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Privacy Policy

Introduction

 

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.

Personal Data We Collect

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:

  • Social networks when you grant permission to a Digital Office product to access your data on one or more networks;
  • Designated entities within your business or enterprise (such as a member of your IT department) in the course of providing services to you;
  • Fraud prevention agencies or credit reporting agencies in connection with credit determinations;
  • and Publicly available sources such as open government databases or other data in the public domain.

How We Use Personal Data

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:

  • respond to your questions and communicate with you;
  • provide customer support;
  • share news, updates, or helpful tips about Digital Office products and services;
  • inform you of special promotions and other advertising;
  • receive and evaluate job applications;
  • customize, analyze, and improve our products, services, technologies, communications and relationships with you;
  • deliver products and services requested by you;
  • notify you about administrative matters that pertain to your Xerox products or services; and

How We Share Personal Data

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

  • To conform to legal requirements or comply with legal process under UK or EU law
  • when demanded by a regulatory authority,
  • if we believe in good faith that such action is necessary to:
    • protect the rights or property of Digital Office or other Digital Office companies;
    • prevent a crime or protect national security;
    • protect the personal safety of website users or the public

Where We Process and Store Personal Data

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.

Period of Storage

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.

Your Rights Regarding Personal 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.

  • If the processing of personal data is based on your consent, you have a right to withdraw consent at any time for future processing;
  • Where applicable, you have a right to request from us, (i) access to and receipt of personal data, (ii) transfer of personal data, and (iii) rectification or deletion of your personal data;
  • You may also have a right to object to or restrict the processing of your personal data;
  • You have the right to object to direct marketing; and
  • You have a right to file a complaint with a regulator or data protection authority.

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 sales@digital-os.co.uk. 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.

Security of Personal Data

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.

Our Agents and Partners Protect Personal Data

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, Web Beacons and Privacy Choices

What is a Cookie?

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.

How Does Digital Office Use Cookies?

Digital Office uses cookies to recognize repeat visits to our websites and to facilitate Web navigation and online shopping. The cookies store your country and language, along with an assigned random session ID. In some cases, the cookies store name and address information so you do not have to re-enter this information in multiple forms.

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.

Digital Office also works with third party advertising partners that use cookies to deliver Digital Office advertising on other websites and to measure the performance of our advertising campaigns. For example, we use Google Analytics to track website usage and activity. Read more about how Google Analytics uses your information here.

What is a Web Beacon?

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.

How Does Digital Office Use Web Beacons?

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.

Can I Block Cookies and Web Beacons?

Yes, the ability to enable, disable or delete cookies can be controlled though your website browser. If you block the use of cookies, you will not be able to use some of the features on Digital Office websites, including the YouTube videos, … . You can make some web beacons unusable by disabling cookies.

Links to Non- Digital Office Websites.

Other websites that may be accessed through our website, such as through social media buttons or other links, may collect certain information about you through the use of cookies, web beacons and other features. We do not have access to or control over the cookies or other features that these third party sites may use, and the information practices of these third party websites are not covered by this privacy statement. Please review the privacy notices and settings of the third party site to understand their practices.

Privacy Choices: How Does Digital Office Use Interest-Based Advertising?

Websites cooperate with online advertisers to collect information about visitors to present ads that are more useful and relevant. This is known as interest-based advertising or online behavioral advertising. Digital Office and our third party advertising partners may use cookies and web beacons to deliver interest-based ads that are relevant and targeted to our customers and prospects. When delivering interest-based ads, Digital Office adheres to the Self-Regulatory Program for Online Behavioral Advertising.

What Information Do Digital Office Websites Collect for Interest-Based Advertising?

Digital Office and our third party advertising partners may use cookies or web beacons to collect information for the purposes of interest-based advertising based on your visits to digital-os.co.uk/. These cookies identify the pages you view, the links and ads you click on, other actions you take on those websites, and the referring website. Similarly, online advertisers use cookies to deliver advertising to you for companies other than Digital Office based on your visits to digital-os.co.uk/ and other websites.

Communication Preferences

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:

Marketing Privacy Preferences

Digital Office Systems Ltd

[Marketing Manager]

HEAD OFFICE
Granite House
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.

Contact Digital Office

If you have any questions, comments or concerns arising from the Website, these Terms, the Privacy Policy any other relevant terms and conditions, policies and notices on the Website or the way in which we are handling your personal information please contact us.

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.

Statement Updates

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.

What Was Revised in this Update?

This privacy statement has been updated to reflect changes to address European data protection regulation.

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