Privacy & Cookie Policy

Last updated: October 2024

Effective Date: October 10, 2024

KYOCERA Document Solutions America, Inc. and affiliated companies (collectively, “KYOCERA,” “we,” “us,” or “our”) respect your privacy and commit to protecting it through our compliance with the practices described in this Privacy & Cookie Policy (“Policy”).

This Privacy Policy describes how we handle Personal Data about our customers’ and vendors’ employees that we collect through our websites, social media accounts, mobile applications, and other online interactions and communications such as email (collectively, our “Digital Properties”), in-person events, when you interact with our products or promotions, and through other online and offline interactions (for example, if you negotiate a contract on behalf of one of our client companies that you represent), or in any other ways that expressly reference this notice (collectively, the “Services”).

This Policy does not apply to our job applicants, employees, contractors, or agents.

For additional state-specific disclosures and rights you may have under applicable state privacy laws, please review Section X below.

Changes: We may update this Policy from time to time. Any updated Policy will be effective when posted. Please check this Policy periodically for updates.

In this Policy, we will explain:

I. What personal data do we collect
II. From which sources do we collect your personal data
III. For what purposes are we processing your personal data
IV. To whom do we disclose your personal data
V. Cookies & other tracking technologies
VI. Data security and retention
VII. Children's privacy
VIII. External links
IX. Contacting us
X. Supplemental state privacy law disclosures

I. WHAT PERSONAL DATA DO WE COLLECT?

We may collect the following types of Personal Data:

Identifiers, such as your name, email address, physical address, telephone number, other business contact information, and device identifiers (e.g., cookie IDs and IP address).
Records about you, such as signatures; the content, timing, and method of communications you have with us, such as online chats, calls, and emails; and information you share with or upload to our Services.
Commercial information, such as information related to your transactions; products or services purchased, obtained, or considered; or other purchasing or consuming histories or tendencies.
Demographic information, such as age (including birthdates) and gender.
Audio, electronic, visual, or other sensory information, such as photographs and audio/video recordings.
Education information
Internet or other electronic network activity information, such as your browsing history, search history, preference information (including marketing and purchasing preferences), account settings (including any default preferences), and other information regarding your interactions with and use of the Services. For more information about cookies and other device data, please see Section V.
Professional information, such as your employer and your job title.
Non-precise geolocation data, such as your approximate location based on your IP address.
Inferences drawn from any of the information we collect to create a profile about you reflecting your preferences or behavior, including to assess the level of interest in our products and services based on frequency of visits and contact and determine your preferred frequency for receiving offers.
Sensitive Personal Data, including Social Security number, driver’s license number, or passport number.

II. FROM WHICH SOURCES DO WE COLLECT YOUR PERSONAL DATA?

We may collect and use different types of information through:

Direct Interactions: We receive and store any information you provide to us in relation to our Services. You can choose not to provide certain information, but then you might not be able to use some of our Services.
Automated Technologies or Interactions: We automatically collect and store certain types of information about or through your use of our Services, including information about your interaction with products, website, and content. For more information about cookies and other device data, please see Section V.
Other Sources: We may collect Personal Data from third parties, such as service and content providers, our affiliated companies and subsidiaries, data brokers, social media companies, marketing and market research partners, publicly available sources, or other parties who interact with us.

III. FOR WHAT PURPOSES ARE WE PROCESSING YOUR PERSONAL DATA?

We use your Personal Data for the following purposes:

To provide you or your company with products and services, such as making our Digital Properties, products, and services available to you; registering, verifying, and maintaining your account with us; providing and delivering you the goods and services you or the company that you represent requests; providing customer service; processing or fulfilling orders and transactions (including processing payments); verifying customer information and eligibility for certain programs or benefits; communicating with you (including soliciting feedback and responding to requests, complaints, and inquiries); hosting informational webinars; and providing similar services or otherwise facilitating your relationship with us.
Provide, troubleshoot, and improve Services. We use your Personal Data to provide functionality, analyze performance, fix errors, and improve the usability and effectiveness of the Services.
Recommendations and personalization. We use your Personal Data to recommend features, products, and services that might be of interest to you, identify your preferences, and personalize your experience with the Services.
For our internal business purposes, such as day-to-day operation of our business; maintaining internal business records, such as accounting, document management, and similar activities; enforcing our policies and rules; management reporting; improving our products and services; and IT security and administration.
For our internal research and product improvement purposes, such as verifying and maintaining the quality and safety of our products and services; improving our products and services; designing new products and services; developing, training, or improving AI tools; auditing evaluating the effectiveness of our advertising and marketing efforts; and debugging and repairing errors with our systems, networks, and equipment.
For legal, safety or security reasons, such as complying with legal, reporting, and similar requirements; investigating and responding to claims against us, our personnel, and our customers; for the establishment, exercise or defense of legal claims; protecting our, your, our customers’, and other third parties’ safety, property or rights; detecting, preventing, and responding to security incidents and health and safety issues (including managing the spread of communicable diseases); and protecting against malicious, deceptive, fraudulent, or illegal activity.
Communicate with you. We use your Personal Data to communicate with you in relation to the Services via different channels (e.g., by phone, email, chat).
For marketing, such as marketing our products or services or those of our affiliates, business partners, or other third parties. For example, we may use Personal Data we collect to personalize advertising to you (including by developing product, brand, or services audiences and identifying you across devices/sites); to analyze interactions with us or our Digital Properties, or to send you newsletters, surveys, questionnaires, promotions, or information about events or webinars. You can unsubscribe from our email or text message marketing via the link in the email, by responding “STOP” to the text message, or by contacting us using the information in Section 10 (Contact Information) below.
Credit Risks. We use Personal Data to assess and manage credit risks.
In connection with a corporate transaction, such as if we acquire assets of another business or sell or transfer all or a portion of our business or assets, including through a sale in connection with bankruptcy and other forms of corporate change.

