Dispatcher Phoenix Privacy Policy

This Privacy Statement is effective as of August 2018.

At Konica Minolta, we recognize the importance of protecting your personal information and are committed to processing it responsibly and in compliance with applicable data protection laws in all countries in which Konica Minolta operates.

This Privacy Statement describes Konica Minolta’s general privacy practices in regards to the Dispatcher Phoenix product line that apply to personal information we collect, use and share about consumers and other individuals, clients, business partners, suppliers and organizations with which Konica Minolta has or contemplates a business relationship.

Why and how we collect and use your personal information

We may collect your personal information as an individual for various purposes, such as the following:

Dispatcher Phoenix Software Registration and NFR (Not For Resale) License Requests

When you register Dispatcher Phoenix software or request an NFR license, we will collect contact information such as your name, password, email address, and company information. When you request an NFR license, we will also collect information about your position, relationship to Konica Minolta, and device. We will also collect information on whether you wish to receive emails and other notifications from us.

Customer Feedback

When you submit feedback through Dispatcher Phoenix’s Customer Feedback agent, we will collect your email address and system and application details (e.g., operating system, processor(s), physical memory, application name, etc.).

Software Activation

We collect system information (e.g., hard disk model, baseboard model, etc.) along with your SEC (Solutions Engineering Center) account name and password when you activate the software so we can register the software to your account.

Solutions Engineering Center Order Fulfilment/Support

Our Inventory Management System (IMS) collects customer order details in order to fulfill customer orders. If you engage our Solutions Engineering Center (e.g., asking for support, etc.), we will collect the information you submit to us, such as your contact information.

Where we reference that we use your personal information in relation to marketing, improvement or development of our products or services, for reasons of safety and security, or regulatory requirements other than in connection with your agreement or request, we will do this on the basis of your consent. When we collect and use your personal information subject to the EU Privacy Legislation, this may have consequences for your rights.

Sharing of Personal Information

As a global organization offering a wide range of products and services, with business processes, management structures and technical systems that cross borders, Konica Minolta has implemented global policies, along with standards and procedures, for consistent protection of personal information.

Between Konica Minolta controlled subsidiaries, we only grant access to personal information on a need-to-know basis, necessary for the purposes for which such access is granted.

If Konica Minolta decides to sell, buy, merge or otherwise reorganize businesses in some countries, such a transaction may involve the disclosure of personal information to prospective or actual purchasers, or the receipt of such information from sellers. It is Konica Minolta’s practice to require appropriate protection for personal information in these types of transactions.

Please be aware that in certain circumstances, personal information may be subject to disclosure to government agencies pursuant to judicial proceeding, court order, or legal process. We may also share your personal information to protect the rights or property of Konica Minolta, our business partners, suppliers or clients, and others when we have reasonable grounds to believe that such rights or property have been or could be affected.

International Transfers

The international footprint of Konica Minolta involves a large number of transfers of personal information between different subsidiaries, as well as to third parties located in the countries where we do business. Some countries have implemented transfer restrictions for personal information, in connection with which Konica Minolta takes various measures. Where required, Konica Minolta implements Standard Contractual Clauses approved by the EU Commission, or similar contractual clauses in other jurisdictions. This includes transfers to suppliers or other third parties. You can request a copy of the EU Standard Contractual Clauses at legal@kmbs.konicaminolta.us.

Information Security and Accuracy

We intend to protect your personal information and to maintain its accuracy. Konica Minolta implements reasonable physical, administrative and technical safeguards to help us protect your personal information from unauthorized access, use and disclosure. We also require our suppliers to protect such information from unauthorized access, use and disclosure.

Retention Period

We will retain personal information as long as your account is active or the information is needed to provide services, including complying with legal and regulatory obligations (e.g. audit, accounting and statutory retention terms), handling disputes, and for the establishment, exercise or defense of legal claims in the countries where we do business.

How to contact us

If you have a question related to this Privacy Statement, please contact us at legal@kmbs.konicaminolta.us. Your message will be forwarded to the appropriate member of Konica Minolta’s Data Privacy Team, such as Data Protection Officers or members of their teams.

For the purposes of the EU General Data Protection Regulation (GDPR), the controller of your personal information is Konica Minolta Business Solutions U.S.A., Inc., 100 Williams Drive, Ramsey, New Jersey, United States, unless indicated otherwise. Where Konica Minolta or a subsidiary it controls (not established in the European Economic Area (EEA)) is required to appoint a legal representative in the EEA, the representative for all such cases is Konica Minolta Business Solutions Europe GmbH, Europaallee 17, 30855 Langenhagen, Deutschland.

Konica Minolta is not the controller in situations such as:

• Personal information processed in connection with a contractual relationship, or with entering into a contractual relationship with a specific Konica Minolta subsidiary. In this case the controller of personal information is the Konica Minolta contracting company, which is the legal entity with which you or your employer have, or will have, the contract.

• Personal information collected on the physical site or location of a Konica Minolta subsidiary. In this case that subsidiary is the controller of the personal information.

Your Rights

You can request to access, update or correct your personal information. You also have the right to object to direct marketing. You can make a request at legal@kmbs.konicaminolta.us.

You may have additional rights pursuant to your local law applicable to the processing. For example, if the processing of your personal information is subject to the EU General Data Protection Regulation (“GDPR”), and your personal information is processed based on legitimate interests, you have the right to object to the processing on grounds relating to your specific situation. Under GDPR you may also have the right to request to have your personal information deleted or restricted and ask for portability of your personal information.

Right to Lodge a Complaint

In the event you consider our processing of your personal information not to be compliant with the applicable data protection laws, you can lodge a complaint:

• Directly with Konica Minolta at legal@kmbs.konicaminolta.us.
• With the competent data protection authority. The name and contact details of the Data Protection Authorities in the European Union can be found here.