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Privacy Policy

Ricoh Company, Ltd. (hereafter referred to as “RICOH” or “we”) recognizes the importance of the personal information. RICOH promises to respect your privacy and process your personal information in a careful and confidential manner in accordance with this Privacy Policy and applicable laws.

1. Purpose of this Privacy Policy

This is our Privacy Policy that explains why and how we process personal information and, if you are the subject of any of the personal information concerned, what rights you have and how to get in touch with us if you need to. Additional information on our personal information practices may be provided in other notices provided prior to or at the time of data collection. Certain RICOH services, systems and websites may have their own documentation describing how we handle personal information for those services, systems or websites specifically. To the extent a specific notice for a service, system or website differs from this Privacy Policy, the specific notice will take precedent. If you are a customer of one of our Ricoh group companies, please refer to their privacy policy as this Privacy Policy will not apply to their use of your personal information.

2. Collection and processing of personal information

(1) How we collect your personal information:

RICOH may collect personal information relating to you when you provide such personal information to us, automatically through our services, systems and websites, or through third parties such as our distributors.

(2) What do we do with your personal information:

RICOH may process your personal information only for fair, lawful and legitimate reasons. The table below lists data subject categories, types of personal information and the purposes for processing such personal information.

Whose personal information do we process? RICOH may process personal information relating to a range of individuals. This includes when:
  • You are a customer or a supplier of ours.
  • You use or wish to use our products or services.
  • You work for a customer or a supplier of ours, or for someone who uses our products or services.
  • You wish to apply for a job with us.
  • You are someone (or you work for someone) to whom we want to advertise or market our products or services. In this case, we may have obtained your details directly from you (for example, via our website or at a trade show or exhibition) or from another source.
  • You are a shareholder of our shares.
  • You are a target person of our study, research or development.
We will also process personal information provided by our consignors.
What personal information do we process? RICOH may process your personal details, including:
  • Your name or ID information.
  • Who you work for, and your job function or department.
  • When personal information is included in your payment information.
  • Your address, phone number, email address or other contact details (these details may relate to your work or to you personally, depending on the nature of our relationship with you or the person that you work for).
  • Any personal details included in your inquiry
We may also collect and process technical or usage information such as details regarding your access to and use of our services, systems and websites. Please also refer to Section 5 of this Privacy Policy for more information.
Why we process your personal information? RICOH may process your personal information for the purposes including:
  • To enter into, and to perform contracts with you or the person that you work for (including billing and collection).
  • To:
    1. provide products, services and support to customers or other users of those products and services (including conducting related office work and accounting work):
    2. obtain products and services from suppliers (including communications that take place for purchasing materials and conducting related office work and accounting work):
    3. provide information and proposals of our products and services:
    4. send invitations to seminars and business fairs:
    5. manage and administer our relationships with customers, suppliers or other users of our products and services:
    6. contact for business negotiations and meetings:
    7. request for questionnaires and surveys regarding the planning and use of products and services:
    8. create statistical data:
    9. entrance and exit management to our facility: and/or
    10. respond to inquiries:
where you or the person that you work for may be the relevant customer, user or supplier of products or services for these purposes.
  • To:
    1. exercise shareholder’s rights:
    2. perform business to fulfill our obligations:
    3. to provide services to our shareholders: and/or
    4. manage shares and shareholders, including creating data based on laws and regulations:
where you are the shareholder of our shares.
  • To advertise and market, and provide information about, our products and services.
  • To reply to your comments or questions on a feedback form.
  • To handle your request and for statistical purposes to see about your request.
  • To provide information to job applicants and to perform recruitment activities.
  • To perform business entrusted by consignors.
  • To administer our services, systems and websites under our terms and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
  • To authenticate individual user accounts of our services, systems and websites.
  • To allow functions of our services, systems and websites.
  • To improve and tailor our services, systems and websites to ensure that content is presented in the most effective manner for you and for your device.
  • To keep our services, systems and websites safe and secure.
  • To measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising.
What are the legal grounds for our processing of your personal information? The legal basis on which we process your personal information is as follows:
  • Where it is necessary to obtain your prior consent to the processing concerned in order for us to be allowed to do it, we will obtain and rely on your consent in relation to the processing concerned (see below for how to withdraw your consent at any time).
  • We will process your personal information where the processing is necessary:
    1. for the performance of a contract to which you are a party to or in order to take steps at your request prior to entering into such a contract:
    2. for compliance with a legal obligation to which we are a subject: or
    3. for the purposes of the legitimate interests pursued by us or another person, provided that this will only be in circumstances in which those legitimate interests are not overridden by your interests or fundamental rights and freedoms which require protection of personal information. For further details regarding legitimate interests, please contact us.
  • In addition, we will process your personal information when such processing is permitted under the laws and regulations of each country.
(3) Data Retention:

