Privacy Policy

Privacy Policy (16.06.2023)

With the following information we would like to inform you about the processing of your personal data by us and your rights resulting from the data protection laws and especially from the general data protection regulation (regulation (EU) 2016/679 – “GDPR”).

1     Controller and data protection officer

Controller in accordance with Art. 4 VII GDPR is:

Konica Minolta Inc.

JP TOWER, 2-7-2 Marunouchi, Chiyoda-ku, Tokyo 100-7015, Japan

If you have any questions concerning data protection, you are welcome to contact our company data protection officer: DataProtection@indicia.konicaminolta.com 

2     What are my rights as a data subject?

As a data subject, you have the following rights:

2.1 Right of access (Art. 15 GDPR): You have the right to be informed at any time of the categories of personal data processed, the purposes of processing, any recipients or categories of recipients of your personal data and the planned storage period.

2.2 Right of rectification (Art. 16 GDPR): You have the right to request the rectification or completion of personal data concerning you that is incorrect or incomplete.

2.3 Right to erasure („right to be forgotten“) (Art. 17 GDPR): You have the right to request the immediate erasure of your personal data. In particular, we are obliged as the controller to delete your data in the following cases:

• Your personal data is no longer needed for the purposes for which it was collected.
• A processing of your personal data took place solely on the basis of your consent, which you have now withdrawn, and there is no other legal basis that legitimises a processing of your personal data.
• You have objected to a processing which is based on the legitimate or public interest and we cannot prove that there are legitimate grounds for processing.
• Your personal data has been processed unlawfully.
• The erasure of your personal data is necessary in order to comply with a legal obligation to which we are subject.
• Your personal data has been collected in connection with information society services offered in accordance with Art. 8 I GDPR.

Please be aware that the right to erasure is subject to a limitation in the following cases, so that a deletion is excluded:

• Your personal data is used to exercise the right to freedom of expression and information.
• Your personal data serves to fulfil a legal obligation to which we are subject.
• Your personal data is used to carry out a task that is in the public interest or in the exercise of official authority that has been assigned to us.
• Your personal data serves the public interest in the field of public health.
• Your personal data are necessary for archiving purposes in the public interest, for scientific or historical research or for statistical purposes.
• Your personal data serve for us to establish, exercise or defend legal claims.

2.4 Right of restriction of processing (Art. 18 GDPR): You also have the right to request that the processing of your personal data be restricted; in such a case, your personal data will be excluded from any processing. This right applies if:

• You contest the accuracy of your personal data and we have to verify the accuracy of your personal data.
• The processing of your personal data is unlawful and instead of erasing your personal data, you request a restriction of processing.
• We no longer need your personal data for the fulfilment of the specific purposes, but you still need this personal data to establish, exercise or defend legal claims.
• You object to the processing of your personal data and it has not yet been determined whether your or our legitimate reasons override this.

2.5 Right of data portability (Art. 20 GDPR): You have the right to receive the personal data concerning you that you have provided to us as a controller in a structured, common and machine-readable format and to transfer it to another controller. Furthermore, you also have the right to request that your personal data be transferred from us to another controller, insofar as this is technically feasible.

The requirements for the applicability of data portability are:

• Your personal data is automatically processed based on your consent or a contract.
• Your personal data does not serve to fulfil a legal obligation to which we are subject.
• Your personal data will not be used to perform a task that is in the public interest.
• Your personal data do not serve for the performance of a task which is performed in the exercise of a official authority delegated to us.
• The exercise of your right shall not interfere with the rights and freedoms of others.

2.6 Right to object (Art. 21 GDPR): You have the right at any time to object to the processing of your personal data on grounds arising from your particular situation. This also applies to profiling. The requirement for this is that the processing is based on a legitimate interest on our part (Art. 6 I 1 lit. f GDPR) or the public interest (Art. 6 I 1 lit. e GDPR).

Furthermore, you may also at any time object to the processing of your personal data for the purposes of direct marketing or profiling linked to such direct marketing.

Should you object to the processing of your personal data based on a legitimate interest, we will check in each individual case whether we can show grounds worthy of protection that override your interests and rights and freedoms. In the event that there are no reasons worthy of protection on our part or your interests as well as rights and freedoms override our own, your personal data will no longer be processed. An exception is made if your personal data is still used for the establishment, exercise or defence of legal claims.

If you object to the processing of your personal data for the purposes of direct marketing or profiling, insofar as this is linked to such direct marketing, your personal data will no longer be processed for these purposes.

