Frequently asked questions

Browse the questions we're asked most

We handle sensitive client data, is Equinox IPMS secure?

Yes. As an IP management system that handles sensitive data, security is our number one priority. We are completely GDPR compliant and all data is stored in a tier one data centre with full backups automatically taking place.

We're concerned it will be hard work to switch to Equinox IPMS, should we be worried?

Not at all! Our team are fully trained and experienced with helping organisations transition to Equinox. This includes everything from carrying out your initial data migration, to giving you tips and advice on best practises when using Equinox IPMS.

Will we get stuck on old versions of Equinox IPMS?

No, never. All subscribers who use Equinox IPMS have access to regular version and feature updates as part of your subscription fee.

When we go live, do we get access to support?

Yes! Full supported is provided 7:00am – 5:30pm (GMT) and there is a 24/7 emergency support line available.

Do you provide training on how to use Equinox IPMS?

Yes, full training is provided prior to going live with Equinox IPMS. If you feel you'd like more training on certain areas of the system after go-live, we can arrange top up sessions as well.

How much does it cost to subscribe to Equinox IPMS?

For a full quote, please reach out to our sales team here.

We're a small firm now, but what if we grow? Is Equinox IPMS scalable?

Yes. All developments we make to Equinox IPMS have scalability in mind. It’s very simple to add new users to your system and we're always happy to help you make configuration changes to optimise for growth.

How can we make sure we're using Equinox IPMS effectively?

Speak to our team! We're always happy to help our subscribers use Equinox IPMS more effectively. You can also keep an eye out for our webinars and conferences which focus on top tips for using the system effectively.

We're interested in your enterprise offering, how do we find out more information?

Because Enterprise projects are so bespoke, the best way to find out more is to get in touch with us here and let us know it's Equinox IPMS+ that you're interested in. Our Enterprise team will then reach out to you to arrange an initial call to discuss your requirements. We can explain how we may be able to help you and how the process works for enterprise firms.

What is the timeline and cost of a data migration project?

Each migration project is completely unique and requires a bespoke approach. This means that the quote and timeline is different for every migration project. At the beginning of a project, we'll work closely with you to determine your needs, then provide a quote and timeline. We'll make sure you're happy with these before proceeding.

What type of data can you work with for data migration projects?

The most common format is Excel spreadsheets. Our most preferred is a database backup of your existing system (.BAK). Other formats we can support include Microsoft Access as well as PDFs and Word Documents, although we don't recommend using these if it can be avoided.

What is the testing approach for a data migration?

Go-live migrations typically include two practice runs. Portfolio migrations generally don't include a practice run, but we can arrange this if required. After a practice migration is complete, both parties will need to test the results thoroughly to ensure accurate migration results are achieved during the real migration.

Is there a data migration aftercare period?

The Data Services team are available to help update, move, or delete data within Equinox throughout the course of your Equinox subscription. This is generally referred to as a "bulk update" and can be utilised after the migration is complete to perform clean up/aftercare amendments.

The original data source is held for a short period of time so that updates and amendments can be made if required.

Is there anything we can do to reduce the cost of a data migration project?

Reducing the number of spreadsheets is the easiest way to do this. If there are multiple spreadsheets that make up your case portfolio, combining these into one will reduce the cost of a migration.

Another possibility is to make sure data from only one field is stored in a spreadsheet column.

Consistency in formatting of spreadsheets/document folder structures will also help to keep costs down.

What is the IP Portal?

The IP Portal is our exclusive user area for Equinox subscribers, providing a one-stop shop for all things IP! In the IP Portal you can find country laws, renewal laws and official fees, as well as being kept up-to-date with IP news from across the globe.

Can we access the IP Portal without an Equinox subscription?

The IP Portal is only accessible to our Equinox subscribers. If you're interested in signing up to Equinox IPMS, please book a demo. Once you've had your tailored demo, your 30 day free trial will be activated for you to explore the system at your own pace.

What is the cost of the IP Portal?

Use of the IP Portal is included as part of your standard Equinox subscription price. We do, however, provide other services at an additional cost, such as our Equinox System Scan service, Official Fee Management service (both of which work in conjunction with our IP news notifications) and pre-set builds. All prices are available upon request to

Which countries do you cover as part of the Equinox IP Services?

We currently cover the following jurisdictions for our official fees:

United Kingdom (GB), European Union (EM), European Patent Office (EP), WIPO (WO and WP), Benelux (BX), the Netherlands (NL), Belgium (BE), Germany (DE), Australia (AU), New Zealand (NZ), Canada (CA), Ireland (IE), Israel (IL), Luxembourg (LU), Finland (FI), Portugal (PT) and the United States of America (US).

We also monitor a large number of official sources across the globe for our IP news updates. We can provide a list of sources to subscribers upon request to

What are the Equinox System Scan and Official Fee Management services?

The Equinox System Scan service works in conjunction with the law notification tab in the IP Portal. As part of this service, we review your system, including standard letter/email templates and pre-set tasks to see if any changes are required following any of the items listed on our law notification tab. If any changes are required, we notify you via the IP Portal with our recommendations. Following your approval, we make the required changes to your system.

Our Official Fee Management service involves importing our managed official fee charge sheet into your Equinox system (once you've specified which jurisdictions and type of IP rights you'd like covering). Once imported, you can then customise any charge descriptions to meet your preferences, just like you would with other charges already in your charge sheet. If we're made aware of an upcoming change to any official fees, we notify you via the IP Portal and let you know once the change has been made in your system

 We can also offer official fee charge sheet imports, without ongoing management.

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