Privacy policy

Privacy Policy (22.05.2024)

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").

Contents

1                Controller and data protection officer. 
                  Controller in accordance with Art. 4 VII GDPR is: 
                  If you have any questions concerning data protection, you are welcome to contact our company data protection officer: 
2                What are my rights as a data subject?. 
3                General information regarding the topic „purposes“ 
4                General information regarding the topic „legal bases“
4.1             Legal bases for the processing of personal data. 
4.2             Legal bases for the processing of special categories of personal data. 
5                General information regarding the topic „obligation to preserve records and time limits of erasure“ 
6                General information regarding the topic „disclosure of personal data“ 
7                Cookies  
8                In the context of which processing activities are my personal data processed?
8.1             Processing activity – Content Management System / Kentico.
8.2             Processing activity – Web analytics.
8.2.1.         Usercentrics
8.2.2          Privacy Policy for using Google Analytics.
8.2.3          Privacy Policy for using Microsoft Clarity.
9                Konica Minolta Global Policy.

 

1. Controller and data protection officer

Controller in accordance with Art. 4 VII GDPR is:

Konica Minolta Business Solutions Europe GmbH
Europaallee 17, 30855 Langenhagen
Tel.: +49 (0)511 7404-0
Email: info@konicaminolta.eu
(See our Imprint)

If you have any questions concerning data protection, you are welcome to contact our company data protection officer:

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

 

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: Please be aware that the right to erasure is subject to a limitation in the following cases, so that a deletion is excluded:
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:
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:
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:
Barbara Thiel
Die Landesbeauftragte für den Datenschutz Niedersachsen
Prinzenstraße 5
30159 Hannover
Telefon 0511-120 4500
Fax 0511-120 4599
poststelle@lfd.niedersachsen.de
 
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. General information regarding the topic „purposes“

As a matter of principle, the processing of your personal data by us is always linked to a specified, explicit and legitimate purpose, which has already been defined before the processing activity is commenced, in accordance with the principle of purpose limitation under Art. 5 I lit. b GDPR. In the further course of this privacy policy, when a processing activity is cited, a description of the specific purpose is also included.

4. General information regarding the topic „legal bases“

We process your personal data in accordance with the GDPR. Accordingly, the processing of your personal data is always founded on a legal basis. Article 6 of the GDPR defines legal bases for the processing of personal data.

4.1 Legal bases for the processing of personal data

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. 6 I 1 lit. 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.

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 the processing of your personal data is based is Art. 6 I 1 lit. b GDPR.

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 I 1 lit. c GDPR.

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 I 1 lit. d GDPR.

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 I 1 lit. e GDPR constitutes the legal basis.

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 I 1 lit. f GDPR serves as the legal basis for the processing.

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

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 II lit. a GDPR.

Performing duties under social security/protection and employment 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 II lit. b GDPR.

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 II lit. c GDPR.

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 II lit. e GDPR.

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 II lit. f GDPR constitutes the legal basis for the processing.

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 II lit. g GDPR.

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 II lit. h GDPR.

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 Art. 9 II lit. i GDPR.

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 II lit. j GDPR.

5. General information regarding the topic „obligation to preserve records and time limits of erasure“

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 the data are necessary for the fulfilment of our contractual and legal obligations. Personal data that are no longer required after the purpose has been fulfilled will be regularly deleted, unless further processing is required for a limited period of time, which may result from other legally permissible purposes. In order to fulfil documentation obligations as well as to comply with statutory obligations to preserve records in Germany, the necessary documents are kept for six years in accordance with § 257 I Commercial Code (HGB) and for ten years in accordance with § 147 I of the Fiscal Code of Germany (AO).

6. General information regarding the topic „disclosure of personal data“

Recipient of your data
We do not sell or rent user data in principle. A transfer to third parties beyond the scope described in this privacy policy will only take place if this 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 extremely carefully. In other cases we transfer data to requesting governmental authorities. However, this only takes place if there is a legal obligation to do so, for example if a court order exists.

Locations of the processing of your personal data
In principle, we process your data in Germany and in other European countries (EU/EEA). If your data is processed in countries outside the European Union or the European Economic Area (i.e. in so-called third countries), this will only take place if you have expressly consented to it, if it is stipulated by law or if it is necessary for our service provision to you. If, in these exceptional cases, we process data in third countries, this will be done by ensuring that certain measures are taken (i.e. on the basis of an adequacy decision by the EU Commission or by presenting suitable guarantees in accordance with Art. 44ff. GDPR).

7. Cookies

General information regarding the topic „cookies“

We use cookies on our portal. 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 flows to the website 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 recognize your browser on your next visit (persistent cookies).
Cookies are used on our website for various purposes. For a better overview, each cookie has been assigned to one of the following categories:

Technically necessary
Cookies that belong to this category are necessary to ensure the core functionality and/or security of this website.

Functionality
Cookies of this category are used to increase user comfort e.g. by storing preferences such as language settings, text size adjustments, user names or local settings.

Marketing
These cookies are used by advertisers to serve ads that are relevant to their prospects.

