Kyocera Digital Cloud Platform Privacy Statement

Kyocera Digital Cloud Platform Privacy Statement (web application)

Last modified: June 2024

KYOCERA Document Solutions Australia Pty. Ltd. ABN 77 003 852 444 (“KYOCERA”, “we” or “us”), located at Level 3, Quarter One, 1 Epping Road, North Ryde NSW 2113, Australia has issued this Privacy Statement (“Statement”) to inform you, the user of Kyocera Digital Cloud Platform (“DCP”), about the handling of your personal information when your organisation uses DCP.

This Statement sets out how DCP held personal information is managed in compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

This Statement is intended to be read in conjunction with the KYOCERA Privacy Statement.

INTRODUCTION

The DCP is a cloud-based platform that provides applications, plug-ins, and APIs to integrate solutions (App or Apps) on the DCP, that enables organisations to manage users and devices for each App.

1. FOR WHICH PURPOSES ARE WE PROCESSING YOUR PERSONAL INFORMATION?

A User account management

KYOCERA processes a user’s first and last name, username and email addresses either directly from you or indirectly from a KYOCERA customer (probably your employer or organisation) so that we can set-up and manage a user account for you.

B. Provision of DCP

In order to enable the user to use DCP as agreed, KYOCERA processes metadata related to the files such as file name, document classification, viewing history, log files and the content of the respective files.

C. Remote maintenance

A KYOCERA service engineer may access your personal information, which is processed within the local administrator’s account for bug fixing or trouble shooting purposes.

D. Hosting

KYOCERA uses Google Cloud Services, Japan, as a cloud storage provider.

E. Notice

KYOCERA may use personal information about your account, such as user’s first and last name, username and email address to contact you for the purpose of incident notification or support of DCP.

F. Improvement

KYOCERA may use your personal data to improve performance and functions of DCP by evaluating your use of DCP.

G. Marketing

KYOCERA may send you email notices about other KYOCERA products and services and about new features, content, and offers available on DCP, if you consent to receive email marketing. You can change your email preferences and opt out of receiving marketing emails using the unsubscribe link provided in the email communication.

H. Service Security

KYOCERA may process your personal data to detect, prevent and respond to security breaches, fraudulent behavior, or misuse of DCP. We may process your personal data when required by law and for the purpose of legal claims and actions to protect rights and interests of KYOCERA.

2. ON WHAT LEGAL BASIS ARE WE PROCESSING YOUR PERSONAL INFORMATION?

In accordance with the Australian Privacy Principles, KYOCERA handles personal information for the purposes mentioned above in order to perform its DCP contractual rights and obligations as agreed with KYOCERA customers.

3. WHO ARE WE SHARING YOUR PERSONAL INFORMATION WITH?

DCP is a cloud-based solution. Your personal information may be stored on a server located overseas with:

• Google Cloud Japan G.K

• KYOCERA Document Solutions, Inc., Japan for remote maintenance services and improvement of the DCP.

• KYOCERA Document Solutions Development America, Inc. (CA, USA) for remote maintenance services only in case of emergency.

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.

4. INTERNATIONAL TRANSFERS

Where we transfer your personal information to an overseas recipient, we will only disclose personal information overseas in accordance with the Australian Privacy Principles and where we have obtained your consent, or we have ensured appropriate contractual data protection safeguards are in place. Alternatively, we may ask you for your explicit consent to the proposed transfer.

5. FOR HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?

Where possible, we have set specific retention periods for keeping your personal information. These specific retention periods are stated below, 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. Specific retention periods Purpose (A), (B), (E) and (F). We shall keep your personal information related to your user account as long as you have your user account with us. If you don’t activate your user account within 7 days of creation of the account, we shall erase it. Further, we delete your user account when your organisation ceases to use DCP. Purpose (C). For remote maintenance and support services, KYOCERA may have access to personal data. Personal data that is processed for remote maintenance services will be deleted 7 days after completion of the services. Purpose (G) and (H) We shall keep your personal information related to your user account as long as you have your user account with us or until you opt out, or as required by law. Criteria for determining retention periods We only retain personal information where it is reasonably necessary for, or directly relate to, one or more of the DCP functions or activities. We shall keep your personal information in compliance with applicable legal requirements and we make periodical reviews of the personal information we hold.

6. WHICH TECHNICAL AND ORGANISATIONAL MEASURES WE HAVE TAKEN KYOCERA

takes the security of your personal information very seriously and take all reasonable efforts to protect your personal information from misuse, interference and loss, unauthorised access, modification or disclosure including by regularly updating and auditing our storage and data security systems, and ensuring KYOCERA has confidentiality obligations with staff and third parties.

7. YOUR RIGHTS

You have the right to request access to any personal information KYCOERA may hold about you and to request its correction. KYCOERA will deal with requests for access to personal information in accordance with the Australian Privacy Principles. In order to protect your personal information we may require identification from you before releasing the requested information. If we deny you access to the information, we will notify you of the basis for the denial unless an exception applies.

8. COMPLAINTS

If you believe that Kyocera has breached this Statement or any of the Australian Privacy Principles then you should make a complaint to us in the first instance. Please address your complaint in writing to the email address provided in the "Contact Us" section below and provide as much detail as possible about the circumstances that you believe amount to a breach. On receiving a complaint we will undertake an internal investigation and we may contact you if we need to obtain any further information in relation to your complaint. We will provide a written response to your complaint as soon as practical and within 30 days of receiving your compliant. If you are unhappy with our response, you have the right to make a complaint to the Office of the Australian Information Commissioner (OAIC). The OAIC can be contacted by telephone on 1300 363 992. Full contact details for the OAIC can be found on its website at www.oaic.gov.au.

CONTACT US

You can contact us at privacy@dau.kyocera.com or 13 59 62.