Ricoh Company, Ltd. (“Ricoh” or “we”) recognizes the importance of 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.
About This Policy
This Privacy Policy (“Policy”) is to ensure that you understand the type of information acquired, the use of this information and the purpose of this use, the methods used by Ricoh for handling your personal information in “RICOH Remote Field” (“Service”), a service provided by Ricoh.
“Personal Information” means any information relating to an identified or identifiable natural person; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
Collection and Processing of Personal Information
Ricoh may collect personal information relating to you when you provide such personal information to us, automatically through the Service, or through third parties such as our distributors.
Ricoh may process your personal information only for fair, lawful and legitimate reasons. The table below lists types of personal information and the purposes for processing such personal information.
| Whose personal information do we process? | Authorized users and administrators of the Service |
|---|---|
| What personal information do we process? | Ricoh may process your personal details, including: |
| · User name or ID information | |
| · When personal information is included in your payment information. | |
| · Address, phone number, email address or other contact details | |
| · IP address | |
| · Device data | |
| · Video data | |
| · Audio data | |
| · Image data | |
| · Preferences | |
| · Questionnaire results | |
| We may also collect and process technical or usage information such as details regarding your access to and use of the Service. | |
| 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 provide the Service and support to you | |
| · To authenticate individual user accounts | |
| · To allow functions of the Service | |
| · To improve the Service and fix issues | |
| · To create, analyze and publish statistical data | |
| · To respond to inquiries | |
| · To advertise and market, and provide information about, our products and services |
In addition, Ricoh may collect, process and store the contents generated during your use of the Service, such as the audio and video of your meetings, the images shown in your meetings and the messages exchanged among you and the other users of the Service in order to provide the Service’s functionality of recording, messaging and video delivery. Such contents may contain the voices and images of you. You can choose whether or not to allow Ricoh to conduct such processing on the Service setting.
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.
Provision of Personal Information to a Third Party
Ricoh may share your personal information with:
4.1. Any member of Ricoh group companies, which means our subsidiaries and affiliated companies. The information we may share with such members and the purpose of use by such members are listed in Section 2 above. The information is managed responsibly by our representative in the link below [https://www.ricoh.com/about/facts]
4.2. 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. We will conduct necessary and appropriate supervision to such third parties we share your information with.
4.3. The service providers listed in [https://ricoh-remote-field.notion.site/List-of-Third-Party-Providers-ff0a2d94a0b94879b771fb9e55a2563d]. for the provision of the full functionality of the Service.
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 is required to protect human life, limb, or property, and it is difficult to obtain the consent of the principal.
(3) 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.
(4) When Ricoh determines it is necessary, and it is difficult to obtain the consent of the principal.
International Transfer
5.1. You consent to the transfer of personal information provided by you:
5.1.1. to a third country; or
5.1.2. to any third party (which shall include any affiliates of Ricoh) where such third party is located in a third country.
5.2. This authorization constitutes your prior written consent to transfer to third countries as set out below.
To provide the full functionality of the Service,
5.2.1. We may transfer your personal information internationally to third countries to the service providers listed in [https://ricoh-remote-field.notion.site/List-of-Third-Party-Providers-ff0a2d94a0b94879b771fb9e55a2563d].
5.2.2. We may transfer your personal information internationally to third countries to other to entities within the Ricoh family group.
Such third countries described in (5.2.1.) and (5.2.2.) above, may not have the adequate level of personal information protection regulations.
Inquiries and Procedures for Disclosure, etc. of Personal Information
6.1. You have the following rights in relation to your personal information that we process.
6.1.1. You may request access to the personal information concerned.
6.1.2. You may request that incorrect personal information that we are processing be rectified.
6.1.3. 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.
6.1.4. Where legally applicable, you may request the restriction of the processing of the personal information.
6.1.5. 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.
6.1.6. 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.
6.2. RICOH may not be able to respond to your request when any of the following applies:
6.2.1. when you or your agent failed to verify your identity:
6.2.2. when your request is relating to personal information of other individuals
6.2.3. disclosure of personal information is likely to harm the life, body, property, or other rights or interests of yours or another individual:
6.2.4. disclosure, deletion or cessation of use of personal information is likely to seriously impede the proper execution of our business:
6.2.5. disclosure of personal information violates other laws and regulations:
6.2.6. when your request to rectify is not based on facts or is not be necessary to be made to fulfill the purpose of use:
6.2.7. when your request for deletion or cessation of use of personal information is not based on our violation:
6.2.8. 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
6.2.9. we are otherwise permitted under applicable laws to refuse your request.
Contact for Inquiries Relating to Personal Information / Complaints
If you have any complaints and other inquiries relating to the handling of your personal information, please contact us at [[email protected]], or by writing to us at the following address:
Ricoh Company, Ltd.
1-3-6 Nakamagome, Ohta-ku,Tokyo
143-8555 Japan
Amendments
Ricoh may update this Policy in response to changes to or improvements of the purposes of use, improvement of safety, or according to revisions of related laws, regulations and rules. Therefore, Ricoh recommends to periodically check this Policy on the Service’s website below.
https://ricoh-remote-field.notion.site/PRIVACY-POLICY-3a6efb15a25543659ba037cfd9178f94
Language
This Policy has been written and executed in the English language and the English language shall control over any translation hereof.
Implemented : Nov 29, 2023
Ricoh Company, Ltd.