RICOH processes personal information only for so long as it is necessary for the purpose(s) for which it was originally collected, after which it will be deleted or archived except to the extent that it is necessary for us to continue to process it for the purpose of compliance with legal obligations to which we are subject to or for another legitimate and lawful purpose.

(4) As for the personal information RICOH had collected, compiled, and retained in its database before the Personal Information Protection Act came into force in Japan (April 1, 2005), RICOH may continue to use such personal information for the above purposes of use.
(5) When a certain business is transferred to RICOH through merger, split-up, business transfer, etc. so that personal information is provided to RICOH, RICOH will use the personal information within the scope to which the individual has given consent, or within the scope necessary for accomplishing the purposes of use having been notified or announced before the transfer.

3. Provision of personal information to a third party

RICOH may share your personal information with:
  • Any member of Ricoh group companies, which means our subsidiaries and affiliated companies. The information we may share with such members are listed in Section 2(2) “What personal information do we process?”, and the purpose of use by such members are listed in Section 2(2)” Why we process your personal information?”. The information is managed responsibly by our representative in [Company Data | Global | Ricoh].
  • Appropriate third parties including our business partners, suppliers and sub-contractors, to the extent necessary for the full or partial performance and fulfillment of any contract we enter into or other dealings we have in the normal course of business with you or the person that you work for. We will conduct necessary and appropriate supervision to such third parties we share your information with.

Other than the above, RICOH will not provide personal information to third parties except in the following cases:

(1) When you have given a prior consent.
(2) When the personal information has been acquired for the purpose of providing said information to a third party, and when its purposes, data items to be provided, provision means, contact persons for requesting cessation of use are notified or put in an easily accessible state. In this case, RICOH will, via internet or other appropriate means, disclose the content of the notification to the Personal Information Protection Commission.
(3) When the personal information is required to protect human life, limb, or property, and it is difficult to obtain the consent of the principal.
(4) When it is particularly necessary to improve public health or promote the sound development of children, and it is difficult to obtain the consent from you.
(5) When it is necessary to cooperate with a national agency, local public entity, or a person entrusted thereof with carrying out the affairs prescribed by laws and regulations, and there is risk that obtaining the consent from you will interfere with the execution of said affairs.
(6) When a judicial or administrative organization demands provision of personal information according to laws and regulations.
(7) When the recipient third party is an academic research institution, etc., and it is necessary for such third party to use the personal data for academic research purposes (including situations were a part of the purpose of using personal information is for academic research purposes but excluding situations where there is a risk of unfairly infringing on your rights and interests).
(8) When RICOH provides the personal information to other parties because of merger, split-up, business transfer, etc.

4. Inquiries and procedures for disclosure, etc. of personal information

(1) You have the following rights in relation to your personal information that we process. (*1)
If you or your agent wishes to enforce any of your following rights, please contact us through “Inquires about Personal Information”:
  • You may request access to the personal information concerned (in addition, you may request access to third party transfer records, where legally applicable).
  • You may request that incorrect personal information that we are processing be rectified.
  • In certain circumstances (normally where the personal information has been provided by you and it is no longer necessary for us to continue to process it), you may be entitled to request that we erase the personal information concerned.
  • Where legally applicable, you may request the restriction of the processing of the personal information.
  • Where legally applicable, you may request to have the personal information you have provided to us be returned to you, or, where technically feasible, transferred to a third party.
  • Where we are processing personal information relating to you on the basis of your prior consent to that processing, where legally applicable, you may withdraw your consent at any time, after which we shall stop the processing concerned. Please note that such withdrawal will not affect the legitimacy of the processing of your personal information before such withdrawal.
  • If you have a complaint about any processing of your personal information being conducted by us, you can contact us or lodge a formal complaint with a supervisory authority.

In addition, you may object to the processing of the personal information, at any time if we are processing personal information relating to you on the basis of legitimate interests.