2.7 Right to lodge a complaint with the supervisory authority (Art. 77 GDPR): You also have the right to lodge a complaint with a supervisory authority at any time, in particular with a supervisory authority in the Member State of your residence, place of work or place of suspected infringement, if you consider that the processing of personal data concerning you is in breach of the data protection regulations.

The address of the supervisory authority responsible for our company is:

Personal Information Protection Commission Japan

Kasumigaseki Common Gate West Tower 32nd Floor, 3-2-1, Kasumigaseki, Chiyoda-ku, Tokyo, 100-0013, Japan

TEL: +81-3-6457-9680

 

2.8 Right of withdrawal (Art. 7 GDPR): If you have given us consent to process your personal data, you can withdraw this consent at any time without giving reasons and in an informal manner. Withdrawal of consent does not affect the lawfulness of the processing that has taken place on the basis of the consent up to the point of withdrawal.

3      Which personal data of mine are processed for which purposes, based on which legal basis and where do these data originate?

In general, the processing of your personal data by us is always bound to a specific, explicit and legitimate purpose in accordance with the principle of purpose limitation pursuant to Art. 5 (1)(b) GDPR, which was already defined before the processing activity was initiated. In the following sections of this privacy policy, a description of the specific purpose and its legal basis is given in the course of the description of any specific processing activity.

3.1 Logfiles

Insofar you use this website only for informational purposes, i.e. you do not transmit any other information to us, we only collect the personal data that your personal browser transmits to our server. These data are technically necessary for the website to be displayed. Furthermore, this data is technically necessary to ensure the stability and security of our website. The legal basis for the processing of your personal data in this case is Art. 6 (1)(1)(f) GDPR; the legitimate interest in this case is the provision and optimal presentation of this website as well as the protection of this website against attacks from outside and their prosecution. We delete these personal data after the end of the usage process, unless we need them for the purposes of misuse detection and misuse tracking; in such a case we retain these data for a maximum of 30 days.

When you simply visit our website, the personal data automatically transmitted from your browser to our servers, which are stored in the format of so-called “log files”, are thus processed. The personal data which are stored in log files are as follows:

• IP address of the end device used to access the website
• Date, time and duration of the request
• Country of origin of the request
• Content of the request (concrete page / file)
• Access status/http status code (e.g. “200 OK”)
• Internet address of the website from which the request to access our website was made
• Browser and installed add-ons (e.g. Flash Player)
• Operating system and graphical user interface
• Language and version of the browser software
• Amount of data transmitted in each case
• Time zone difference to Greenwich Mean Time (GMT)

3.2 Contact form

On our website we provide a contact form. The use of the form is purely optional and offers you the possibility to contact us.

If you use the form, there are three mandatory fields marked with an “*”, so that you have to provide the corresponding personal data in these fields in order to send us a message via the contact form. These mandatory fields are:

1. Your message
2. Your e-mail address
3. Your name

Personal data that we have received from you via the contact form (e.g. your name or your e-mail address) is processed exclusively to process your request and, if necessary, to answer your questions.

The legal basis for the processing of your personal data in the course of this processing activity is Art. 6 (1)(1)(a) GDPR. This concerns your consent, which you have given us before submitting the form.

The right of withdrawal applies to this consent as well, so that you can withdraw your consent at any time, without formalities and without giving reasons.

Further information on the right of withdrawal can be found under 2.8 in this privacy policy.

3.3 Photo Wall

On our website is a section called “We are Luminators”. Any of our employees can voluntarily become part of this Luminators section. Therefore it is necessary to use the appropriate form to upload your own photo.

The uploaded photos can then be viewed by every Konica Minolta employee. Additionally, it is possible that the entire Luminators section or a part of it will be published as a physical poster in Konica Minolta offices. Furthermore, it is also possible that a digital poster will be created, which will then be published internally as well as externally on our social networks (LinkedIn, US Tiktok and Facebook local market accounts) and internal newsletters (KM global magazine and or local market / NOC magazine). Photos may be used in the future for additional purposes such as social media or internal photobooks. You will be contacted for your permission in this case.

The processing of your photo in the course of its publication in the Luminators section on this website, in the form of a physical poster in a Konica Minolta office or in digital form in one of the social networks or internal newsletters we use, will only be carried out with an existing legal basis. The legal basis is Art. 9 (2)(a) GDPR, meaning your explicit consent to the processing of your personal data (here: photo) for the purposes described above.

This consent can be withdrawn at any time without giving reasons.

