Privacy Policy
This Statement applies to the collection of personal information by Kyocera Document Solutions (U.K.) Limited (“Kyocera”) located at Eldon Court, 75-77 London Road, Reading, RG1 5BS as part of the selling of goods and services through our ecommerce portal, hosted at www.kyoceradsstore.co.uk.
For these activities Kyocera shall fulfil the role of “data controller” as defined by UK GDPR.
What types of personal data shall be collected:
Personal data means any information about an individual from which that person can be identified. It does not include data where the details revealing the individuals’ identity have been removed (anonymised data).
By making purchases through our ecommerce portal, Kyocera shall process the following data:
- Personal details: Name of the purchaser, Address of the purchaser (billing and delivery), Email address, Telephone number, and
- Electronic identifying data: including cookies; online identifier; web forms; IP addresses; activity logs; unique device identifiers and geo-location data.
This personal data may be necessary for us to provide our services or perform our contract with you or your employer. Where you don’t provide us with certain personal data, we may be unable to provide you or your organisation with the goods and/or services requested.
Use of Personal Data
Kyocera shall process your personal data for the following purposes:
Processing and fulfilment of orders: Personal data is necessary to allow Kyocera process of orders through our ecommerce portal, in line with our terms and conditions and service. This includes processing pf payment and delivery of goods and / services.
Site and product development: Providing and administering the site and our services and managing related internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes, and to compile reports and/or develop and improve the site and our products and services.
Dealing with requests: Responding to queries and requests you send to us. Where you make a request via a web-form on our sites, we will only process your personal data for the purpose communicated to you within that form. For example, to provide download materials you request and, where you have given opt-in consent to receive our electronic marketing communications, to send those communications.
Marketing: In line with appropriate regulation (UK GDPR, PECR etc), we may use your personal data to provide you with information about our products, services, and related offerings that we believe may be relevant to you or your organisation. This may include communications sent by email, telephone, or post.
Where required under applicable law, we will obtain your consent before sending you electronic marketing communications. In other cases, we may rely on the “soft opt-in” exemption where you have previously engaged with us in the context of a sale or negotiations for a sale of our products or services, and we are marketing similar products or services to you. In such cases, you will always be given the opportunity to opt out of receiving further communications at the point of data collection and in every subsequent communication.
We use personal data for marketing purposes to:
- send newsletters, industry updates, and product information;
- inform you about events, promotions, and service developments;
- understand customer preferences and improve the relevance of our communications; and
- manage and maintain our relationship with you or your organisation.
You have the right to object to receiving marketing communications at any time. You can opt out by using the unsubscribe link in our emails or by contacting us at marketingdivision@duk.kyocera.com.
We will cease sending you marketing communications once you opt out, although we may retain limited information to ensure that your preferences are respected.
Lawful basis we use to process your personal data
We process your personal data based on the lawful bases set out below. We may process information you provide based on more than one lawful ground depending on the specific purpose for which we are using it:
Legitimate interest: Our legitimate interests include: improving our sites, products and/or services; understanding how visitors and customers use our sites, products and/or services; undertaking research and informing our marketing strategy; providing our services to and managing our service agreement with your organisation; administering our business, including internal training; and maintaining the safety and security of our site, services and premises for you, us, other site visitors and our customers and employees.
Contract: To carry out pre-contractual correspondence and enter a contract with you and fulfil our contractual obligations to you under a contract.
Consent: To provide information and carry out the services you have requested and provide information which you have opted-in to receive. This includes where you specifically request for us to send you information such as download materials available on our site or where you opt-in to receive relevant marketing communications from us (e.g. industry news and offers).
Legal Obligation: Where processing is necessary to comply with legal or statutory requirements on us. This may include cooperating with police or other authorised agencies in relation to their crime prevention and prosecution activities.
Who are we sharing your personal information with?
To maintain and improve our services, your personal data (e.g. your name, telephone, location details and delivery address details) may be shared with or disclosed to the following organisations:
| Third Party | Purpose | Role | Location |
|---|---|---|---|
| Stripe LCC | Processing of payments | Data processor | United States |
| UFP (UK) LTD | Fulfilment and distribution of orders | Data processor | United Kingdom |
| Kyocera Document Solutions Europe Management BV | Operational management (regional HQ) | Data processor | The Netherlands |
| Kyocera Document Solutions Inc | Operational management (global HQ) | Data processor | Japan |
How long will we retain your personal data?
In line with the obligations around financial reporting and tax requirements, personal data shall be retained for a period of 7 years.
International Transfers
As stated above, we may transfer your personal data during business and/or offering our services to you to companies located outside the United Kingdom and the European Economic Area (EEA), including our group companies. If a subject country does not meet data adequacy status per UK GDPR, we will ensure appropriate level of protection by establishing safeguards with the concerned parties in line with appropriate regulation and ICO guidelines.
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
Where we use service providers from the US, providers shall be self-certified to the EU-US Data Privacy Framework (With UK extension), ensure adequacy for transfer per key regulation. More information regarding the framework can be found here: Data Privacy Framework
Security Requirements
Kyocera shall ensure that there are adequate security technical and operational controls as well necessary resources in place to safeguard the data of interested parties. This includes mandatory training and awareness for all staff, ensuring that needs and expectations are firmly understood and necessary action can be taken without undue delay in the event of potential security incident or data breach.
Your Rights
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 data or not and access to the personal data and 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 data 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 or if the personal data is no longer necessary in relation to the purposes for which it was collected. 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 data 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. You have the right to receive your personal data from us so that you can transmit that personal data to another service provider. For KFS this means that at your request we shall supply you with your personal data 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 data based on your consent, you have the right to withdraw such consent at any time. You can also withdraw your consent to receive marketing communications at any time by emailing our marketing team at MarketingDivision@duk.Kyocera.com or by electronically unsubscribing from emails we have sent you.
Lodging a complaint. You have the right to lodge a complaint with a supervisory authority about our processing of your personal data. The supervisory authority in the UK is the Information Commissioner who may be contacted at;
Information Commissioner’s Office,
Water Lane,
Wycliffe House,
Wilmslow – Cheshire
SK9 5AF
www.ico.org.uk
+44 1625 545 745
Exercising your rights and contacting us
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 (U.K) Limited
Attn.: Data Protection Office
Eldon Court,
75-77 London Road,
Reading, RG1 5BS,
United Kingdom
e: privacy@duk.Kyocera.com
Alternatively, you may contact your local privacy professional by submitting in the Data Subject’s request.
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.
Changes to this Privacy Notice
In the event that we modify this document, we will publish it on our website with a revised publication date and, if applicable, notify you of the changed document via your user account.