Konica Minolta

United Kingdom

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Giving Shape to Ideas

Privacy Policy

Privacy Policy

Introduction

The following information provides you with details about how we process your personal data and your rights under data protection law.

Responsibility for data processing and company data protection officer

If you have any questions regarding how we handle your personal data you are welcome to contact our Company Data Protection Officer at:

Salman Khan, Head of Governance and Environment
Konica Minolta Business Solutions (UK) Limited.
Konica House, Miles Gray Road, Basildon, Essex, SS14 3AR
Email: dataprotection@konicaminolta.co.uk

In line with Article 4, Paragraph 7 of the EU General Data Protection Regulation (GDPR) the following has overall responsibility for Konica Minolta’s group companies’ data protection strategies:

Dr. Frederike Rehker
Konica Minolta Business Solutions Deutschland GmbH
Europaallee 17, 30855 Langenhagen
Telephone: +49 (0)511 7404-0
Email: dataprotection@konicaminolta.eu 

Your rights

You have the following rights with regard to your personal data (“Data”) processed by us:

- access to information on the categories of the processed Data, e.g. purposes of processing, details of the recipients or categories of recipients of your data and the planned retention period (Article 15 of the GDPR)
- the amendment or correction of inaccurate or incomplete Data (Article 16 of the GDPR)
- deletion of the Data, in particular if the  Data is no longer necessary for the intended purpose or is being processed illegally, or if you withdraw your consent or have lodged an objection to processing (Article 17 of the GDPR)
- restriction of the processing of the Data in certain circumstances e.g. where, deletion is no longer possible or the deletion obligation is at issue (Article 18 of the GDPR)
- Data portability, to have us provide you or a third party with the Data you supplied to us in a structured common machine-readable format (Article 20 of the GDPR)
- for reasons arising from your particular situation the right to object to our processing the Data on account of a legitimate interest (Article 21, Paragraph 1 of the GDPR)
- withdrawal of your consent at any time to be effective in the future (Article 7, Paragraph 3 of the GDPR) ( this also applies to the withdrawal of consents you granted us prior to the GDPR coming into effect on 25th May 2018)
- to lodge a complaint about our Data processing with our responsible supervisory authority, the Information Commissioner’s Office (www.ico.org.uk) (Article 77 of the GDPR)

Collection of personal data when you visit our website

If you only our website for informational purposes, i.e. if you do not register or otherwise provide us with information, we shall only collect the Data that your personal browser sends to our server. This Data is necessary from a technical point of view to enable you view our website. The Data is also required in order to ensure the stability and security of our website. (Legal basis is Article 6, Paragraph 1, Sentence 1, Letter f of the GDPR). 

- IP address
- Date and time of request
- Country of origin of request
- Content requested (specific web page)
- Access status/http status code
- Website from which the request is launched
- Browser
- Operating system and interface
- Browser software language and version
- Data volume sent in each case
- Time zone difference to Greenwich Mean Time (GMT)

Some of the services offered on our website can only be performed if we are able to contact you. This means that availing yourself of these services is dependent on you providing us with specific Data, e.g. your contact details. We only collect, use and process your Data insofar as this is necessary for the performance of our respective services. If you contact us via email or a contact form, your email address (and other information of a personal nature that you  made provide to us of your own free will)  are stored by us so we can carry our your request and answer any questions you may have about our products and services. We will delete your Data when it is no longer required. We will restrict processing to comply with our statutory retention obligations. We will process your Data in line with Article 6, Paragraph 1, Sentence 1, Letter f of the GDPR.

Purpose of processing, legal basis and retention period

If we request your consent to process your Data, we will do so in line with Article 6, Paragraph 1, Sentence 1, Letter a of the GDPR. If processing your Data is required to fulfil a contact or pre-contractual measures prompted by your request, our processing is legally based on Article 6, Paragraph 1, Sentence 1, Letter b of the GDPR. In cases in which processing of personal data is required to fulfil our legal obligations, processing is in line with Article 6, Paragraph 1, Sentence 1, Letter c of the GDPR. If processing of your Data is necessary to protect a legitimate interest of our company or that of a third party, and if at the same time the interests, basic rights and freedoms of other individuals, which require the protection of personal data, do not take precedence over our legitimate interest, Article 6, Paragraph 1, Letter f of the GDPR shall serve as legal basis for said processing.

