This online Privacy Statement (“Statement”) applies to our company: Kyocera Document Solutions Europe B.V., located at Bloemlaan 4, 2132 NP, Hoofddorp, The Netherlands.
This Statement applies to the collection of personal information by Kyocera Document Solutions Europe B.V. through those Kyocera websites and portals where this Statement is published.
You can download this Statement in pdf format below:
You may also choose to provide us with your personal information in a variety of situations, or in the event we receive your personal information via someone else (e.g. your employer). For example, you may sign up to receive one of our whitepapers/newsletters, sign up for one of our events or promotions, register on our partner portal, register for an online survey, or contact us via email or phone.
Kyocera only processes personal data in accordance with the principles laid down in the European General Data Protection Regulation (GDPR EU 2016/679). In this Statement, We explain:
A. Provision of the Websites: In order for you to access and use Kyocera’s Websites, Kyocera processes your IP-address, the requested URL, information regarding your browser, operating system, Internet Service Provider, date and time of accessing the Websites, and the website you visited prior to accessing Kyocera’s Websites. Kyocera processes these data in order to provide the content of its Websites on your terminal device. Kyocera transfers these data in the AWS cloud in Ireland for cases which potentially require fixing and debugging and stores these data for 7 days. Kyocera processes these data based on its legitimate interest to make its Websites publicly available, Article 6(1)(f) GDPR.
C. Newsletter: If you are a Kyocera partner or client, or if you subscribed to receive our newsletter, We process your contact details, e.g. name, email address, to send our newsletter and promote similar Kyocera products and services. In case you are a Kyocera partner or client, we process your personal data based on Article 6(1)(f) GDPR as Kyocera has legitimate interests to promote its products and services to its business partners. In case you subscribed to our newsletter, Kyocera processes your personal data based on your consent, Article 6(1)(a) GDPR. We store your personal data for as long as you subscribe to the newsletter or until We receive your objection. Then, We will remove your contact details from our mailing lists. You can easily opt-out of this service by clicking the unsubscribe button provided in each newsletter.
D. Contact form and email: When you contact Us, e.g. via one of our online contact forms or email, We use your personal data to answer your requests, e.g. provide you with support regarding our products and services. When you provide your contact details, e.g. for Us to send you whitepapers or newsletters per email, We will use your personal data to send you these whitepapers or newsletters. You can easily opt-out of this service by clicking the unsubscribe button provided in the email. Kyocera processes your personal data based on its legitimate interest to answer inquiries with (potential) customers, Article 6(f)(1) GDPR. We keep your personal data for the duration of your enquiry and, in the case of Dutch laws on maintaining a proper business administration apply, for a term of 7 years.
E. MyKyocera: If you conduct business with Kyocera, you may have the possibility to log in to your MyKyocera account in order to access content, and/or conduct business with Us. In order to process your registration, maintain your account, and deliver the requested content, Kyocera processes your name, company name, business email address and job function from you or your employer. Either, you have directly supplied Us with your personal information, or your employer may have done so. Kyocera processes these personal data based on Article 6(1)(b) GDPR as the processing is necessary for Kyocera to comply with its contractual obligations. Furthermore, in order to comply with our contractual obligations, e.g., delivery of purchased products, We share your information with our subsidiaries and third party service providers. Kyocera stores your personal data as long as you are using your MyKyocera account and, subsequently, in the case of Dutch law on maintaining a proper business administration applies, 7 years.
F. Social Media: Kyocera uses various social media channels to disseminate information and to interact with users on the following social media portals based on its legitimate interest to use up-to-date communication tools, Article 6(1)(f) GDPR. Please note that Kyocera only partially determines the means and purposes of the respective processing activities. For more information regarding the data processing activities of social media providers, including the creation of profiles for marketing purposes, the transfers of personal data outside the EU, etc., and how to exercise your rights as a data subject, please follow the link of the respective social media provider.
G. Kyocera events: If you sign up for one of our events via our Websites, We will use your personal data to sign you up for the event and to record the preferences that you may have, such as time of arrival and departure, accommodation, meal preferences, etc. We share your personal data with our event management partners, e.g. hotels, travel agencies, to make the necessary arrangement(s) for the respective event. Kyocera processes your data based on Article 6(1)(b) GDPR and will store your personal data for the duration of the event and in the case of Dutch laws on maintaining a proper business administration applies, for a term of 7 years.