Performance and analysis
This type of cookie is used to help us analyze website usage in order to measure and improve performance.
In the settings of the browser you use, you have the option of rejecting the acceptance of cookies or, for example, to limit this rejection 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 extent.
Here you will find further information on the administration of cookies for corresponding browsers:

8. In the context of which processing activities are my personal data processed?

8.1 Processing activity – Content Management System / Kentico

For our portal we use the Content-Management-System (short: CMS) called Kentico. Kentico is operated by the company Kentico software s.r.o, Nové sady 996/25, 602 00 Brno, Czech Republic. The CMS is used to present and manage websites, online stores, intranets or other corporate websites. We use Kentico xperience 12 as CMS, which is hosted on premise in the Konica Minolta Datacenter Germany. It enables us to create portal content and distribute it to the portals for our subsidiaries and partner companies via defined workflows. We have connected Kentico to our SDL translation management platform to initiate translations directly from Kentico and enable automatic distribution of these translations to our subsidiaries and partners' websites.
In the course of using the CMS, we collect activity data from all visitors of our portals in an anonymous form. Once visitors to our portals identify themselves, e.g. Log-In or by filling out a contact form, this information is attached to their email address.
The portal enables customers to through a connection with our internal KM ERP and other backend systems. Following data is processed by these services: This data is necessary for the operation of our portal services and will be stored as long as a customer relationship exists and in accordance with the applicable legal retention periods.
As part of the technical implementation of the individual functions of the CMS, Kentico sets cookies. Further information on the subject of cookies can be found under "7. Cookies".
The legal basis for the processing of your personal data in the scope of the visitor activities collected within the scope of the use of Kentico is our legitimate interest pursuant to Art. 6 I 1 lit. f GDPR. Our legitimate interest here is to ensure the operation and security of our portals.
Further information on data protection at Kentico can be found under the following address: https://kenticocloud.com/privacy

8.2 Processing activity – Webanalytics

8.2.1 Usercentrics

On our portal we use the Usercentrics Consent Management Platform. This is a consent management tool based on JavaScript. With the help of this tool, we can give the visitor of our portal both an overview of the essential software solutions used and the possibility to decide on the use of any other software solutions that require prior consent. Furthermore, the platform offers the visitor the possibility to withdraw any given consent at any time without giving reasons and thus to prevent the future processing of personal data by the respective software solution. Furthermore, with the help of the platform, we can meet the requirement resulting from the GDPR for consent management, which provides, among other things, the possibility to prove that consents have been given or not.
In the context of the use of the Usercentrics Consent Management Platform, the following data may be processed, among other things: The use of the Usercentrics Consent Management Platform and the associated processing of personal data serves to fulfill legal obligations within the meaning of Art. 6 I 1 lit. c GDPR. Thus, the use of the platform is necessary both to comply with the obligation to provide documentary evidence within the meaning of Art. 5 II GDPR and the legal obligation resulting from the judgment "ECLI:EU:C:2019:801" of the European Court of Justice and the related judgment "I ZR 7/16" of the German Federal Court of Justice, according to which § 15 III 1 of the German Telemedia Act (TMG) is to be interpreted with regard to Art. 5 III 1 of Directive 2020/58/EC in such a way that the service provider may only use cookies to create usage profiles for the purposes of advertising or market research with the consent of the user.
Deletion of your personal data in connection with the use of the Usercentrics Consent Management Platform will take place as soon as it is no longer required to fulfill the purpose. In case of withdrawal of consent, we retain the information regarding the withdrawal for three years. The retention results on the one hand from the accountability according to Art. 5 II GDPR. The period of this limitation begins according to § 199 BGB with the end of the year in which the claim arose. Thus, the statute of limitations begins at the end of December 31 of the year in which the withdrawal occurred and ends three years later on December 31 at 00:00.

8.2.2 Privacy Policy for using Google Analytics

We use Google Analytics in order to better understand our users’ needs and to optimize this service and experience. Google Analytics 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.

Google Analytics uses cookies and other technologies to collect data on our users’ behavior (visited pages and performed actions) and their devices - in particular device's IP address (captured and stored only in anonymized form), technical information (like device screen size, device type, browser information, geographic location, preferred language), values stored in cookies (randomly generated values), information about user (pseudonymised user ID, company name and ID, it’s size) and behavior (created date, last logged date).
We never send information to Google Analytics which enables identification of individual person to Google.
The legal basis is Art. 6 Para. 1 lit. f) GDPR. Our legitimate interest lies in the analysis, optimization, and economic operation of our site.

You can opt-out from Google Analytics tracking by using browser plugin Ghostery or similar. 
Vendor: Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland, reg.no. 368047

 

8.2.3. Processing activity – Microsoft Clarity

This website uses features of the web analytics service Microsoft Clarity. The provider is Microsoft Ireland Operations Ltd., One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland (hereinafter: Microsoft). 
Microsoft Clarity provides website usage statistics, session recordings, and heatmaps, created mainly through the tracking of mouse movements. Microsoft Clarity will use the processed information for evaluating the use of our website, compiling reports on website activity, and providing other services related to the use of the website. Hence, we use Microsoft Clarity to analyze and regularly improve the user behavior on our website and with the help of the statistics we obtain, we can make our offer more interesting and user-friendly for you as a user.  
The collection of your user data is done via cookies, which are set on your end device and enable an analysis of the visit of our website. For more information on cookies, please see "7. Cookies" in this privacy policy. 
We will process the following data with Microsoft Clarity:   
The deletion of the data processed on a user level in Microsoft Clarity takes place automatically after 13 months. Text fields, such as contact forms, surveys or search fields are masked out in the screen recordings so that the entries you make are not recorded. Personal data entered in our online forms is therefore not processed by Microsoft Clarity. 
In exceptional circumstances, due to Microsoft's headquarters, your personal data may be transferred to the USA and thus be transferred to a so-called third country. A transfer to a third country is a transfer of personal data to a destination in a country that is neither in the European Union nor in the European Economic Area. Microsoft Corporation is certified under the DPF so that the GDPR standard of data protection applies to these transfers. 
The legal basis for the processing of your personal data in the context of the use of Microsoft Clarity is your consent pursuant to Art. 6 I lit. a GDPR. Information on your right of withdrawal can be found under point "2.8 Right of withdrawal (Art. 7 GDPR)" in this privacy policy. 
 

 

9. Konica Minolta Global Policy

To the Global Personal Data Protection | KONICA MINOLTA