Unless otherwise specified, we will delete your Data in accordance with Article 17 and Article 18 of the GDPR or restrict its processing. We will only process and store your Data for as long as it is required to fulfil our contractual and legal obligations. Data no longer required for the intended purpose is deleted regularly unless temporary further processing is necessary, which may arise on account of other legally permissible purposes.

We may use your Data to avoid ourselves from the risk of payment defaults by conducting credit checks. Based on scoring (profiling) we assess the extent to which customers will fulfil their payment obligations; the score ratings help us with our decision-making. Scoring is based on a recognised mathematical-statistical method. We store the results of credit data for 365 days.

We use cookies on our website. Cookies are small text files stored on your hard disk that are created when you use your browser to visit a website and are used by it to send specific information. Most of the cookies we use are deleted at the end of the browser session (so-called session cookies). Other cookies remain on your end device and let us recognise your browser again on your next visit (persistent cookies). You can set your cookie preferences in the browser you use, and can refuse the use of cookies or restrict your refusal to the cookies of other parties, so-called third-party cookies. However your cookie preferences may result in you not being able to use all the functions offered on our Internet website.

Recipients of your Data

In general, we neither sell nor loan user Data. We only transfer data to third parties beyond the scope of this privacy statement if it is necessary for the fulfilment of the relevant service you have requested. We work with cooperation partners to render our services. The latter perform services for you on their own responsibility/in relation to your contract with us. You can order these services and consent to the inclusion of the cooperation partner, or inclusion is based on legal permission. In the areas of Marketing, Sales, IT, Logistics and HR we also work with processors in line with Article 28 of the GDPR. These processors are carefully selected by us. We continue to bear responsibility for the protection of your data in the case of processing by a processor. In other cases we send data to government agencies at their request. However, this only takes place if a legal obligation, such as a court order, exists.

Where is my data processed?

We may process your data in the UK, Germany and European countries (EU/EEA). Insofar as your Data is exceptionally processed in very limited special cases in countries outside the European Union (thus in so-called “third party countries”), this will only take place provided you have given your express consent, it is legally envisaged, or it is necessary for us to perform our services for you. Insofar as we process Data in third party countries in these exceptional cases, this is performed subject to specific measures (i.e. on the basis of the existence of an adequacy decision by the EU Commission or appropriate guarantees, Article 44 et seq. of the GDPR).

Advertising/tracking

Web analytics:

Use of Google Analytics

This website uses Google Analytics, a web analysis service of Google Inc. (“Google”). Google Analytics uses so-called cookies or text files stored on your computer which enable an analysis of your use of the website. The information generated by the cookie about your use of this website is usually transmitted to a Google server in the USA and stored there. However, in the case of IP anonymisation being activated on this website, Google will first truncate your IP address within the member states of the European Union and in other countries party to the Agreement on the European Economic Area. The full IP address will only be transmitted to a Google server in the USA and truncated there in exceptional cases. On behalf of the operator of this website, Google will use this information to evaluate your use of the website to compile reports about website activities and to perform other services related to website and Internet usage services for the website operator. The IP address transmitted by your browser as part of Google Analytics will not be consolidated with other data from Google. You can prevent the storage of cookies by setting your preferences in your browser software; however please note that in this case you may not be able to make full use of all the functions of this website. You can also prevent transmission of the data generated by the cookie related to your use of the website (including your IP address) to Google and its processing of this data by downloading and installing the browser plugin available under the following link (https://tools.google.com/dlpage/gaoptout?hl=en)

This website uses Google Analytics with the “AnonymizeIP()” function. IP addresses are truncated for further processing, thus precluding any linking to a particular individual. If a personal reference is included in the data collected about you, it will therefore be excluded directly and the personal data thus deleted immediately.