IV. TO WHOM DO WE DISCLOSE YOUR PERSONAL DATA?

We disclose Personal Data as described below:

Affiliates and subsidiaries: In the course of providing you our Services, we may share your Personal Data with parent entities, corporate affiliates, subsidiaries, business units, and other companies that share common ownership.
Third-Party Service Providers: We employ other companies and individuals to perform functions on our behalf. Examples include fulfilling orders for products or servicing equipment; analyzing data; providing marketing assistance; providing search results and links (including paid listings and links); processing payments, transmitting content; scoring, assessing and managing credit risk; and providing customer service.
Vendors necessary to complete transactions you request: We provide your data to vendors to complete transactions you request. For example, we disclose Personal Data to third parties that provide services, products, applications, or skills on or through the Services; logistics and shipping companies; and others.
Professional Consultants: For example, accountants, lawyers, financial advisors, and audit firms.
Other entities in connection with a corporate transaction: For example, if we acquire assets of another entity, or sell or transfer all or a portion of our business or assets, including through a sale in connection with bankruptcy and other forms of corporate change.
Business Partners: We may provide your Personal Data to Business Partners that may use Personal data for their own purposes, such as dealers who sell our products and services, third parties whose cookies and tracking technologies we use (as described in Section V below), and partners who work with us on promotional opportunities, including co-branded products and services.
Law enforcement, government agencies, and other recipients for legal, security, or safety purposes: We release account and other Personal Data when we believe release is appropriate to comply with the law; enforce or apply our Terms of Use and other agreements; or protect the rights, property, or safety of KYOCERA, our users, or others. This includes exchanging information with other companies and organizations for fraud protection and credit risk reduction.
Entities to which you have consented to the disclosure.

We may disclose aggregated information that does not identify any individual, without restriction. We may share deidentified data without restriction.

V. COOKIES & OTHER TRACKING TECHNOLOGIES

Our Services and authorized third parties use cookies and other tracking technologies to collect information about you, your device, and how you interact with our Services. This section contains additional information about:

The types of tracking technologies we use and the purposes for which we use them
The types of information we collect using these technologies
How we disclose or make information available to others
Choices you may have regarding these technologies

A. Types of cookies and tracking technologies we use

We and the third parties that we authorize may use the following tracking technologies:

Cookies, which are a type of technology that install a small amount of information on a user's computer or other device when they visit a website. Some cookies exist only during a single session and some are persistent over multiple sessions over time
Pixels, web beacons, and tags, which are types of code or transparent graphics. In addition to the uses described below, these technologies provide analytical information about the user experience and help us customize our marketing activities. In contrast to cookies, which are stored on a user's computer hard drive, pixels, web beacons, and tags are embedded invisibly on web pages.
Session replay tools, which record your interactions with our Services, such as how you move throughout our Services and engage with our webforms. In addition to the uses described below, this information helps us improve our Services and identify and fix technical issues visitors may be having with our Services.

B. Purposes for using these technologies

We and authorized third parties use these technologies for purposes including:

Personalization, such as remembering language preferences, pages, and products you have viewed in order to enhance and personalize your experience when you visit our Services;
Performance, such as maintaining and improving the performance of our Services;
Analytics, such as analyzing how our websites are used. For example, we use Google Analytics to help us improve the user experience. Google Analytics may use cookies and other tracking technologies to perform their services. To learn how Google Analytics collects and processes data, please visit www.google.com/policies/privacy/partners;
Advertising, such as conducting advertising and content personalization on our Services and those of third parties; tracking activity over time and across properties to develop a profile of your interests and advertise to you based on those interests (“interest-based advertising”); providing you with offers and online content that may be of interest to you; and measuring the effectiveness of advertising campaigns and our communications with you, including identifying how and when you engage with one of our emails; and
Essential, such as cookies that are needed for the website to work at all including security-related cookies to prevent fraud and malicious behavior.

