Purpose
This policy sets out how Exquisite Gaming Ltd (EXG Pro) manages intellectual property (IP) — including who owns IP created in the course of employment, how EXG's own IP is protected, and how third-party IP (including licensed IP) must be handled.
Given that EXG's business is built on licensed IP from major entertainment and gaming brands, the correct handling of intellectual property is critical to our commercial relationships and legal compliance.
EXG-Owned IP
IP Created During Employment
All intellectual property created by an employee in the course of their employment at EXG is owned by EXG, unless agreed otherwise in writing. This includes:
- Product designs, concepts, prototypes, and technical specifications
- Software, code, tools, scripts, and automation created for EXG's use
- Marketing materials, creative assets, copy, and brand elements
- Business strategies, processes, and systems developed for EXG
- Inventions, innovations, and patentable ideas developed using EXG resources or time
This applies regardless of whether the work was done in the office or remotely, during contracted hours, or using EXG equipment.
Pre-existing IP: Any IP you owned before joining EXG remains yours. If your work at EXG builds on pre-existing personal IP, you must disclose this to your line manager before using it in EXG work. EXG will not claim ownership of clearly pre-existing IP.
Disclosure of Inventions
If you create or develop something in the course of your work that may be patentable or commercially valuable, you must disclose it to your line manager and the Digital & Technology Director promptly. EXG will assess whether to file for protection.
EXG's Licensed IP
EXG holds over 250 global licences from entertainment, gaming, and lifestyle brands. These licences grant EXG the right to manufacture and sell products bearing licensed IP under specific, contractually-defined terms.
All employees working with licensed IP must understand:
- Licensed IP may only be used within the scope and territory defined in the relevant licence agreement
- Licensed IP may not be used for any purpose other than the product categories and channels authorised by the licensor
- Any new product concept or application involving licensed IP must be approved through the standard product development and licensing sign-off process before development begins
- Licence agreements contain strict approval processes for artwork, product designs, and marketing materials — these must not be bypassed
Unauthorised use of licensed IP can result in breach of contract, termination of the licence, and significant financial liability for EXG.
Questions about the scope of a specific licence should be directed to the Global Licensing Manager (Ethan Fenwick).
Third-Party IP — Software & Tools
EXG uses third-party software, platforms, and tools under licence. Employees must:
- Use software only in accordance with its licence terms
- Not install unlicensed or pirated software on EXG equipment or networks
- Not use personal software subscriptions for EXG business without confirming that the licence permits commercial use
- Report any inadvertent use of unlicensed software to Xenace Ltd and the Digital & Technology Director
Open-source software used in EXG's systems must be reviewed for licence compatibility before use. Some open-source licences (e.g. GPL) impose conditions on how the software may be used or distributed. Any questions should be raised with the Digital & Technology Director.
Third-Party IP — Creative & Brand Assets
- Images, photography, illustrations, and designs sourced from third parties must be properly licensed for EXG's intended use
- Stock imagery must be obtained from licensed platforms (e.g. Getty, Adobe Stock) and used within their licence terms
- Fonts, music, and video used in marketing materials must be licensed for commercial use
- AI-generated content involving third-party prompts or training data must be reviewed before commercial use — consult with the Creative Director and Digital & Technology Director
Confidentiality
EXG's IP, including unreleased products, licence negotiations, business strategies, and proprietary processes, is confidential. Employees must not:
- Disclose confidential EXG IP to third parties without authorisation
- Share product designs, licence terms, or business strategies outside EXG (including on social media)
- Use confidential EXG information for personal gain
Confidentiality obligations continue after employment ends, as set out in your employment contract.
Post-Employment
When your employment ends, you must:
- Return all EXG materials, including designs, documents, code, and access credentials
- Delete any EXG confidential information from personal devices
- Not retain copies of EXG IP, licensed imagery, or confidential business information
Your IP ownership obligations and confidentiality duties under your employment contract continue after leaving EXG.
Reporting Concerns
If you become aware of potential IP infringement — by a third party copying EXG products, by a colleague misusing licensed IP, or by any other means — report it to the Global Licensing Manager (Ethan Fenwick) or the Digital & Technology Director (Lauren Bath) immediately.
Review Schedule
This policy is reviewed annually or following significant changes to EXG's licensing portfolio or business activities.
Next review due: March 2027