We use Google Analytics to analyse the use of our website and improve it on a regular basis. The statistics it yields lets us improve our product and make it more attractive to you as a user. In the exceptional cases in which personal data are transmitted to the USA, Google has submitted itself to the EU-US Privacy Shield (see https://www.privacyshield.gov/EU-US-Framework)

Third-party provider information: Google Dublin, Google Ireland ltd., Gordon House, Barrow Street, Dublin 4, Ireland

For more information on terms and conditions of use and privacy go to:

http://www.google.com/analytics/terms/us.html and
https://support.google.com/analytics/answer/6004245?hl=en

The legal basis for the use of Google Analytics is Article 6, Paragraph 1, Sentence 1, Letter f of the GDPR.

Use of Google Adwords and remarketing

We use Google Adwords services to draw attention to our attractive products on external websites with the help of advertising aids (so-called Google Adwords). These advertising media are delivered via so-called ad servers. Ad server cookies are used in the process to enable the evaluation of performance parameters (e.g. ad impressions, clicks or conversions). This lets us establish the extent to which individual advertising measures are successful. If you access our website via a Google ad, Google Adwords stores a cookie on your end device. This cookie stores the analysis values (unique cookie ID, number of ad impressions per placement (frequency), last impression, opt-out information (label that the user doesn’t wish to receive advertising any longer). Cookies set by Google Adwords usually expire after 30 days. They are not intended to identify you personally, but let Google Adwords recognise your Internet browser again. If you visit specific pages on the website of an Adwords customer, Google and the customer will identify that you have been forwarded to it by clicking an ad to the customer's website. As an Adwords customer, Google provides us with a statistical evaluation. Based on this evaluation we can measure the effectiveness of our advertising activities. We do not receive any further data, and in particular, we cannot identify you on the basis of the information. The legal basis for processing your data is Article 6, Paragraph 1, Sentence 1, Letter a and f of the GDPR.

The website also uses remarketing. Remarketing enables specific interest-based advertising across the Google Display Network based on previously accessed websites. Cookies are used to collect remarketing data. We and third-party providers, including Google use first-party cookies (e.g. Google Analytics cookies) in combination with third-party cookies (e.g. double click cookies) in order to orient, optimise and insert ads based on previous visits by a user to our website. Via the stored cookies, Google collects and evaluates your user behaviour when you access different websites. Konica Minolta advertising may therefore be displayed by Google or third-party providers, also on other websites. By its own admission, Google does not consolidate the data collected here with any personal data about you that may be stored by Google. In particular, Google draws attention to its use of pseudonymisation. If you do not wish to have advertising tailored to your interests displayed, you can deactivate cookies in your browser or notify Google of this for the future via the following link https://www.google.com/settings/ads/onweb/

For more information about privacy at Google go to: https://policies.google.com/privacy?hl=en and https://services.google.com/sitestats/en.html

The legal basis for processing your data is Article 6, Paragraph 1, Sentence 1, Letter a and f of the GDPR.

Newsletter

Konica Minolta offers customers and interested users a newsletter. You only need to enter your email address to subscribe to the newsletter. Completion of the marked fields is voluntary, and the data is used to address you personally. Registering for the newsletter is by means of a so-called “double opt-in”. Once you register, we send you an email to the email address you specified asking you to confirm that you want to receive the information. If you do not confirm your registration by clicking the link in the email, the link we sent you will be deactivated and your Data deleted. If you consent to receipt of our newsletter, you will be given access to the following information:

- News and information about the Konica Minolta product portfolio  
- Exclusive invitations to events, trade fairs and webinars
- Testimonials and success stories
- Market trends in the form of studies, market research and white papers
- Possibility of taking part in customer satisfaction surveys

As part of the registration process we store the IP addresses you use and the dates on which you registered and confirmed registration. If you give us your consent, we will evaluate your user behaviour in relation to our websites and also the newsletter we send you and link it to your email address/user profile in our database. We also store information about the browser you use, your setting preferences in the operating system you use and information about your Internet connection which you used to access our website. The newsletter we send you provides us with your confirmation of receipt and reading, and information about the links you clicked onto in our newsletter. We also store which areas you visited on our website and in our apps. By creating a personal user profile we aim to focus our advertising on your interests and optimise the products on our website for you.