Further information on your right of withdrawal can be obtained under 2.8 of this privacy policy.

4      What is the legal basis for processing my personal data?

In general, your personal data will only be processed with an existing legal basis. In Article 6 GDPR, the regulation provider has specified legal bases for the processing of personal data, which are explained in more detail below.

4.1 Legal bases for the processing of personal data

We process your personal data in accordance with the GDPR. Accordingly, the processing of your personal data is based on a legal basis. Article 6 of the GDPR defines legal bases for the processing of personal data. These are the following:

4.1.1 Consent

If we obtain your consent for the processing of your personal data, the processing will be carried out on the legal basis of Art. (1)(1)(a) GDPR. The following example serves to clarify this legal basis: You receive advertising from us by electronic mail and/or telephone and have given your prior consent.

4.1.2 Contract or pre-contractual measure

If the processing of your personal data is necessary for the fulfilment of a contract with you or for the implementation of pre-contractual measures taken in response to your request, the legal basis on which our processing is based is Art. 6 (1)(1)(b) GDPR.

4.1.3 Legal obligation

In cases where the processing of your personal data is necessary to comply with a legal obligation to which we are subject, this processing is based on Art. 6 (1)(1)(c) GDPR.

4.1.4 Vital interest

Should the processing of your personal data be necessary to protect your vital interests or those of another person, this processing is carried out in accordance with Art. 6 (1)(1)(d) GDPR.

4.1.5 Public interest

In cases where we process your personal data in order to perform a task which is in the public interest or in the exercise of official authority delegated to us, Art. 6 (1)(1)(e) GDPR constitutes the legal basis.

4.1.6 Legitimate interest

If the processing of personal data is necessary to safeguard a legitimate interest of our company or a third party and at the same time the interests, basic rights and fundamental freedoms of the data subject, which require the protection of personal data, do not override our legitimate interest, Art. 6 (1)(1)(f) GDPR serves as the legal basis for the processing.

Our legitimate interests in particular:

Providing optimal customer care and relations, also with regard to the employees of our business partners;

• Optimization of our business processes, such as the maintenance of a supplier or customer database, also within the framework of a “customer relationship management system” or the centralization or outsourcing of corporate functions;
• Reducing the risk of default in our procurement processes by consulting credit agencies (such as Creditreform);
• Establishing and defending legal claims;
• Measures to ensure operational, building and plant safety and for business management;
• Market research purposes;

4.2 Legal bases for the processing of special categories of personal data

If, in extraordinary cases, we need to process special categories of personal data, such as

• data on racial or ethnic origin (e.g. skin color or special languages),
• data on political opinions (e.g. party memberships),
• data on religious or philosophical beliefs (e.g. membership of a sect),
• data on trade union membership,
• genetic data,
• biometric data (e.g. fingerprints or photographs),
• health data (e.g. identification numbers for disabilities),
• or data concerning the sex life or sexual orientation

by you, this processing is based on one of the following legal bases, which are defined in Article 9 GDPR:

4.2.1 Explicit consent

If you have given us your explicit consent for the processing of the above categories of personal data, this constitutes the legal basis for the processing in accordance with Art. 9 (2)(a) GDPR.

4.2.2 Performing duties under social security/protection and employement law

If the processing of special categories of personal data relating to you is necessary in order to comply with a legal obligation arising from social security/protection or employment law, the legal basis for this processing is Art. 9 (2)(b) GDPR.

4.2.3 Protection of vital interests

If the processing of special categories of personal data relating to you should be necessary to protect your vital interests or those of another person, such processing is carried out pursuant to Art. 9 (2)(c) GDPR.

4.2.4 Manifestly public data

Insofar as special categories of personal data of yours are processed, which have previously been made public by yourself, the processing of these data is based on Art. 9 (2)(e) GDPR.

4.2.5 Establishment / Exercise / Defence of legal claims

Insofar as the processing of the special categories of personal data relating to you serves us to establish, exercise or defend legal claims, Art. 9 (2)(f) GDPR constitutes the legal basis for the processing.

4.2.6 Substantial public interest

In the case of the processing of special categories of personal data concerning you in order to safeguard a substantial public interest arising from EU or national law, the processing is based on Art. 9 (2)(g) GDPR.

4.2.7 Assessment of the person’s work capacity or other medical purposes such as health care

If the processing of special categories of personal data relating to you arises from a law of the EU or a Member State or a contract concluded with a member of a health profession and is carried out for the purposes of preventive health care, occupational medicine, assessment of an employee’s work capacity, medical diagnosis, care or treatment in the health or social field or the management of systems and services in the health or social field, this processing is based on Art. 9 (2)(h) GDPR.