C. Information collected

These tracking technologies collect data about you and your device, such as your IP address, location (both approximate and precise) cookie ID, device ID, Ad ID, operating system, browser used, browser history, search history, and information about how you interact with our Services (such as pages on our Services that you have viewed).

D. Disclosures of your information

We may disclose information to third parties or allow third parties to directly collect information using these technologies on our Services, such as social media companies, advertising networks, companies that provide analytics including ad tracking and reporting, security providers, and others that help us operate our business Services.

E. Your choices

Some of the third parties we work with participate with the Digital Advertising Alliance ("DAA") and Network Advertising Initiative ("NAI"). The DAA and NAI provide mechanisms for you to opt out of interest-based advertising performed by participating members at https://www.aboutads.info/choices/ and https://optout.networkadvertising.org/.

You can also refuse or delete cookies using your browser settings. If you refuse or delete cookies, some of our Services’ functionality may be impaired. Please refer to your browser’s Help instructions to learn more about how to manage cookies and the use of other tracking technologies. If you change computers, devices, or browsers; use multiple computers, devices, or browsers; or delete your cookies, you may need to repeat this process for each computer, device, or browser. Opting out of interest-based advertising will not opt you out of all advertising, but rather only interest-based advertising from us or our agents or representatives.

We collect information about you across websites and over time. Some browsers have incorporated Do Not Track (“DNT”) preferences. At this time, we do not honor Do Not Track signals.

California residents can review Section X (Supplemental State Privacy Law Disclosures) for more information about their choices, including the right to opt out of Selling or Sharing.

VI. DATA SECURITY AND RETENTION

Although we maintain reasonable security safeguards, no security measures or communications over the Internet can be 100% secure, and we cannot guarantee the security of your information. Your Personal Data will be retained as long as necessary to fulfill the purposes we have outlined above unless we are required to do otherwise by applicable law. This includes retaining your Personal Data to provide you or your company with the products and services requested and interact with you; maintain our business relationship with you or your company; improve our business over time; ensure the ongoing legality, safety and security of our services and relationships; or otherwise in accordance with our internal retention procedures. Once you or your company has terminated your relationship with us, we may retain your Personal Data in our systems and records in order to ensure adequate fulfillment of surviving provisions in terminated contracts or for other legitimate business purposes, such as to enable easier future user onboarding, demonstrate our business practices and contractual obligations, or provide you with information about our products and services in case of interest.

VII. CHILDREN’S PRIVACY

Our Services are intended for individuals 18 years of age and older. The Services are not directed at, marketed to, nor intended for, children under 18 years of age. As a general rule, we do not knowingly collect any information, including Personal Data, from children under 18 years of age. If you believe that we have inadvertently collected personal from a child under the age of 18, please contact us using the information in Section VIII below.

VIII. EXTERNAL LINKS

Our Services may contain links to external sites or other online services that we do not control, including those embedded in third party advertisements. We are not responsible for the privacy practices or data collection policies of such third-party services. You should consult the privacy notices of those third-party services for details on their practices.

IX. CONTACTING US

We are available to assist you with your data privacy queries. If you wish to opt out of email marketing or text messaging or ask questions, please contact us via email, telephone, or send us a letter to:

    KYOCERA Document Solutions America, Inc.
    Attn.: Legal Department
    225 Sand Rd.
    Fairfield, NJ 07004
Email: privacy@da.kyocera.com
Telephone: +1 (973) 808-8444

For more information about state privacy rights, please see Section X below.

X. Supplemental State Privacy Law Disclosures

1. PRIVACY RIGHTS

California residents may have certain rights regarding Personal Data:

Right to Know. You may have the right to request information about the categories of Personal Data we have collected about you, the categories of sources from which we collected the Personal Data, the purposes for collecting, selling, or sharing the Personal Data, and to whom we have disclosed your Personal Data and why. You may also request the specific pieces of Personal Data we have collected about you.
Right to Delete. You may have the right to request that we delete Personal Data that we have collected from you.
Right to Correct. You may have the right to request that we correct inaccurate Personal data that we maintain about you.
Right to Opt Out of Sales and Sharing. You may have the right to opt out of the sale or sharing of your Personal Data for targeted advertising.

You may exercise the rights available to you via our webform here or by emailing us at privacy@da.kyocera.com. We will not discriminate against you for exercising your privacy rights.

