Your Privacy and Kyocera

13 September 2019

We are KYOCERA Document Solutions Europe B.V. Zweigniederlassung Deutschland, Otto-Hahn-Straße 12, D-40670 Meerbusch, hereinafter referred to as KYOCERA or KYOCERA Academy.

This Privacy Statement applies to the services that we provide on our website https://academy.kyoceradocumentsolutions.co.za including its sub-websites (hereinafter referred to as "websites") and when you enroll in one or more KYOCERA Academy Educational Products. "Educational Products" means all (customized) classroom, virtual and online trainings (such as eLearnings and videos), as well as other materials offered by KYOCERA Academy.

In this Statement, we will explain in detail the following:

  1. A. Why we are processing your personal data
  2. B. On what legal basis we are processing your personal data
  3. C. With whom we share your personal data and to which countries your personal data is sent to
  4. D. For how long we keep your personal data
  5. E. What your legal rights are concerning us processing your personal data
  6. F. How you can contact us and other important information

A. WHY WE ARE PROCESSING YOUR PERSONAL DATA

KYOCERA processes personal data of users only to the extent necessary to provide a functioning website and related services in compliance with the EU 2016/679 General Data Protection Regulation (GDPR).

  1. I. Provision of the website
  2. In order for you to access and use the website, KYOCERA processes your IP-address, information regarding your browser, operation system, Internet Service Provider, date and time of accessing the website, the website you visited prior to accessing KYOCERA's website and websites that you access via KYOCERA's websites. KYOCERA processes this data in order to provide the content of the websites on your terminal device.

    KYOCERA stores these data in log files. These data are not combined with further personal data of users.

    The above mentioned data is essential for KYOCERA to provide access to and use of the website. Thus, you cannot object to the data processing.

  3. II. Cookies
  4. We also use cookies on this website. Kyocera places these cookies exclusively for technical purposes as they are necessary for the proper functioning of the website. Kyocera does not use Cookies for analytical, tracking or advertising purposes. Kyocera does not share personal data collected by cookies with third parties and does not transfer these data to third countries.

    The following cookies are used:

    Name: cookie-consent
    Purpose: Stores the value TRUE after cookie consent has been given.
    Lifetime: 1 year

    Name: JSESSIONID
    Purpose: Stores the Session ID to allow you to navigate through the web page and memorize your login, shopping cart or settings.
    Lifetime: For the session only (Until closing the Web browser)

    Name: enr_*
    Purpose: Temporary storage of the enrollment ID for the purpose of displaying the feedback questionnaire after exiting a course module.
    Lifetime: For the session only (Until closing the Web browser)

    You can adapt cookie settings in your browser. However, blocking essential cookies may significantly limit the functionality of this website.

  5. III. Use of Educational Products
  6. Before you can enroll in one or more Educational Products you must create a user account and provide KYOCERA with your personal data. You may either directly create your account with us, or we have created an account for you based on the personal data that your employer (referred to as "Contractual Partner" in KYOCERA Academy's General Terms and Conditions) has provided us with (name, email address, job function).

    Providing your name, email address, company name and country is mandatory to use the Educational Products and, thus, highlighted in red. In case you provide KYOCERA with further information about yourself that is voluntary. KYOCERA processes the above mentioned personal data in order to create, activate, provide, maintain, administer and invoice (if applicable) your account. Moreover, KYOCERA drafts reports in order to monitor the completion rate of trainings and transfers these reports to your employer. Further, KYOCERA uses your personal data for anonymous statistics and in order to improve Educational Products.

B. LEGAL BASIS

Regarding the provision of the website, including the use of cookies, and the Educational Products, KYOCERA Academy processes your personal data based on its legitimate interests within the meaning of Article 6(1)(f) GDPR. The processing of personal data is within the scope of KYOCERA Academy's legitimate interests as KYOCERA Academy entered into service agreements with your employer to provide both the website and Educational Products to you.

Regarding the provision of the Educational Products KYOCERA processes your personal data as a Data Processor within the meaning of Article 4(8) GDPR on behalf of your employer who acts as the Data Controller within the meaning of Article 4(7) GDPR and as such your employer is responsible to demonstrate the legal basis for processing your personal data.

C. WITH WHOM WE SHARE YOUR PERSONAL DATA AND TO WHICH COUNTRIES YOUR PERSONAL DATA IS SENT

KYOCERA has engaged with third party service providers for hosting, maintenance and support services. These third party service providers are based in Germany and KYOCERA concluded a Data Processing Agreement with the service providers in order to ensure an adequate level of protection for your personal data.

Further, KYOCERA transfers your personal data, including information regarding which trainings you completed including test results to your employer. Consequently, your personal data is sent to your employer's country of establishment.

In case KYOCERA provides the Educational Products to you on behalf of one of KYOCERA's distributors or dealers, KYOCERA transfers your personal data to that respective KYOCERA distributor or dealer in order to demonstrate that the dealers' or distributors' employees obtained respective knowledge and qualifications.

D. FOR HOW LONG WE KEEP YOUR PERSONAL DATA

Regarding the provision of the website KYOCERA deletes log files after 6 months.

We shall keep your personal data related to your user account as long as you have an active user account with us. Inactive user accounts shall be erased after one year of last use. In case you don't log in for the first time within 60 days after creation of the account, we shall erase it. You may always request us to delete your user account. In that instance, we shall erase your user account within 30 days after your request.

E. YOUR RIGHTS CONCERNING THE PROCESSING OF YOUR PERSONAL DATA

According to GDPR you have the following legal rights that we wish to inform you of:

Access
You have the right to be informed whether we process your personal data, and, where that is the case, access to your personal data.

Rectification
You have the right to have your personal data 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 data 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.

Restriction of processing
You have the right to request that we restrict the processing of your personal data based on specific grounds. These are (1) the time for us to verify the accuracy of your personal data on your request; (2) instead of erasure of unlawful processing, you request restriction of use instead; (3) you need personal data 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 data 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 data based on your objection, unless we demonstrate compelling legitimate grounds overriding your interests, rights and freedoms or if we need your personal data in legal proceedings.

Data portability
We are required to inform you of your right to receive your personal data from us so that you can transmit that personal data to another service provider. For the KYOCERA Academy that means that at your request we shall supply you with your personal data related to your user account.

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.

Lodging a complaint
You have the right to lodge a complaint with a supervisory authority about our processing of your personal data.

F. HOW YOU CAN CONTACT US AND OTHER IMPORTANT INFORMATION

  1. I. International transfers
  2. As stated above, we may transfer your personal data to a subsidiary or third party that is located in a different country than where Kyocera Document Solutions Europe B.V. Zweigniederlassung Deutschland is located. If such country does not provide 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 subsidiary or third party through the Standard Data Protection Clauses adopted by the European Commission, or through the EU-US Privacy Shield. A list of countries that have ensured an adequate level of protection according to the European Commission can be found here. Alternatively, we may ask you for your explicit consent to the proposed transfer. You may request a copy of the Standard Data Protection Clauses by sending us an email, motivating your request.

  3. II. Exercising your rights and contacting us
  4. 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. Zweigniederlassung Deutschland
    Attn.: Data Protection Officer
    Otto-Hahn-Straße 12, D-40670 Meerbusch
    e: datenschutz@deu.kyocera.com

    Please inform us of your country of residence so that we can direct you to the appropriate privacy professional. Also 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.

  5. III. Changes to this document
  6. 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.