TA/UTAX Cloud Fleet Manager Privacy Statement

• Billing and supply management. TA processes contact information (e.g. name, email address) to organize the supply of products and services as agreed (e.g. the delivery of toner) and to invoice these services.
• User account management. TA has obtained your name and email address either directly from you or indirectly from a TA customer (probably your employer) so that we can set-up and manage a user account for you.
• Device management. Configuration and maintenance of the device, security settings, asset management, general administrative tasks (such as adding and removing devices).
• Remote access. In individual cases and after the user’s specific acceptance, log files with device and personal data are created and sent to the TA/UTAX CFM server and used for the purpose of remote maintenance of that particular device. In case a TA service engineer may have access to the device address book during a remote maintenance session, no information shall be stored from the address book.
• Quality improvement. Device data, including IP-address and serial number of the device, are used for improving the quality and reliability of the device and consumables as well as system and network scalability. TA anonymizes personal data before conducting the data analysis.

• KYOCERA Document Solutions Europe B.V. (Netherlands) for the purpose of user account management and quality improvement;
• KYOCERA Document Solutions Inc. (Japan) for the purpose of quality improvement and managing the hosting of the TA/UTAX CFM platform and data;
• The external TA/UTAX CFM hosting provider in the Netherlands (Microsoft Azure region West-Europe);
• External service providers for the provision of agreed TA/UTAX CFM services and the purpose of quality improvement of TA products and services. A list of appointed service providers can be found here.
• To the extent we are required by law, regulation or court order to disclose your personal data, we may have to share your personal data in compliance with that law, regulation, or court order.

Specific retention periods

• Billing and supply management: Any (personal) information related to this purpose, e.g. invoices, shall be kept for a period of 6 years (business information) or 10 years (accounting information).
• User account management: We shall keep your personal information related to your user account as long as you have an active user account with us. Inactive user accounts shall be erased after one year of last use. There is no obligation for you from our side to have your account set-up; if you don’t log in for the first time within 30 days of creation of the account, we shall erase it. You may always request  us to delete your user account. In that instance, we shall erase your user account within 30 days after your request. Your personal data may be 4 stored after the deletion of your account in our back-up systems and will automatically be deleted after 35 days.
• Device management and remote access: We will delete TA/UTAX CFM logs and the usage history including audit and email logs after 70 days of their creation.
• Quality improvement: Device data, including IP-addresses and serial number, are deleted once the device is removed from TA/UTAX CFM.

Criteria for determining retention periods

• The assessment of your fundamental rights and freedoms;
• The purpose(s) of processing your personal data. We shall not keep your personal data longer than is necessary for the purpose(s) we collected it for.
• Any relevant industry practices or codes of conduct on keeping personal data;
• The level of risk and cost associated with keeping your personal data (accurate and up-to-date);
• Whether we have a valid lawful basis to keep your personal data;
• The nature, scope and context of processing of your personal data and our relationship with you;
• Any other relevant circumstances that may apply.