H. Other: In order to prevent fraud and to maintain the security of our products and services, We may use your information. Sometimes we need to use your information to handle legal claims, or to comply with applicable legal obligations or law enforcement agency requests.
KYOCERA Document Solutions Europe B.V. is a globally operating company and different functions are located in different countries. We might therefore share your personal information with those group companies who are providing a service for KYOCERA Document Solutions Europe B.V. A list of our European subsidiaries can be found here (https://www.kyoceradocumentsolutions.eu/en/about-us/contact-us.html). Our global headquarter, KYOCERA Document Solutions Inc., is located in Japan.
For the purpose under item (c), we will share your personal information with our group company located in your country.
We also use trusted external agents, suppliers and contractors to provide certain services for Us in relation to the processing of your personal information, such as hosting and communication service providers.
To the extent We are required by law, regulation or court order to disclose your personal information, We may have to share your personal information in compliance with that law, regulation, or court order.
We may transfer your personal data to a group company or third party that is located outside the European Union or the European Economic Area. If this country does not provide for an adequate level of protection by domestic law according to the European Commission, We have ensured this adequate level of protection by agreeing on additional appropriate safeguards with that group company or third party through the Standard Data Protection Clauses adopted by the European Commission. A list of countries that have ensured an adequate level of protection according to the European Commission can be found here (https://ec.europa.eu/info/law/law-topic/data-protection_en). You may request a copy of the Standard Data Protection Clauses by sending Us an email.
Alternatively, We may ask you for your explicit consent to the proposed transfer.
Where possible, We have set specific retention periods for keeping your personal information. These specific retention periods are stated above, or We shall communicate these to you at or before We start processing your personal information.
Where it is not possible for Us to use set retention periods, We have stated below the criteria that We use to determine the retention periods:
In any case, We shall keep your personal information in compliance with applicable legal requirements, and We make periodical reviews of the personal information We hold.
You have certain legal rights that we wish to inform you of.
Access. You have the right to be informed on whether we process your personal information or not and to related information on that processing.
Rectification. You have the right to have your personal information rectified or completed by us without undue delay. If you have set up an account with us, you have the possibility to rectify or complete your personal information yourself.
Right to be forgotten. You have the right to have your personal information erased by us without undue delay. This right is limited to specific grounds, for example if you have withdrawn your consent, or if you object and there are no overriding legitimate grounds for us to maintain the processing. If you have an account with us, in many instances you have the option to erase your account yourself, in which case all your personal information is permanently deleted.
Restriction of processing. You have the right to request that we restrict the processing of your personal information based on specific grounds. These are (1) the time for us to verify the accuracy of your personal information on your request; (2) instead of erasure of unlawful processing, you request restriction of use instead; (3) you need personal information in legal proceedings; or (4) we are verifying whether our legitimate grounds override your objection to the processing.
Right to object. You have the right to object at any time to our processing of your personal information if such processing is (1) based on our legitimate interest (including us making a profile of you based on your consent); (2) for direct marketing purposes; or (3) necessary for the performance of a task carried out in the public interest or exercise of official authority vested in us. We shall cease to process your personal information based on your objection, unless we demonstrate compelling legitimate grounds overriding your interests, rights and freedoms or if we need your personal information in legal proceedings.
Data portability. We are required to inform you of your right to receive your personal information from us so that you can transmit that personal information to another service provider. For KYOCERA Fleet Services that means that at your request we shall supply you with your personal information related to your user account. It does not include any device data, including data that was transmitted to us in a log file.
Consent withdrawal. If you have supplied us with your personal information based on your consent, you have the right to withdraw such consent at any time. You may do so by unsubscribing from the service that you have subscribed to if applicable. You may also do so by sending us an email to firstname.lastname@example.org. We shall then permanently remove your personal information from our database.
Lodging a complaint. You have the right to lodge a complaint with a supervisory authority, in particular in the country of your residence, about our processing of your personal data. You can find a complete list of supervisory authorities here (https://edpb.europa.eu/about-edpb/board/members_en).
At Kyocera we have a network of privacy professionals available, including a Data Protection Officer, to assist you with your queries. If you wish to exercise any of your rights, or you have a question about this document, please contact us via email, or send us a letter to the address below:
Kyocera Document Solutions Europe B.V.
Attn.: Data Protection Office
2132 NP HOOFDDORP
Please note that in exercising your rights, we may ask you to complete a request form. We shall then inform you of the process of handling your request. Exercising your right is free of charge and we are determined to answer your request without undue delay.