KYOCERA DOCUMENT SOLUTIONS AUSTRALIA PTY LTD – PRIVACY AND CREDIT INFORMATION POLICY - AUSTRALIA

KYOCERA Document Solutions Australia Pty Ltd (ABN 77 003 852 444) and Kyocera Document Solutions New Zealand Ltd (NZBN 94 290 40 547 299) (we, us or our) is committed to protecting your privacy. This policy explains how we collect, use and protect your personal information. It applies to all personal information we handle, whether we collect it through our website, in person, or through other means. This policy explains how we collect, use and protect your personal information and complies with the Privacy Act 1988 (Cth) and Australian Privacy Principles (APPs) in Australia, and the Privacy Act 2020 and Information Privacy Principles (IPPs) in New Zealand.

Quick overview

• We collect information you provide to us and information we gather when we interact with you
• We use this information to provide our services and improve your experience
• We protect your information using secure systems and processes
• You have rights regarding your personal information, including access and correction rights

Information we collect

•  Name, address, email address and phone number
•  Professional details

Service related information

• Payment and transaction details for products and services you have purchased from us
• Your preferences for our services and your marketing preferences
•  Feedback and survey responses

Digital information

• IP address and general location information derived from your IP address
• Search and browsing behaviour
• Website usage patterns
• Cookie preferences

Professional information (for job applicants and workers)

• Employment history
• Professional experience
• Required authorisations and licences
• Professional registrations

Credit Information

The types of "credit information" (as defined by Australian privacy law) we may collect about you include:

• Your personal details (name, address, phone number, and email address)
• Your geographic location and IP address
• Records that you applied for credit with us
• The credit amount you applied for
• The credit amount we provided to you (if applicable)
• Payment terms for any credit we provided, including repayment periods
• Your payment history, including any missed or late payments
• Details of any credit you received that has been fully repaid or discharged
• Information obtained from your credit references
• Records of personal bankruptcy or insolvency
• Information about any court proceedings involving you
• Information obtained from credit managers' bureaus
• Information from identification document providers

The types of "credit eligibility information" (as defined by Australian privacy law) we may collect about you from credit reporting bodies include:

• Your credit report
• Your credit assessment score

The contact details of the credit reporting body we currently use is outlined below. Each credit reporting body has a credit reporting policy about how they handle your information:

•  Creditorwatch Pty Limited ABN 80 144 644 244
•  Creditorwatch's credit reporting policy is available and you can obtain a copy of your credit report here: www.creditorwatch.com.au

How we collect personal information

• Directly from you when you: interact with us, contact us, fill out forms.
• Automatically when you: visit our website, use our technologies, interact with our online services.
• From third parties: service providers, business partners, public sources, government organisations and organisations or people authorised by you.
  
  

Why we collect, hold, use and disclose personal information

We collect and use your personal information to run our business and provide our services as set out below.

Business operations

• To manage our relationship with you as a customer or supplier
• To process and deliver our products and services
• To handle your inquiries, support requests, and communications
• To maintain accurate records for billing and administration
• To verify your identity when required or permitted by law
  
  

• To respond to your questions and support requests
• To communicate important updates about our services
• To handle inquiries made through our website or platforms
• To manage your participation in surveys, feedback sessions, or events

Service improvement

• To conduct analytics and market research
• To improve our business operations and services
• To develop and enhance our applications and platforms
• To understand how our services are used

Marketing and promotions

• To send you promotional information about our services and events
• To inform you about products or services that may interest you
• To manage your marketing preferences
• To run competitions, promotions, and special offers
• To provide additional benefits to our customers

Employment purposes

• To assess employment applications
• To evaluate candidate qualifications
• To manage professional certifications and licences
• To maintain employment records

Legal and compliance

• To comply with our legal obligations
• To respond to court orders or legal processes
• To maintain required business records
• To fulfill regulatory requirements or reporting obligations
• To protect our legal rights and interests or as authorised by law

Credit information: We may collect, hold, use and disclose credit information and credit eligibility information for the following purposes:

• Verifying your identity
• Obtaining credit information from credit reporting bodies
• Assessing your application for credit (or assessing your application to be a guarantor in relation to such credit)
• Assessing your credit worthiness, including collecting your payment history in relation to any credit provided by us to you
• Enforcing our rights against you or your guarantors for repayment of any amount owed by you to us
• Work with you as a customer or supplier of our business
• Administering your account, including for internal record keeping, administrative, invoicing and billing purposes
• Dealing with complaints or issues you may have in relation to our business
• Complying with our legal obligations and resolving any disputes that we may have
• Enabling insurers to assess risk and manage our contractual arrangements
• Considering hardship requests you may make
• If otherwise required or authorised by law

Our disclosures of personal information to third parties

We may disclose personal information to:

• IT service providers
• Data storage providers
• Web hosting and server providers
• Payment processors
• Marketing and advertising providers
• Analytics providers
• Customer support and helpdesk service providers