4.2.8 Public interest in the area of public health

If the processing of special categories of personal data of yours should be necessary for public health reasons, including protection against cross-border health threats such as pandemics, this processing is carried out on the legal basis of Article 9 (2)(i) GDPR.

4.2.9 Archival purposes, scientific / historical research purposes, statistical purposes

Should the processing of special categories of personal data relating to you arise from a right of the EU or a member state, which stipulates processing for archiving, scientific or historical research or statistical purposes in the public interest, this processing is based on Art. 9 (2)(j) GDPR.

5      How long will my personal data be processed?

Unless otherwise stated, we delete personal data in accordance with Art. 17 GDPR or restrict its processing in accordance with Art. 18 GDPR. Apart from the retention periods stated in this privacy policy, we process and store your personal data only as long as they are required for the fulfilment of our contractual and legal obligations. Personal data which are no longer required after their intended purpose are regularly deleted, unless further processing is required for a limited period of time, which may result from other legally permissible purposes. Insofar as it is necessary to comply with storage obligations, the relevant documents as well as the personal data contained therein will be stored for the appropriate period of time as defined by the law that defines the storage obligation.

6      Will my personal data be disclosed?

6.1 Recipient of your data

We generally do not sell or lend user data. A transfer to third parties beyond the scope described in this privacy policy will only take place if it is necessary for the processing of the respective requested service. For this purpose, we work together with service providers in the areas of marketing, sales, IT, logistics and human resources, among others. We select these service providers very carefully. In further cases we transfer data to requesting governmental bodies. However, this only takes place if there is a legal obligation to do so, for example if a court order exists.

6.2 Locations of the processing of your personal data

Japanese law is applicable for the use of this website and the application of these terms and conditions. In cases where the customer is a merchant or a legal person under public law, or has no fixed court of jurisdiction, the court of jurisdiction shall be Tokyo for all disputes relating to the use of the website or these terms and conditions.

7      Information on the subject: Cookies

We use cookies on our website. Cookies are small text files that are stored on your hard drive in accordance with the browser you are using and through which certain information is transmitted to the site that sets the cookie. Many of the cookies we use are deleted after the browser session ends (so-called session cookies). Other cookies remain on your end device and enable us to identify your browser on your next visit (permanent cookies).

We use necessary and functional cookies for the intended and comprehensive provision of the website and the functionalities offered on it. The legal basis for this is Art. 6 (1)(1)(f) GDPR; the legitimate interest in this case is the provision of all functionalities of the website and the protection against attacks from outside. We also use analysis cookies and marketing cookies. The legal basis for the use of these cookies is Art. 6 (1)(1)(a) GDPR, so your consent.

In the settings of the browser you use, you have the option of declining the acceptance of cookies or, for example, to restrict this declining to cookies from other parties, so-called third-party cookies. However, the browser settings you have made may mean that you may not be able to use all the functions of our website to their full capacity.

8      Information on the subject: Webanalytics

8.1. Google Analytics

On behalf of the controller of this website, Google will use this information to evaluate your use of the website, to compile reports on the website activities and to provide further services to the website controller in connection with website and internet use.  The IP address transmitted by your browser within the framework of Google Analytics is not combined with other data from Google. Furthermore your IP address gets anonymized, so that an allocation to your person is not possible (IP-Masking). You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. Furthermore, you can prevent the collection of data generated by the cookie and related to your use of the website (including your IP address) and the further processing of this data by Google by downloading and installing the browser plugin available under the following link (https://tools.google.com/dlpage/gaoptout?hl=de).

Information of the third party provider: Google Dublin, Google Ireland ltd., Gordon House, Barrow Street, Dublin 4, Ireland

For the exceptional cases in which personal data is transferred to the USA, Google has subjected itself to the EU-US Privacy Shield (see https://www.privacyshield.gov/EU-US-Framework).

For more information about Google’s terms of use and privacy policy, please visit https://www.google.com/analytics/terms/de.html or https://www.google.com/intl/de/analytics/privacyoverview.html.

The legal basis for the use of Google Analytics is Art. 6 (1)(1)(f) GDPR, so your consent. We use Google Analytics to analyse and regularly improve the use of our website. We can use the statistics obtained to improve our offer and make it more interesting for you as a user.

9      Konica Minolta Global Policy

Konica Minolta Global Privacy Policy can be found on the website.