Kyocera Mita Australia Privacy Policy

Kyocera Mita Australia is committed to maintaining the privacy of personal information that it collects from customers, prospective employees or individuals connected with Kyocera Mita customers, dealers, distributors, suppliers, service providers, contractors or agents.

Kyocera Mita Australia is bound by the Commonwealth Privacy Act 1988 and the Privacy Amendment (Private Sector) Act 2000 is pleased to comply with the National Privacy Principles which govern the collection, use, handling and disclosure of personal information.

This privacy policy sets out Kyocera Mita Australia’s current personal information management practice.  Further information can be obtained by contacting our privacy officer on (02) 9888 9999 or e-mail

Personal Information Collected and Purpose for Collection

What is personal Information?

Personal information is any information or an opinion (whether true or not) about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion. Sensitive information is a special category of personal information, and includes any information or opinion about an individual’s:

(i) Racial or ethnic origin; or
(ii) Political opinions; or
(iii) Membership of a political association; or
(iv) Religious beliefs or affiliations; or
(v) Philosophical beliefs; or
(vi) Membership of a professional or trade association; or
(vii) Membership of a trade union; or
(viii) Sexual preferences or practices; or
(ix) Criminal record; or
(x) Health

Employee records containing personal information relating to the past or current employment of employees are exempt from the operation of the National Privacy Principles. Employee records include health information about an employee and personal information relating to:

(i) The engagement, training, disciplining, resignation or termination of an employee
(ii) The terms and conditions of employment of an employee
(iii) The employee’s performance or conduct
(iv) The employee’s hours of employment, salary or wages
(v) The employee’s personal and emergency contact details
(vi) The employee’s membership of a professional or trade association or trade union membership
(vii) The employee’s recreation, long service, sick, maternity, paternity or other leave
(viii) The employee’s taxation, banking or superannuation affairs
(ix) Driver license details of employees using company vehicles
(x) Passport details of employees required for business travel

What personal information is collected and why?

Kyocera Mita Australia only collects personal information necessary for the operation of its business and as required by law.  Kyocera Mita Australia is a leading supplier of photocopiers, printers and consumables in Australia.

At or before the time of collection of personal information from you, Kyocera Mita Australia will take reasonable steps to ensure that you are aware of:

(i) The fact that we are collecting personal information about you
(ii) The purpose for which the information is collected
(iii) The organisations (if any) to which we usually disclose the personal information collected
(iv) Any laws that require the particular information to be collected
(v) The main consequences (if any) for you, if you do not provide all or any of the information required
(vi) How you are able to gain access to the personal information collected about you.

The type of personal information collected by Kyocera Mita Australia includes contact details, customer enquiries, requests, complaints, service details and other transactional information, financial information and credit reporting data or credit references relating to prospective customers and existing customers, references/resumes of prospective employees, contractors, dealers, distributors and service providers, information about a customer’s preferences and marketing information.

Kyocera Mita Australia does not collect sensitive information about an individual unless:

(i) The individual has consented to the collection
(ii) The collection is required by law
(iii) The collection is necessary to prevent or lessen a serious and imminent threat to the life or health of any individual, and the individual to whom the information concerns, is unable to give or communicate consent to the collection.

The personal information is collected generally by personal contact, telephone, mail, facsimile transmission, email, internet, website and through other business activities.  Such personal information may also be collected as a part of marketing and promotional activities which may include special offers or prizes for individuals or organisations participating.  The information may be used to contact the participant in relation to the special offer or prize or to market and promote Kyocera Mita products, services and events.  If you do not wish us to use the personal information for direct marketing purposes, then you should notify us.

Website

When you visit the Kyocera Mita Australia website www.kyoceramita.com.au, the server may log the following visitor information:

(i) The type of browser and operating system you are using
(ii) Your domain name
(iii) The address of any linked site which referred you to Kyocera Mita Australia’s website
(iv) Your server’s IP address (the number unique to the machine through which you are connected to the Internet)
(v) The date and time of your visit, the pages you accessed and any document you downloaded.

This information is collected and used for statistical analysis or computer systems administration purposes.   This information is accessed by Kyocera Mita Australia’s IT System Administrator.

If you complete the Kyocera Mita Technical Service and Support Forms, the personal information provided by you is collected for business purposes to enable Kyocera Mita Australia to contact you and provide you with the technical support information relating to product requested.   If you don’t provide the information requested, we will not be able to provide the technical product support information requested.

Kyocera Mita Australia may also use contact details provided to market, promote or deliver information about Kyocera Mita products, services or events.  If you do not want your personal information to be used for such purpose, you should notify us.

Email Addresses

If you send Kyocera Mita Australia an email or provide us with an email address, we will record the email address. The email address will be used to communicate with you electronically as part of our business dealings with you.   If you don’t provide us with your email address, we will not be able to communicate with your electronically.

The email address will be added to our contacts database or mailing list and may be used to market, promote or deliver information about Kyocera Mita products, services or events. If you do not want your personal information used for such purposes, you should notify us.