In order to fully exercise the Right to Opt-Out of Sales and Sharing you must disable the use of all non-essential cookies in our preference center. You must complete this step on each of our websites from each browser and on each device that you use. Please note:

If you block cookies, we will be unable to comply with your request to opt out of sales and sharing for targeted advertising with respect to device data that we automatically collect and disclose to third parties online using cookies, pixels, and other tracking technologies.
If you clear cookies, you will need to disable the use of all non-essential cookies in the preference center again on each browser on each device where you have cleared cookies.

To the extent required by law, we will honor opt-out preference signals sent in a format commonly used and recognized by businesses, such as an HTTP header field or JavaScript object. We will process opt-out preference signals at the browser level.

Verification: In order to process rights requests, we may need to obtain information to locate you in our records or verify your identity depending on the nature of the request. In most cases we will collect some or all of the following data elements: first and last name, email address, and telephone number. In some cases, we may request different or additional information, including a signed declaration that you are who you say you are. We will inform you if we need such information.

Authorized Agents: Authorized agents may exercise rights on behalf of an individual by submitting a request by using the contact information below and indicating that they are submitting the request as an agent. We may require the agent to demonstrate authority to act on behalf of the individual by providing signed permission from the individual. We may also require you to verify your own identity directly with us or to directly confirm with us that the individual provided the authorized agent permission to submit the request. To exercise any state rights described above, authorized agents can submit a request by either emailing us at privacy@da.kyocera.com or submitting this request form.

2. ADDITIONAL DATA HANDLING DISCLOSURES

Although we have not "sold" Personal Data for money in the past 12 months, we engage in routine practices with our Services that could be considered a sale or sharing for targeted advertising as those terms are defined under applicable laws. We do not knowingly sell or share for targeted advertising any Personal Data of minors under the age of 16 or any sensitive Personal Data.

In the past 12 months, we have disclosed the following categories of Personal Data with the following categories of Third Parties for a business purpose:

Affiliates and subsidiaries: Identifiers; Records about you; Demographic information, Commercial information; Internet or other electronic network activity information; Professional information; Non-precise geolocation information; Education information; Audio, electronic, visual, or other sensory information; Inferences; and Sensitive personal information
Service providers: Identifiers; Records about you; Demographic information, Commercial information; Internet or other electronic network activity information; Professional information; Non-precise geolocation information; Education information; Audio, electronic, visual, or other sensory information; Inferences; and Sensitive personal information
Professional consultants: Identifiers; Records about you; Demographic information, Commercial information; Internet or other electronic network activity information; Professional information; Non-precise geolocation information; Education information; Audio, electronic, visual, or other sensory information; Inferences; and Sensitive personal information
Vendors necessary to complete transactions you request: Identifiers; Records about you; Demographic information, Commercial information; Internet or other electronic network activity information; Professional information; Non-precise geolocation information; Education information; Audio, electronic, visual, or other sensory information; Inferences; and Sensitive personal information
Law enforcement, government, agencies, and other recipients for legal, security, or safety purposes: Identifiers; Records about you; Demographic information, Commercial information; Internet or other electronic network activity information; Professional information; Non-precise geolocation information; Education information; Audio, electronic, visual, or other sensory information; Inferences; and Sensitive personal information
In connection with a corporate transaction: Identifiers; Records about you; Demographic information, Commercial information; Internet or other electronic network activity information; Professional information; Non-precise geolocation information; Education information; Audio, electronic, visual, or other sensory information; Inferences; and Sensitive personal information
Entities to which you have consented to the disclosure: Identifiers; Records about you; Demographic information, Commercial information; Internet or other electronic network activity information; Professional information; Non-precise geolocation information; Education information; Audio, electronic, visual, or other sensory information; Inferences; and Sensitive personal information

In the past 12 months, we have Sold or Shared for Targeted Advertising Purposes the following categories of Personal Data with the following categories of Third Parties:

Dealers who sell our products and services: Identifiers; Records about you; Demographic information, Commercial information; Internet or other electronic network activity information; Professional information; Non-precise geolocation information; and Inferences
Third parties whose cookies and tracking tools we use as described in Section V (“COOKIES AND OTHER TRACKING TECHNOLOGIES”): Identifiers; Records about you; Demographic information; Internet or other electronic network activity information; Professional information; Non-precise geolocation information; and Inferences
Partners who work with us on promotional opportunities, including co-branded products and services: Identifiers; Records about you; Demographic information; Internet or other electronic network activity information; Professional information; Non-precise geolocation information; and Inferences

3. SHINE THE LIGHT

California Civil Code Section 1798.83, also known as the "Shine The Light" law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of Personal Data (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we disclosed Personal Data in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us using the contact information provided below.