Privacy & Data Protection

At the Kyocera Group UK, we are committed to:

  • Respecting the privacy of all of our customers, partners, suppliers and employees;
  • Complying to applicable data protection laws;
  • Providing products and services that enable our customers to comply to applicable data protection laws; and
  • Being transparent in how we process your personal data.

What we do with your personal data

We process personal data only for the purpose for which they are collected. The purpose is dependent on whether you use only our website, our services or you are a supplier. If you use our services you are required to register and we collect your personal data. We use this personal data for the provision of the service or the performance of the contract. We may use your personal data for other similar purposes, including marketing and communications, but that will only occur in the case we have your consent or another legal basis for doing so.

The tables below describe the processing activities we undertake for each group of Data Subjects.

To understand how we process personal data online and offline as a data controller, please see out Cookie Statement.

From our Consultants and Contractors we process and retain personal data for the following purposes and periods, with the applicable legal basis.

 

Processing purposeLegal basisRetention period
Administrative enquiriesNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed. Some data may be retained until tax or other retention period expires
Supplier ManagementNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until tax or other retention period expires
Administrative enquiriesNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed
Business operations and due diligenceNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed
Customer supportNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed
Service deliveryNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed
Sales and Distribution of Products and ServicesNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed
Information, system, network and cyber securityNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed
Site management and securityNecessary for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.30 days from data capture
Supplier ManagementNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed
Video surveillanceFor the purposes of legitimate interests pursued by Kyocera Document Solutions UK.30 days from image capture
Budget managementNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed
Organisation’s administration and managementNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed

From our Customers and Clients we process and retain personal data for the following purposes and periods, with the applicable legal basis.

Processing purposeLegal basisRetention period
Administrative enquiriesNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed. Some data may be retained until tax or other retention period expires
Business operations and due diligenceNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed. Some data may be retained until tax or other retention period expires
Debt managementNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed. Some data may be retained until tax or other retention period expires
Customer supportNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed. Some data may be retained until tax or other retention period expires
Sales and Distribution of Products and ServicesNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed. Some data may be retained until tax or other retention period expires
Service deliveryNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed. Some data may be retained until tax or other retention period expires
Information, system, network and cyber securityWe have the data subject’s consentUntil contract completed. Some data may be retained until tax or other retention period expires
Communications, marketing and intelligenceWe have the data subject’s consentUntil consent withdrawn
Contact managementWe have the data subject’s consentUntil consent withdrawn
Customer analysisNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed. Some data may be retained until tax or other retention period expires
Travel and events managementNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed. Some data may be retained until tax or other retention period expires

From our Service Providers and Suppliers we process and retain personal data for the following purposes and periods, with the applicable legal basis.

Processing purposeLegal basisRetention period
Administrative enquiriesNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed. Some data may be retained until tax or other retention period expires
Supplier ManagementNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed. Some data may be retained until tax or other retention period expires
Service deliveryNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed. Some data may be retained until tax or other retention period expires
Business operations and due diligenceNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed
Customer supportNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed
Information, system, network and cyber securityNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed
Sales and Distribution of Products and ServicesNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed
Site management and securityNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.30 days from data capture
Video surveillanceNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.30 days from data capture
Travel and events managementNecessary for the performance of a contract or for the purposes of legitimate interests pursued by Kyocera Document Solutions UK.Until contract completed


What personal data do we collect?

The personal data we collect depends on whether you just visit our website or use our services. Your browser transmits some data automatically, such as the date and time of retrieval of one of our web pages, your browser type and settings, your operating system, the last web page you visited, the data transmitted and the access status, and your IP address. If you use our services, personal data is required to fulfil the requirements of a contractual or service relationship, which may exist between you and our organisation.

We collect:

  • Names
  • Address details
  • Phone numbers
  • Images
  • Email addresses
  • Social media identifiers
  • Location Information
  • Online Identifiers e.g. IP addresses


We collect your personal data from the following indirect sources

Data subject typePersonal data typeIndirect source name
Customers / ClientsCredit HistoryCreditsafe
Customers / ClientsEmail addressesMarketing data providers
Customers / ClientsSocial media identifiersMarketing data providers
Customers / ClientsNamesMarketing data providers
Customers / ClientsAddress detailsMarketing data providers
Customers / ClientsPhone numbersMarketing data providers


Who might we share your personal data with?

To maintain and improve our services, your personal data may need to be shared with or disclosed to service providers, other Controllers or, in some cases, public authorities. We may be mandated to disclose your personal data in response to requests from a court, police services or other regulatory bodies. We will ensure that we will disclose only the minimum amount of your information necessary for the required purpose.

We transfer personal data to the following organisations and countries:

Data subject typeOrganisation nameTypeCountry
ConsultantsKyocera Document Solutions UK. Customers (with whom a Consultant may work)ProcessorUnited Kingdom
ContractorsKyocera Document Solutions UK. Customers (with whom a Contractor may work)ProcessorUnited Kingdom
Service ProvidersKyocera Document Solutions UK. Customers (with whom a Service Provider may work)ProcessorUnited Kingdom
SuppliersKyocera Document Solutions UK. Customers (with whom a Supplier may work)ProcessorUnited Kingdom
Customers / ClientsNetwork Carrier (in relation to Kyocera Document Solutions UK. Customers receiving network services)ProcessorUnited Kingdom
Customers / ClientsHP EnterpriseProcessorUnited Kingdom
Customers / ClientsKyocera Document Solutions UK. suppliers and service providers who may be involved in the delivery of the contract to the customerProcessorUnited Kingdom or EEA
Customers / ClientsAspire Inc (for the provision of customer quotations)ProcessorUnited States
Customers / ClientsKyocera Document Solutions (UK) LimitedProcessorUnited Kingdom
Customers / ClientsKyocera Document Solutions Europe B.V.ProcessorNetherlands
Customers / ClientsKyocera Document Solutions IncProcessorJapan

When a Processor or Controller is in a country outside the EU, we apply the necessary safeguards which may include, confirming whether there is an adequacy decision for of transfers to the country or whether we need to use the UK version of Approved Standard Contractual Clauses. Details of these safeguards may be obtained by contacting us directly.

How do we look after personal data

We limit the amount of personal data collected only to what is required for our purposes, as described above. We restrict, secure and control all of our information against unauthorised access, damage, loss or destruction; whether physical or electronic. We retain personal data only for as long as is described above, to respond to your requests, or longer if required by law. While in our possession, together with your assistance, we try to maintain the accuracy of your personal data.

How can you access your personal data?

You have the right to request access to any of your personal data we may hold. If any of that information is incorrect, you may request that we correct it. If we are improperly using your information, you may request that we stop using it or even delete it completely.

Where you have previously given your consent to process your personal data, you also have the right to request that we port or transfer your personal data to a different service provider or to yourself, if you so wish.

Where it may have been necessary to get your consent to use your personal data, at any moment, you have the right to withdraw that consent. If you withdraw your consent, we will cease using your personal data without affecting the lawfulness of processing based on consent before your withdrawal.

You can contact us for any of these request at: privacy@annodata.co.uk

Our Supervisory Authority

You have the right to lodge a complaint with the Information Commissioner’s Office, United Kingdom
Water Lane, Wycliffe House
Wilmslow – Cheshire SK9 5AF
international.team@ico.org.uk
+44 1625 545 745
www.ico.org.uk