Use and Disclosure of Personal Information

Kyocera Mita Australia uses and discloses personal information for the primary business purpose for which the information is collected as outlined above. In addition we may also use and disclose the information for the purpose of marketing, promoting or delivering information about Kyocera Mita products, services or events. We may disclose the information to a third party who is undertaking marketing research or customers surveys on our behalf.

If you are a contact person for a Kyocera Mita Australia customer, dealer, distributor, service provider or supplier, personal information about you may be used to administer, develop and maintain our business relationship with the organisation which you represent or third parties.

If in connection with a Kyocera Mita dealer, distributor or service provider application or an application for credit terms, you provide or we receive from a third party references including credit references which include personal information, we will only use this information for the purpose of assessing the application and obtaining appropriate insurance cover.  This information will have to be disclosed to our insurance broker and insurance company for the purpose of assessing and obtaining appropriate insurance cover and may also be disclosed to Kyocera Mita Australia related companies located overseas for assessment.

If in connection with an employment application, you provide Kyocera Mita Australia with a resume or references which include personal information, we will use this information solely for recruitment purposes. We may send this information to third parties or to Kyocera Mita Australia related companies located overseas for assessment.

Where your personal information held by us is used or disclosed to a third party, we will take steps to ensure that the information is held, used and disclosed in compliance with the National Privacy Principles in the Privacy Act 1988 and other applicable privacy laws.

Kyocera Mita Australia may also use or disclose personal information:

When required or authorised by law 

If necessary to lessen or prevent a serious and imminent threat to an individual’s life, health or safety or a serious threat to public health or safety

For investigating or reporting of unlawful activities

If necessary for a range of functions or activities carried out by the police and other enforcement bodies

Transfer of Information Overseas

As Kyocera Mita Australia is a wholly owned subsidiary of Kyocera Mita Corporation, Japan, we transfer information to and exchange information with Kyocera Mita Corporation, Japan and other related companies as a part of our business operation.  The information transferred or exchanged may include personal information and is subject to various security controls.

Security

The personal information collected by Kyocera Mita Australia is stored in electronic and paper based form.  Kyocera Mita Australia has implemented appropriate security procedures to ensure that the personal information that it holds is secure from misuse and loss and unauthorised access, modification or disclosure.

Subject to legal requirements relating to the retention of documents, Kyocera Mita Australia will take reasonable steps to destroy or de-identify personal information which is no longer needed for any purpose for which the information may be used or disclosed under the National Privacy Principles.

Accuracy of Personal Information

Kyocera Mita Australia will take all reasonable steps to ensure that the personal information that we collect, use or disclose is accurate, complete and up-to-date.  If the personal information that you have provided Kyocera Mita changes or you believe that the information is not accurate, complete or up to date, you should notify us and we will take all reasonable steps to amend it. If we are unable to amend the personal information for any reason, we will advise you.

Access to Personal Information

If Kyocera Mita Australia holds personal information about you, you may request access to this information. Kyocera Mita Australia has identity validation procedures in place as a part of its business practice which it uses to verify a person’s identity.  When we receive your written request for access to your personal information, we validate your identity before processing your request.

Kyocera Mita Australia may refuse access to the personal information requested in accordance with the National Privacy Principles and other relevant laws.  For example, Kyocera Mita Australia may deny access:

(i) Where providing the access would pose a serious threat to the life or health of any individual
(ii) Where providing the access would have an unreasonable impact on the privacy of other individuals
(iii) Where the request is frivolous or vexatious
(iv) Where the information relates to existing or anticipated legal proceedings between Kyocera Mita Australia and the individual and the information would not be accessible through the process of discovery in those proceedings
(v) Where access to the information would prejudice negotiations between the parties
(vi) Where providing access would be unlawful
(vii) When denying access is required or authorised by law
(viii) When providing access would be likely to prejudice an investigation by Kyocera Mita Australia or an enforcement body of possible unlawful activities

If access to personal information is to be denied or restricted, Kyocera Mita Australia will provide you with reasons for the denial or restriction to access.

If access to personal information is to be provided, Kyocera Mita Australia may charge you a reasonable fee for the time and costs involved in providing access. We will notify you of the fee upon receiving your request for access.

Privacy Policy Updates

Kyocera Mita Australia may amend, update or change this Privacy Policy from time to time. An updated version of our Privacy Policy will be posted on our website or can be obtained by contacting our Privacy Officer.

Contact Details and Complaints

If you have any questions or concerns about our Privacy Policy or problems or complaints, contact:
Privacy Officer

Kyocera Mita Australia Pty Ltd 
Level 3, 6-10 Talavera Road 
NORTH RYDE   NSW  2113 
Phone:  (02) 9888 9999
Fax:      (02) 9888 9226
Email:   privacy@kyoceramita.com.au

Further Information

Further information about privacy and the National Privacy Principles can be obtained from the Australian Federal Privacy Commissioner’s web-site www.privacy.gov.au