Our newsletter contains information and news about Konica Minolta Business Solutions (UK) Limited and other affiliated group companies including ProcessFlows.

You can unsubscribe to the newsletter at any time using the contact data in the accompanying email.

We process your data in line with Article 6, Paragraph 1, Sentence 1, Letter a of the GDPR.

Use of Marketo

We use Marketo both in the course of newsletter registration and to send you information. Marketo helps us to collect information about how you use our website and communication activities to optimise our services/products accordingly and conduct email marketing and sales activities. Processing is partially automated with the aim of assessing specific personal aspects (profiling). Marketo captures your IP address and uses cookies (text files stored on your computer – see above) to track and analyse website use in order to tailor information to suit the interests of the user. Information generated by the cookies is transmitted to a Marketo server (sited in the EU/EEA) and stored there. On our behalf, Marketo uses this information to evaluate website use by registered persons and to compile reports about website activities. You can prevent cookies being stored via the setting preferences in your browser software. However, your cookie preferences may result in you not being able to use all the online functions offered on our website. In exceptional unforeseen cases in which personal data are transmitted to the USA, Marketo has submitted itself to the EU-US Privacy Shield (see https://www.privacyshield.gov/EU-US-Framework). We have also concluded an agreement with Marketo about the GDPR.

Third-party provider information: Marketo Inc., 901 Mariners Island Blvd. Suite 500, San Mateo, CA 94404, USA; you can find the Marketo data privacy statement under the following URL: https://documents.marketo.com/legal/privacy/ 

The legal basis for the use of Marketo is Article 6, Paragraph 1, Sentence 1, Letter f of the GDPR.

YouTube

YouTube videos are included on our websites. They are stored on http://www.Youtube.com, but can be played back directly on our website. On including videos on our website we activated advanced data protection mode. This means that if you do not play back videos, no data about you is transmitted to YouTube. However, if you play back videos, your Data is sent to YouTube. Initially, YouTube receives the information that you have accessed the corresponding page on our website. Other data can also be transmitted to YouTube, of which we have no knowledge. In this case also, we have no influence on data transmission. If you log into YouTube the transmitted data are directly linked to your account. If you do not wish this to happen, you have to log out of YouTube before you play back videos on our websites. YouTube stores your Data as a user profile and uses them for advertising and market research purposes and/or to tailor its website to user needs. Evaluation of this nature may in particular be used for targeted advertising (even in the case of users who have not logged in). YouTube offers you a right of objection to the creation to user profiles, which you must lodge directly with YouTube.

The YouTube privacy statement provides more information on the purpose and scope of data acquisition and processing, and also additional information on your rights and settings options to protect your privacy: https://www.google.de/intl/de/policies/privacy. Google also processes your personal data in the USA and has subjected itself to the EU-US Privacy Shield https://www.privacyshield.gov/EU-US-Framework.

The legal basis for the inclusion of YouTube videos is Article 6, Paragraph 1, Sentence 1, Letter f of the GDPR.

Non–personalised tracking tools

We also utilise some tracking tools that do not collect personal data but help us to understand how people use and move around our website.

Hotjar

We use Hotjar in order to better understand our users’ needs and to optimize this service and experience. Hotjar is a technology service that helps us better understand our users experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behaviour and their devices (in particular device's IP address (captured and stored only in anonymized form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), preferred language used to display our website). Hotjar stores this information in a pseudonymised user profile. Neither Hotjar nor we will ever use this information to identify individual users or to match it with further data on an individual user. For further details, please see Hotjar’s privacy policy by clicking on this link.

You can opt-out to the creation of a user profile, Hotjar’s storing of data about your usage of our site and Hotjar’s use of tracking cookies on other websites by following this opt-out link.

Lead Forensics

We use Lead Forensics to track IP addresses so we can see who has visited your website and the products and service pages they are interested in. This provides us with company details, including the SIC industry code, but no personal details.

Data Protection Policy

Konica Minolta has set out the following policy as the global benchmark for its own conduct: https://www.konicaminolta.co.uk/business-solutions/company/company-information/global-personal-data-protection.html