Privacy Policy (New Zealand)

1. Introduction

OKI Data Australia Pty Ltd (NZBN 942 904 732 9584) (OKI) recognises the importance of your privacy and that you have rights under New Zealand law in relation to the manner in which your personal information is collected, used, managed and disclosed.  OKI is committed to compliance with the Information Privacy Principles (IPPs) contained in the Privacy Act 2020 (NZ) (Privacy Act) and to dealing with your personal information in an open and transparent way.

The Privacy Act and the IPPs govern the way in which OKI collects, uses, disclose, stores, secures and disposes of your “personal information” (defined below).

In this Privacy Policy, the use of “we”, “our” or “us” means OKI and all its related entities unless specified otherwise.

2. How to Contact us

Your privacy is very important to us.  For that reason, please read the following details carefully and get in contact with us if you have any questions.  You can contact our Privacy Officer on:

Telephone: +61 (0) 2 8071 0000

Email: aus-info@oki.com

3. Scope of the policy

The Privacy Policy explains how we collect, hold, and manage your personal information (including credit and credit eligibility information) and the purposes for which that information is collected, held, used and disclosed by us.

By using the OKI website and accepting the Terms of Use (which can be found here), you also agree to this Privacy Policy.  If you do not agree with this Privacy Policy you must not use the OKI website.

This Policy applies to your use of the website, in addition to the Terms of Use accessible at  www.oki.com/au/printing/terms-of-use/nz/, and to the services offered by us. It also applies to information collected from third parties, including the information which we receive through the national credit reporting system.

4. What is personal information?

For the purpose of this Privacy Policy, “personal information” is information or an opinion that identifies an individual or is about an individual, whether that information is true or not or recorded in material form or not.

5. What kind of information do we collect and hold?

We may collect the following types of information:

·                    Your name and contact details, such as your mailing address, email address and telephone number;

·                    Your gender, birth date, occupation and job title;

·                    Your company name (where applicable) and contact details such as your company mailing and delivery address, email address, telephone number and the number of employees in your company;

·                    Details contained on resumes andinformation provided during interviews if you apply for employment with OKI;

·                    The date and time when you access our website;

·                    The name of the domain from which you access the internet; and

·                    The internet address of the website from which you linked to our website.

Where you apply to receive credit from us or offer to act as guarantor in relation to the provision of credit by us to another individual, we may collect your information from a credit reporting body or credit providers or through your use of our services and products for the purposes of assessing your application such as:

·                    Credit information, i.e. personal information about you which relates to your credit history and includes, but is not limited to, your identification information, information about your credit liability, repayment history and solvency, any defaults which you may have committed and any court proceedings in which you have been involved; and

·                    Credit-related personal information, i.e. all types of credit related personal information covered under the Privacy Act, including credit information, credit eligibility information, credit provider derived information and credit reporting body derived information. Including:

o       that OKI provides you with credit;

o       the type of credit which you hold;

o       the amount of credit provided by OKI;

o       the terms and conditions of your credit;

o       when your credit account is opened and closed;

o       information about a serious infringement (e.g. fraudulent behaviour or evasion of your repayment obligations); and

o       default information.

6. How do we collect your personal information?

We generally collect personal information directly from you, including when you, through our website or other means:

·        Contact us with an enquiry or to request customer support;

·        Place a product order or request a service from us;

·        Submit an application for commercial credit or offer to act as guarantor for an individual or entity seeking commercial credit from us;

·        If/when we provide technical support in respect of a product you have acquired if our agent has escalated your request to OKI; 

·        Submit an application for employment;

·        Engage with us via social media (such as LinkedIn, YouTube and Facebook);

·        Submit competition or prize application forms; and

·        Respond to our surveys.

In some cases, we may your receive personal information from third parties. These third parties include: 

·        Our customer support service provider who makes notes of customer service requests/calls which we then review to nominate an appropriate service partner to respond to the request;

·        Our distributor, who may share your personal information with us if, for example, you attended their exhibit at a trade show and expressed interest in our products;

·        Brandfolder, an asset distribution platform operated by Smartsheet (which is based in the USA) which collects the personal information of our channel partners when they download materials and presentations about our products;

·        Recruiters we have engaged to help fill vacant roles and referees who provide references for job applicants; and

·        Our related companies, for example, we may collect your name and contact details from OKI Europe via the HubSpot marketing platform when you subscribe to the OKI marketing list.

We may periodically collect your credit-related personal information from other credit reporting bodies or credit providers with your consent or as permitted by the Privacy Act. To do so, we will supply information about you that identifies you and information about your application for commercial credit, including the type and amount of credit which you are seek or which you propose to guarantee.

Your information may also be collected via cookies and analytics tools used on our website. Cookies are small files that store information on your computer, mobile phone or other device. A cookie enables the entity that put the cookie on your device to recognise you when you use different websites, devices and/or browsing sessions.

Where we collect personal information via cookies, the personal information will be handled in accordance with this Privacy Policy.

For further information on the use of cookies on our website and to manage your cookie consent preferences, see “Cookie Settings” (accessible at the bottom of each page on our website).

7. How do we use your personal information?

We collect your personal information for the primary purpose of providing our services to you, providing information to our clients and for marketing. We may also use your personal information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. 

When we collect personal information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.