• Bankers
• Auditors
• Insurers and insurance brokers
• Legal advisers

• Our related bodies corporate
• Our existing or potential agents
• Our business partners or contractors

Corporate transactions
If we merge with or are acquired by another company, or sell our business assets:

• Your information may be disclosed to our advisers
• Your information may be disclosed to the potential purchaser's advisers
• Your information may be included in the transferred assets

Legal and regulatory bodies

• Courts and tribunals
• Regulatory authorities including as required for reporting obligations
• Law enforcement officers

• Third parties you have authorised
• Emergency services when necessary
• Any other parties as required or permitted by law

Credit information: We will only disclose your credit information to third parties where it is necessary as part of our business, where we have your consent, or where permitted by law. This means that we may disclose credit information to:

• Other credit providers to help them assess your existing financial arrangements with us
• Potential guarantors so they can decide whether to guarantee your credit or offer property as security
• Guarantors when we need to enforce our rights against them
• IT service providers, data storage, web-hosting and server providers
• Payment system operators, debt collectors and other service providers who help us recover debts, and our professional advisors
• Our employees, contractors and related companies
• Our existing or potential agents or business partners
• Our advisors and any prospective purchaser's advisors if we merge with or are acquired by another company, or sell all or part of our assets (your personal information may be among the transferred assets)
• Courts, tribunals and regulatory authorities if you fail to pay for goods or services we provided
• Courts, tribunals, regulatory authorities and law enforcement officers as required or authorised by law, in connection with actual or prospective legal proceedings, or to establish, exercise or defend our legal rights
• Any other third parties where you have given consent
• Anyone else as required or permitted by law, such as when we receive a subpoena.

Overseas disclosure

Storage and access
We store your personal information in Australia. However, your information may be accessed from or transferred to locations outside Australia in these circumstances:

• When our service providers, including customer support and helpdesk services, are located overseas
• When we work with overseas business partners
• When using cloud-based services or data storage solutions

The locations to which we are most likely to disclose personal information are the Philippines, Japan, New Zealand and the Pacific Islands. 

Our approach to overseas disclosure

Before disclosing your personal information overseas, we take reasonable steps to ensure that the recipient treats your information in accordance with applicable law by only sending what is necessary, requiring recipients to protect your information through contractual agreements which require the recipient to comply with the privacy standards in applicable law or through other mechanisms that provide comparable safeguards and by monitoring how recipients handle your information.

Credit Information
We may disclose credit information to individuals or entities that do not have an Australian link. 

Your privacy rights and choices

Providing information

You can choose whether to provide personal information to us, however, if you do not provide certain information, we may not be able to provide some services. Let us know if you do not want to provide information and we will let you know when information is required versus optional.

Access to your information

You can request access to the personal information we hold about you and we will respond to your request within a reasonable time. We may charge a reasonable administrative fee for providing access and if we cannot provide access, we will explain why and explore alternative ways to share relevant information. Some of the situations where we do not have to give you access include when:

• We believe there is a threat to life or public safety
• There is an unreasonable impact on other individuals
• The disclosure would involve an unwarranted disclosure of the affairs of another person or a deceased person
• The request is frivolous
• The disclosure of the information would breach legal professional privilege
• The information would not be ordinarily accessible because of legal proceedings
• It would be unlawful
• It would be likely to harm the activities of an enforcement body
• It would harm the confidentiality of our commercial information or disclose a trade secret or be likely to unreasonably prejudice the commercial position of the person who supplied the information or who is the subject of the information

Correction rights

You can ask us to correct any information that is inaccurate, out of date, incomplete, irrelevant or misleading and we will take reasonable steps to correct your information promptly. If we cannot make the correction, we will explain why and discuss alternatives. You can ask us to add a statement to your information noting your requested correction.

Marketing communications

You can opt-out of receiving marketing communications at any time. Each marketing communication will include an unsubscribe option. You can change your marketing preferences by contacting us. We will process your request as soon as practicable.

How to contact us about your rights or to make a complaint and what happens next

Step 1: Contact our privacy officer

• Email: privacy@dau.kyocera.com  
• Phone: 13 59 62 (Australia) or 0800 459 623 (New Zealand)
• Post: Level 3, Quarter 1, 1 Epping Road, North Ryde NSW 2113 Australia

What to include:
Your full name, contact details, clear details about your request or complaint, and any relevant dates or reference numbers.

Step 2: Our response

We will:

• Verify your identity before processing your request
• Investigate thoroughly (for complaints) or process your request (for rights)
• Respond to you in writing within 30 days of receiving your complaint
• Explain what actions we will take and keep you updated on progress
• Not charge you for making a request (except for reasonable access fees if applicable)
• Help you understand and exercise your rights

Step 3: If you are not satisfied (complaints only)

If you are not satisfied with our response to your complaint, you can:

• Ask for a review by our senior management, or
• Contact external bodies:
  • Australian residents: Office of the Australian Information Commissioner (Phone: 1300 363 992, Website: www.oaic.gov.au)
  • New Zealand residents: Office of the New Zealand Privacy Commissioner (Phone: 0800 803 909, Website: https://www.privacy.org.nz/)

This is the same process whether you want to access your information, correct mistakes, change marketing preferences, or make a complaint about our privacy practices.