(2) RICOH may not be able to respond to your request when any of the following applies:
  1. when you or your agent failed to verify your identity:
  2. when your request is relating to personal information of other individuals
  3. disclosure of personal information is likely to harm the life, body, property, or other rights or interests of yours or another individual:
  4. disclosure, deletion or cessation of use of personal information is likely to seriously impede the proper execution of our business:
  5. disclosure of personal information violates other laws and regulations:
  6. when your request to rectify is not based on facts or is not be necessary to be made to fulfill the purpose of use:
  7. when your request for deletion or cessation of use of personal information is not based on our violation:
  8. when it is difficult to suspend the use of personal information held by us and your rights and interests can be protected by alternative means; or
  9. we are otherwise permitted under applicable laws to refuse your request.

5. Collection and use of access log information, etc.

(1) RICOH services, systems and websites may automatically collect your technical or usage information including details regarding your access and use, browser type and version, page browsing history, IP address, operating system and device information (hereafter referred to as “Access Log Information”). We may process the Access Log Information for the purposes listed in Section 2 of this Privacy Policy.
(2) Prevention of unauthorized access
RICOH uses Secure Sockets Layer (SSL) encryption technology to protect data from unauthorized accesses by a third party during transmission when you provide us your confidential information, including your personal information through our website, provided that this technology may not apply depending on your device.. Please also note that RICOH offers web pages for browsers not supporting SSL and information on such pages will not be encrypted.
(3) Use of cookies and Web beacons
RICOH uses cookies(*2) and other similar technologies including web beacons(*3) in order to enhance the experience using our websites. They do not contain personally identifiable information. It may not be possible to use some of the features provided by our websites if your browser is set not to receive cookies or is set not to display images while you use our websites.
(4) Use of Google Analytics
RICOH uses Google Analytics, a web analytics service provided by Google Inc. (“Google”), 1600 Amphitheatre Parkway Mountain View, CA 94043, USA. Google Analytics uses Cookies, which are text files placed on users’ devices, to help the website analyze how users use the website. The information generated by the Cookie about the use of the websites (including your IP address) will be transmitted to and stored by Google on servers in the United States of America. In case of activation of the IP anonymization, Google will truncate/anonymize the last octet of the IP address. Only in exceptional cases, the full IP address is sent to and shortened by Google servers in the USA. Google will use this information for the purpose of evaluating your use of our websites on RICOH’s behalf, compiling reports for RICOH and providing RICOH with other services relating to services activity and internet usage. Google will not associate your IP address with any other data held by Google. You may refuse the use of Cookies by selecting the appropriate settings on their browser. However, in that case, it may not be possible to use the full functionality of our websites. Further information concerning the terms and conditions of use and data privacy can be found at www.google.com/policies/privacy/partners/, or any other URL Google may provide from time to time.
(5) YouTube API
RICOH’s website uses YouTube API Service to present the most appropriate contents. YouTube API services are provided in accordance with the Google Privacy Policy and YouTube Terms of Service. You are deemed to have agreed to these Terms of Service and Privacy Policy.
(6) Links to websites other than RICOH websites
Links to the websites of third party companies (hereafter referred to as "Websites Managed by Third Parties") are placed in some areas of our websites to improve convenience for you. Accessing these links may take you away from RICOH's websites. Although RICOH logo may be displayed on some parts of the Websites Managed by Third Parties, RICOH is not involved in the content posted on the Website Managed by Third Parties and does not accept responsibility for their handling of your personal information.

6. Special provisions

In addition to the contents of this privacy policy, RICOH will handle personal information of people living in the following countries in accordance with the notices on the following website.

【China】https://www.ricoh.com/privacy/cn/index_sub

7. Revisions

RICOH may update this Privacy Policy in response to or improvements of the purposes of use, improvement of safety, or according to revisions of related laws, regulations, or rules. Please check back frequently to see any updates or changes to our Privacy Policy.
(*1) "your personal information that we process" refers to personal data that RICOH has authority to disclose, correct, or stop using, and has been retained by RICOH.
(*2) A "cookie" refers to identification information sent from a Web server when the browser accessed a Web site. The browser sends back the information to the Web server when accessing the site again.
(*3) A "web beacon" refers to a small image file included on a Web page used to record an access of the page.

Implemented: March 1, 2005

Revised: November 30, 2023

Ricoh Company, Ltd.,

Company Data | Global | Ricoh