Personal Information Protection Policy

1 Purpose of this Privacy Policy

Kyocera Document Solutions Asia Group (“KDAS-G”, “we”, “the company”, or “us”. The companies constitute KDAS-G are listed in the Schedule 1 attached hereto.) is committed to being in full compliance of the applicable laws protecting personal data which are enacted in each jurisdiction that we conduct our business operations. Your continued use of our Sites and services means that you acknowledge that you have read and understood the Privacy Policy, confirm the accuracy of your Personal Data, and consent to the collection, use and disclosure of your Personal Data by us for the purposes set out in this Privacy Policy.

This Privacy Policy (“Policy”) sets out the basis which KDAS-G may collect, use, disclose or otherwise process personal data of the following individuals in accordance with the applicable personal data protection laws:

• ・ Visitors to our websites, mobile applications and social media platforms (“Sites”);
• ・ Contact persons for our customers and/or prospective customers;
• ・ Contact persons for suppliers or vendors and/or prospective suppliers or vendors of goods and services;
• ・ Users of our goods or services who contacted us for an inquiry, a technical support or any other goods or service related matters;
• ・ Users who set up user account for our goods or services;
• ・ Users whose personal data are registered in the address book in a machine or a device; and
• ・ Any other individuals about whom we obtain Personal Data (defined below).

Personal Data means data, whether true or not, about an identifiable individual, including where that individual can be identified: (a) from that data; or (b) from that data and other information to which KDAS-G has or is likely to have access (“Personal Data”). If you choose not to provide your Personal Data or provide incomplete or incorrect Personal Data, we would likely not be able to provide our goods or services to you.

• ・ personal information, such as your name, gender, date of birth and nationality;
• ・ contact information, such as business address, billing address, delivery address, email address and mobile phone or land line numbers;
• ・ payment information, such as bank account number, credit card numbers, and any other payment details;
• ・ transaction information, such as the products you have purchased or obtained from us;
• ・ technical information, such as internet protocol (IP) address, and how you use and view any content on the Sites; and
• ・ marketing and communications information, such as your preferences in receiving marketing from us, our affiliates and partners, and any third parties, as well as your communication preferences.

2 Purposes for Collecting, Using and Disclosing of Personal Data

We generally do not collect your Personal Data unless: (a) it is voluntarily provided to us by you directly or via a third party who has been duly authorised by you to disclose your Personal Data to us (your “authorised representative”) after (i) you (or your authorised representative) have been notified of the purposes for which the data is collected, and (ii) you (or your authorised representative) have consented or, where permitted by applicable law, deemed to have consented to the collection, use and disclosure of your Personal Data for those purposes, or (b) the collection, use or disclosure of Personal Data without consent is permitted or required by the applicable laws. We shall seek your consent before collecting any additional Personal Data and before using or disclosing your Personal Data for a purpose which has not been notified to you (except where permitted or required by law).

If you provide Personal Data of any third party to us, you represent and warrant that such Personal Data is up-to-date, accurate and complete, and that you have obtained the necessary consent and permissions from that third party, or otherwise take any steps, in order to disclose his/her Personal Data to us, and for us to collect, use and disclose that data in accordance with this Policy.

We may collect, use and disclose your Personal Data for one or more of the following purposes:

• (a) performing obligations in the course of or in connection with our provision of the goods and/or services requested by you, including but not limited to:
  i. Delivery and installation of goods
  ii. Repair and/or inspection of goods and other after-sales services
  iii. Customer support
  iv. Operations related to quotation and order of goods
  v. Operations related to payment of goods
  vi. Planning and development of various goods and services
  vii. Responding to customer requests (requests for documents/information, product introductions, visits, consultations, etc.)
  viii. Announcement of new products and event campaigns in our business and delivery of e-mail magazines
  ix. Advertising, sales, promotion and marketing activities
  Failure to provide your Personal Data may result in us being unable to perform our contractual obligation.
• (b) verifying your identity;
• (c) responding to, handling, and processing queries, requests, applications, complaints, and feedback from you;
• (d) managing your relationship with us;
• (e) processing payment and credit management;
• (f) planning and development of various goods and services;
• (g) prize drawing in various campaigns and shipment of goods;
• (h) management of reservations and history for our facility visits;
• (i) conducting questionnaires and surveys, etc. for business activities such as planning, development, and sales promotion of various goods or services;
• (j) performing obligations in the course of or in connection with our purchase of the goods and/or services;
• (k) acceptance or selection of a prospective employee, various communications to the prospective employee and any other operations incidental to the recruiting activities;
• (l) responding to and resolving the reported vulnerability information, and reporting and communicating regarding it.
• (m) complying with any applicable laws, regulations, codes of practice, guidelines, or rules, or to assist in law enforcement and investigations conducted by any governmental and/or regulatory authority, or courts. Where your Personal Data is required for such compliance, failure to provide your Personal Data in such circumstance may result in us and/or you being in violation of applicable law or regulations;
• (n) any other purposes for which you have provided the information;
• (o) transmitting data to any unaffiliated third parties including our third-party service providers and agents, and relevant governmental and/or regulatory authorities for the aforementioned purposes; and
• (p) any other incidental business purposes related to or in connection with the above.

We may disclose your Personal Data where such disclosure is required for performing obligations in the course of or in connection with our provision of the goods and services requested by you.

