purpose of the Policy

1.1 The purpose of this Policy is to:

Clarify ownership of intellectual property.
Protect the Charity’s intellectual assets.
Ensure lawful and ethical use of intellectual property.
Support compliance with legal and regulatory requirements.

1.2 This Policy provides guidance to all individuals involved in creating or using intellectual property on behalf of the Charity.

Scope of the Policy

2.1 This Policy applies to:

Trustees.
Employees.
Volunteers.
Contractors, consultants, and third parties acting on behalf of the Charity.

2.2 It applies to all intellectual property created, commissioned, or used in connection with the Charity’s activities.

Definition of Intellectual Property

3.1 Intellectual property includes, but is not limited to:

Copyright (e.g. written materials, publications, images, videos, software).
Trademarks and logos.
Designs and branding.
Databases and datasets.
Patents and inventions.
Domain names and digital assets.

Principles of Intellectual Property Management

4.1 The Charity’s approach to intellectual property is guided by the following principles:

Protection of intellectual assets.
Respect for third-party rights.
Transparency and accountability.
Alignment with charitable purposes.

4.2 Intellectual property will be managed in the best interests of the Charity.

Ownership of Intellectual Property

5.1 Unless otherwise agreed in writing:

Intellectual property created by employees in the course of their employment belongs to the Charity.
Intellectual property created by contractors or consultants will belong to the Charity where expressly assigned by contract.

5.2 Volunteers will be required, where appropriate, to assign intellectual property rights to the Charity.

Use of Charity Intellectual Property

6.1 Charity intellectual property may only be used:

For authorised Charity purposes.
In accordance with this Policy and any applicable agreements.

6.2 Unauthorised use, modification, or distribution of Charity intellectual property is prohibited.

Licensing and Commercial Use

7.1 The Charity may license its intellectual property where:

It supports charitable purposes.
It provides appropriate benefit or income.

7.2 Licensing arrangements must:

Be documented in writing.
Protect the Charity’s rights and reputation.
Represent value for money.

Use of Third-Party Intellectual Property

8.1 The Charity will:

Respect third-party intellectual property rights.
Obtain appropriate permissions or licences where required.

8.2 Unauthorised copying or use of third-party intellectual property is prohibited.

Branding and Trademarks

9.1 The Charity’s name, logo, and branding are valuable assets.

9.2 Use of branding must:

Be consistent with brand guidelines.
Be approved where required.

9.3 Third-party use of the Charity’s branding requires written authorisation.

Digital Content and Online Assets

10.1 Digital content created for the Charity, including website and social media content, is subject to this Policy.

10.2 Access to digital assets will be:

Controlled.
Revoked where individuals cease involvement with the Charity.

Confidentiality and Intellectual Property

11.1 Intellectual property may contain confidential information.

11.2 Such information must be:

Protected in accordance with the Charity’s Confidentiality Policy.
Shared only on a need-to-know basis.

Disputes and Infringement

12.1 Any suspected infringement of the Charity’s intellectual property must be reported promptly.

12.2 The Charity will:

Investigate potential infringements.
Take appropriate action, which may include legal remedies.

Governance and Responsibility

13.1 The Board of Trustees has overall responsibility for intellectual property governance.

13.2 Day-to-day management may be delegated, but accountability remains with the Trustees.

Monitoring and Review

14.1 This Policy will be reviewed:

At least annually, or
Following significant changes in law or Charity activities.

14.2 Any amendments must be approved by the Board of Trustees.

Conclusion

By adhering to this Intellectual Property Policy, [Charity name] ensures that intellectual property is protected, used responsibly, and managed in a way that supports its charitable purposes, safeguards its reputation, and complies with legal and ethical obligations.

Signed: ………………………………………
Chair of the Board of Trustees

Date: ………………………………………

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Disclaimer:

Naail & Co provides these policy templates solely as guidelines or standard templates to assist charities in developing their own policies in accordance with Charity Commission England & Wales compliance. These templates are not intended to serve as legal or professional advice, and Naail & Co cannot be held responsible or liable for any outcomes arising from their use. It is essential that each registered charity carefully tailors and customizes these policies to reflect its specific needs, structure, and legal obligations. We strongly recommend that charities seek independent legal or professional advice to ensure compliance with all relevant laws and regulations.

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