This privacy statement covers the websites and applications of Digital Office services (“ Digital Office” or “we”) that include a link to this statement. This privacy statement also applies to Digital Office’s marketing and advertising practices where and when it is referenced. It is meant to inform you about our collection and use of your personal data.
You may choose to give us personal data to allow us to communicate with you, process your orders, provide you with services, or for employment consideration. Data we collect depends on the context of your interactions with Digital Office, the choices you make, including your privacy settings, and the products and features you choose. The personal data we collect can include the following:
Name and Contact Data. Your first and last name, email address, postal address, phone number and other similar contact data in order to communicate with you, process orders or provide you with products or services. We may also collect your employer name, if you are procuring products or services on behalf of an organization, and information related to your prior purchases and online buying preferences. Some forms may ask for your customer number or product details such as a serial number.
Credentials. Passwords, password hints and similar security information used for authentication and account access.
Demographic Data. Data about you such as your country of residence and preferred language.
Payment Data. Data necessary to process your payment if you make purchases, such as your credit card number and the security code associated with your payment card.
Location Data. We may collect data about your location, which can be either precise or imprecise. Precise location data can be Global Navigation Satellite System (GNSS) data (e.g. GPS), as well as data identifying nearby cell towers and Wi-Fi hotspots, that we collect when you enable location-based products or features. Imprecise location data includes, for example, a location derived from your device or data that indicates where you are located with less precision, such as a city or postal code.
Social Media Data. We may provide social media features that enable you to share information with your social networks. Your use of these features may result in the collection or sharing of information about you by the social networking site. Please review the privacy policies and settings of social networks you use to understand their practices.
Job Applications/CVs/Resumes. Information on job applications/CVs/resumes which you provide to us if you submit a job application to Xerox either directly or indirectly. You acknowledge that your application may include sensitive personal data. Digital Office uses this information in order to evaluate your application and perform related employment activities.
Feedback and Product Reviews. Information you provide to us and the content of messages you send to us, such as feedback and product reviews you write, blog posts or questions and information you provide for customer support. When you contact us via our website, a Digital Office application or a Help Desk, such as for customer support, phone conversations or chat sessions with our representatives may be monitored and recorded. Your feedback, posts and reviews will be used to seek improvements in our products and services.
Website Browsing. Information about your visits to our websites and your browsing patterns. This may include data about your device, including Internet Protocol (IP) address, browser type, and regional and language settings. This is more fully described under the section entitled “Cookies, Web Beacons and Privacy Choices” below. We collect this information to determine such things as the number of visitors to various parts of our websites, to personalize your experience on our sites, and tailor our interactions with you.
Third Party Sources. We also obtain data from third-parties. These third-party sources vary over time, but they are sources deemed credible by us and may be publicly available or available on a commercial basis.
They can include:
We collect and process personal data with your consent, as required by law, or as necessary to fulfill the legitimate interests of Digital Office, including to: (i) provide you with products and services; (ii) manage, administer and operate our business; (iii) meet our contractual and legal obligations; (iv) carry out direct marketing; (v) prevent fraud; and (vi) protect the security of our systems and our customers.
Personal data that is submitted in a business capacity may be merged with available business database directories. Digital Office uses personal data to:
Your information will be passed to the most appropriate department within Digital Office companies depending on the nature of your enquiry. We work with selected third party partners and agencies where relevant to support our marketing programmes. All selected partners will only have access to personal information if it is demonstrably needed to perform such functions, and will only be permitted by us to use personal information to perform that function (which may include one to which you have expressly given your consent) and not for any other purpose.
We will never pass your personal data to anyone outside of Digital Office and our contracted partners without your explicit permission, except under the following exceptional conditions
Personal data collected by Digital Office may be transferred to, stored and processed in your region, the United Kingdom, or any other country in which Digital Office or its subsidiaries, affiliates, sub-contractors, agents or partners maintain facilities. Our subsidiaries, affiliates, sub-contractors, agents and partners are required by contract to safeguard any personal data they receive from us and are prohibited from using the personal data for any purpose other than to perform the services as instructed by Digital Office. We also take steps to provide adequate protection for any transfers of your personal data in accordance with applicable law.