The purposes listed in the above paragraphs may continue to apply even in situations where your relationship with us (for example, pursuant to a contract) has been terminated or altered in any way, for a reasonable period thereafter (including, where applicable, a period to enable us to enforce our rights under any contract with you).

In addition, we may statistically process and utilize your information that we obtained. In this case, the information utilized does not contain any information that personally identifies the individual.

3 Disclosure of your Personal Data to Third Parties

4 Withdrawing your Consent

5 Data Subject Rights

You may request a copy of your Personal Data that is in our possession or control, and information about the ways in which your Personal Data has or may have been used or disclosed during the past year.

You may also request that we correct an error or omission in your Personal Data that is in our possession or control.

Subject to the applicable laws in your jurisdiction, you may also be entitled to right to request the disclosure of the acquisition of your Personal Data, right to data portability, right to object, right to erasure, right to suspension, right to withdraw consent, and right to lodge complaint to the personal data protection supervisory authority in your country.

If you would like to request access to or correction of your Personal Data, please make your request in writing to one of our Data Protection Officers (please see paragraph 9 below). To the extent permissible by applicable law, we may charge a nominal fee for the processing of any access request from you, and we will respond to your requests within 30 days or sooner if required by law.

It is important that the Personal Data you (or your authorised representative) provide to us is accurate and complete. You are responsible for informing us of changes to your Personal Data, or in the event you believe that the Personal Data we have about you is inaccurate, incomplete, misleading or out of date. Please update us if there are changes to your Personal Data by informing our Data Protection Officer in writing or via email at the contact details provided below.

If you wish to make a complaint relating to our processing of your Personal Data, please inform our Data Protection Officer in writing or via email at the contact details provided below.

If you are not satisfied with our handling of your complaint, you may also make a complaint to the applicable data protection regulatory authority in your country.

6 Security Measures for Your Personal Data

To safeguard your Personal Data from unauthorised access, collection, use, disclosure, copying, modification, disposal or similar risks, we have put in place appropriate administrative, physical and technical security measures, and we disclose Personal Data both internally and to our authorised third party service providers and agents only on a need-to-know basis.

You should be aware, however, that no method of transmission over the internet or method of electronic storage is completely secure. While security cannot be guaranteed, we strive to protect the security of your information and are constantly reviewing and enhancing our information security measures.

7 Retention of Your Personal Data

We may retain your Personal Data for as long as it is necessary to fulfil the purpose(s) for which it was collected, or as required or permitted by applicable laws.

We will cease to retain your Personal Data, or remove the means by which the data can be associated with you, as soon as it is reasonable to assume that such retention no longer serves the purpose(s) for which the Personal Data was collected, and is no longer necessary for legal or business purposes.

8 Transfer of Your Personal Data outside the countryn

We may occasionally transfer your Personal Data to other companies within KDAS-G and KDC and third parties outside of the country in which you are located (including to Japan, HKSAR, Korea, India, Malaysia, Singapore, Taiwan, Thailand and Vietnam), only on a need-to-know basis and for the purposes stated in paragraphs 2 and 3 above. We will ensure that your Personal Data is transferred in compliance with applicable laws, which may include the use of data transfer agreements or binding corporate rules. The recipient entity shall implement security measures at least as stringent as ours to protect your Personal Data.

9 Data Protection Officer

Our Data Protection Officers (also known as Grievance Officers) are responsible for ensuring KDAS-G’s compliance with the laws protecting personal data, developing and implementing policies and practices that are necessary for KDAS-G to meet its obligations under the laws, addressing complaints and grievances with respect to the processing or use of Personal Data, and making information about our data protection policies and practices (including the complaints process) available on request.

Contact Person: Data Protection Officer
Contact Number: (852)2496-5678
Contact Postal address: 13/F, Mita Centre, 552-566 Castle Peak Road, Tsuen Wan, N.T., Hong Kong
Contact Email: dpo@das.kyocera.com

10 Cookies

Some of our Sites use cookies and/or web beacons to make them more convenient for users. For more information, please refer to KYOCERA Document Solutions Asia Internet Privacy Policy

11 Effect of Policy and Changes to Policy

This Policy applies in conjunction with any other notices, contractual clauses and consent clauses that apply in relation to the collection, use and disclosure of your Personal Data by us.

To the extent permitted by law, we may revise this Policy from time to time without any prior notice. You may determine if any such revision has taken place by referring to the date on which this Policy was last updated. Your continued use of our Sites and services constitutes your acknowledgement and acceptance of such changes. We will inform you if we make substantial changes to this Privacy Policy.

Effective date : 01/11/2025
Last updated : 01/11/2025
Schedule 1 : KYOCERA Document Solutions Asia Limited Group Companies;
(1)KYOCERA Document Solutions Asia Limited
(2)KYOCERA Document Solutions Hong Kong Limited
(3)KYOCERA Document Solutions Taiwan Corporation

(4)KYOCERA Document Solutions Korea Co., Ltd.
(5)KYOCERA Document Solutions Singapore Pte. Ltd.
(6)KYOCERA Document Solutions (Thailand) Corp., Ltd.
(7)KYOCERA Document Solutions Vietnam Company Limited
(8)KYOCERA Document Solutions Malaysia Sdn. Bhd.
(9)KYOCERA Document Solutions India Private Limited