Protecting your information

We use multiple layers of security to protect your information.

Technical safeguards

• Enterprise-grade encryption for data storage and transmission
• Regular security testing and monitoring
•  Automated threat detection systems
• Information security management systems certified to ISO27001 standard
• Electronic security systems including firewalls, data encryption and password protection

Operational security

• Staff training on security and privacy
• Strict access controls based on job requirements
• Regular security audits and incident response procedures testing
• Confidentiality obligations for all employees and service providers
• Information access limited to need-to-know basis only

Physical security

• Secure premises with controlled access
• Secure disposal of physical documents
• Equipment security protocols

Public information
Please note that any information you choose to share publicly on online platforms (such as comments or reviews) can be accessed and used by others. We cannot control or protect information that you make publicly available.

How long we keep your information

We keep your personal information only as long as we need it for the purposes we collected it, or as required by law. When we no longer need it, we securely destroy or de-identify it.

Cookies and Analytics

What We Use
We use cookies, tracking pixels, and similar technologies on our website and in our emails to improve your experience and our services.

Cookies

• Small text files stored on your device
• Help remember your preferences
• Enable certain website functions
• Make your interactions with our website more efficient

Tracking Pixels

• Tiny, invisible images in web pages and emails
• Help us understand how you interact with our content
• Allow us to measure email engagement
• Enable more relevant content delivery

How we use these technologies

Essential Functions

• Remember your login status
• Maintain your session security
• Store your preferences
• Enable core website features

Analytics and Performance

• Understand how our website is used
• Measure page views and traffic
• Analyse user navigation patterns
• Identify areas for improvement

Personalisation

• Remember your preferences
• Tailor content to your interests
• Improve your browsing experience
• Provide relevant recommendations

Your control

You can manage these technologies by:

• Adjusting your browser settings to block or delete cookies
• Using privacy-focused browser extensions
• Configuring your email client to block images
• Using our cookie preference settings

Note: Blocking all cookies may affect website functionality and your user experience.

Google Analytics

We use Google Analytics to understand how people use our website. This involves cookies that collect information about your browsing activity. You can opt out of Google's advertising features through your Google account settings, browser add-ons, or your device's privacy settings. Google provides various tools and options to control how your data is used for advertising purposes. You can learn more about how Google uses your data and your available options on Google's privacy pages.

Meta advertising tools

We use Meta's advertising tools (such as Meta Pixel) to understand how our ads perform and to show you more relevant advertisements on Meta platforms like Facebook and Instagram when you visit our website or app. You can manage whether we connect information from our website with your Meta account for advertising purposes by adjusting your settings within your Meta account preferences.

Artificial Intelligence (AI) Technologies

Overview
We use artificial intelligence and machine learning technologies in our business operations and services, including AI tools provided by third parties. We only use these technologies when legally permitted and necessary for our business.

How we use AI

We may use AI technologies to:

• Conduct analysis and data processing
• Improve and optimise our services and operations
• Automate routine tasks and communications
• Personalise your experience with our services
• Support quality assurance processes

Data protection and security

We do not input your personal or sensitive information into any AI. However, when we work with third-party AI providers, we ensure they handle all information in accordance with privacy laws through contractual requirements and appropriate safeguards.

Your rights and our commitments

Any information generated or inferred about you by AI technologies is treated as personal information, and you maintain all the rights outlined in this privacy policy. When using AI, we commit to:

Transparency and control

• We will inform you when AI is used to make decisions that may significantly affect you
• We maintain human oversight and review of significant AI-generated decisions
• Our staff are trained to understand AI limitations and verify outputs before relying on them
• We implement processes to verify the accuracy of AI-generated outputs

Security

• We use appropriate technical and organisational measures to maintain the security and integrity of your personal information
• We regularly test and monitor AI outputs for accuracy and reliability

Risk mitigation

• We regularly assess and document risks associated with using AI to process personal information
• We implement appropriate measures to address these risks
• We continuously monitor AI performance and regularly review their impact
  

   

Links to other websites

Our website may contain links to other websites. These links are meant for your convenience only. Links to third party websites do not constitute sponsorship or endorsement or approval of these websites. Please be aware that we are not responsible for the privacy practices of other websites. We encourage our users, when they leave our website, to read the privacy statements of each and every website that collects personally identifiable information. This privacy policy applies solely to information collected by this website or otherwise by us.

Amendments

We may update this policy at any time by posting the revised version on our website. We recommend that you review our website regularly to stay current with any policy changes.

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