Digital Office retains personal data for as long as necessary to provide the products and fulfill the services and transactions you have requested or for other essential purposes such as complying with our legal obligations, resolving disputes and enforcing our agreements. Actual retention periods can vary. The criteria used to determine the retention periods include: (i) how long personal data is needed to provide our products or operate our business; (ii) whether the personal data is of a sensitive type; and (iii) whether Xerox is subject to a legal, contractual or similar obligation to retain the data.
You have choices about the data we collect. When you are asked to provide personal data, you may decline. However if you choose not to provide data that is necessary to provide a product or feature, you may not be able to use that product or feature.
You may contact Digital Office to check the accuracy of your personal data or to request that your information be updated or deleted by writing to firstname.lastname@example.org. Please indicate “Access” in the subject line and let us know the details of your request in the body of the message. You may also contact us at 01530 414 409 . Digital Office reserves the right to confirm your identity and to modify the scope and number of requests. In certain cases, your request may be denied on the basis of a legitimate exception or where we are legally prevented from honoring such request.
Digital Office is committed to protecting the security of your personal data and maintains strict access control over it. We utilize reasonable and appropriate physical, technical and administrative procedures to safeguard personal information we collect and process. Only authorized Digital Office personnel, and those of our subsidiaries, affiliates, agents, and partners are allowed to handle information submitted to Xerox.
Digital Office websites store personal data in password-protected environments on servers that are subject to Digital Office’s information security policies, standards, and procedures. We use a variety of security technologies and procedures to help protect your personal data from unauthorized access, use or disclosure. For example, we store the personal data you provide on computer systems that have limited access and are in controlled facilities. When we transmit sensitive personal data such as a password over the Internet, we protect it through the use of encryption.
When you provide personal data to Digital Office, it may be necessary to transfer personal data to our subsidiaries, affiliates, agents or partners, who then fulfill the orders or provide the services. Digital Office requires that its subsidiaries, affiliates, agents and partners handle personal data with the same concern for personal data privacy as Digital Office.
Cookies are small text files that are placed on your computer or mobile device by websites that you visit. They are widely used in order to make websites work efficiently, as well as to provide information to the owners of the site. Cookies are useful because they allow a website to recognize your device, letting you navigate between pages efficiently, remembering your preferences, and generally improving your experience.
The cookie information that Digital Office collects helps us track the number of visitors to our websites over time and determine whether these were new or repeat visits.
A web beacon is an electronic image that can be used to recognize a cookie on your computer or other device when you view a web page or email.
Digital Office and our third party advertising partners may use web beacons on our websites, in our emails, and in our advertisements on other websites to measure the effectiveness of our websites and our advertising. For example, web beacons may count the number of individuals who visit our websites from a particular advertisement or the number of individuals who open or act upon an email message.
Digital Office may send commercial email to you advertising our products and services. You can also subscribe to various product and service-specific communications on our websites. You may mail us an unsubscribe request to:
Digital Office Systems Ltd
Ivanhoe Business Park
Ashby De La Zouch
Leicestershire LE65 2AB
This unsubscribe option does not apply to communications primarily for the purpose of administering order completion, contracts, support, product safety warnings, software updates, or other administrative and transactional notices, the primary purpose of which is not promotional in nature.
Digital Office, Granite House, Ivanhoe Business Park, Ashby De La Zouch, Leicestershire LE65 2AB, UK
If you have questions about Digital Office products or services, call us toll-free at 1-800-ASK-XEROX or 01530 414 409.
Digital Office reserves the right to make changes to this statement. If we make changes, we will revise this privacy statement to reflect such changes and revise the effective date of the statement.
Statement Effective Date: October 1, 2019.
This privacy statement has been updated to reflect changes to address European data protection regulation.