We collect and use your personal information for the following purposes:

·                    Responding to customer queries;

·                    Filling customer orders and fulfilling obligations under sale and purchase contracts;

·                    Providing services related to our business, such as providing customer support, warranty and after sales services;

·                    Maintaining customer records;

·                    Providing information about services, products and special promotions or competitions;

·                    To assess the suitability of job applicants for employment; 

·                    Obtaining opinions about particular products and services;

·                    Recording statistical data for marketing and analysis purposes;

·                    Assessing your business’ suitability for commercial credit or to act as guarantor in relation to the provision of commercial credit; and

·                  To comply with legal and regulatory obligations.

Where your personal information is used for marketing purposes, we may contact you with information about our products and services which we think may be of interest to you, and for adapting our product and services to your requirements, market research and planning purposes. You may withhold your permission from that use by unsubscribing from our mailing list or in writing. We may use your personal information in our computerised customer management system.

We collect your credit-related personal information to produce an analysis of the eligibility of your business for commercial credit, including its capacity to meet its repayment obligations, so as to assist us in considering its application for commercial credit or your offer to act as guarantor, and to assist you in meeting your credit obligations.

8. When do we use and disclose your personal information?

We do not use your personal information or disclose it to a third party unless:

·        It is reasonably necessary for one of the purposes described above;

·        Having regard to the nature of the information or the circumstances of collection we believe you would expect us to use the information or make the disclosure;

·        Required or authorised by law or court or tribunal;

·        It is necessary to obtain third party services and/or products, for example to provide to a third-party delivery service company for the purpose of fulfilling your order, or to a data analysis company to provide us information processing services. We limit the use and disclosure of any personal information provided to us to them to the specific purpose for which we supplied it;

·        It is for one of the purposes expressly permitted under the Privacy Act;

·        You have provided your consent; or

·        Your personal information is transmitted to our parent company in Japan, another subsidiary or authorised agent.

Our head office is in Australia. Some third parties are overseas - our related companies are in Asia, Europe, Oceania, the Americas and the Middle East. Our parent company is located in Japan. Our customer support service provider is in the Philippines.

We use your credit information to analyse your business’ eligibility for commercial credit, as explained above.

We reserve the right to transfer information (including your personal information) to a third party inthe event of a sale, merger or other transfer of all (or substantially all) of the assets of OKI provided that the third party agrees to adhere to the terms of this Privacy Policy and to handle personal information in accordance with the IPPs.

We will not send your personal information outside New Zealand unless permitted under the Privacy  Act and where the recipient complies with this Policy and all relevant privacy laws for the relevant jurisdiction.

9. Promotional communications

If we indicate that your personal information may be used for marketing purposes, we will give you the opportunity to withhold your permission for that use and respect your wishes.

If you indicate that you have no objection, your information may be made available to our computerised customer management system. It will then be used to contact you with information about products and services we think may be of interest to you, as well as for adapting our products and services to your requirements, for market research and planning purposes, and for any other purposes for which it was expressly or obviously collected. If you prefer not to receive promotional information from us, please let us know by clicking on the “unsubscribe link” at the bottom of any of our communication.

10. Anonymity

Wherever it is lawful and practicable, OKI will give you the option of not identifying yourself or of using a pseudonym when entering into transactions with OKI or dealing with OKI in relation to a particular matter. However, OKI may be unable to provide certain services or products to you unless you provide us with your correct details and disclose your identity.

11. Security and storage

OKI will take reasonable steps to protect any personal information (including credit related personal information) which it holds from misuse, loss, unauthorised access, modification or disclosure. OKI may store personal information either physically or electronically in the following ways:

·                         On electronic databases; or

·                         In a secure location, including lockable storage with access only to authorised personnel.

Please note that OKI is unable to access or copy any data which is stored on OKI equipment, such as printers. Data stored on equipment is encrypted.

Personal information that is no longer required will be destroyed or de-identified (where appropriate), unless OKI is required to retain the information under any applicable legislation or a court/tribunal order.

12. Third Party Websites

Our website contains links to other websites for your convenience and information (such as links to our sales and service partners’ websites). When you access a website through our website, we are not responsible for the privacy practices of that site. We recommend that you review the privacy policies of each site you visit.

Any information you provide to third party websites will be governed by the terms of the websites’ privacy policies. We have no responsibility or liability whatsoever for the content, actions or policies of third party websites.

13. How do you access your personal information?

You have the right to access your personal information unless we are permitted by law to withhold that information. Any requests for access to your personal information should be made to us in writing (using the contact details below). 

You also have the right to request the correction of any of your personal information which is inaccurate, incomplete or not current. Any request for correction of your personal information should also be made in writing. 

We will endeavour to respond to your request as soon as reasonably possible.

In some circumstances it may be appropriate and lawful for us to deny access, including if:

·                    Providing access would have an unreasonable impact on the privacy of another individual;

·                    The request is frivolous or vexatious;

·                    The information relates to existing or anticipated legal proceedings between you and us and the information would not be accessible by the process of legal discovery in those proceedings;

·                    We have reason to suspect that unlawful activity, or misconduct of a serious nature, relating to our functions or activities has been, is being or may be engaged in; and giving access would be likely to prejudice the taking of appropriate action in relation to the matter;

·                    Providing access would be unlawful or if denying access is required or authorised under New Zealand law or a court/tribunal order;

·                    Giving access would be likely to prejudice one or more enforcement related activities conducted by, or on behalf of, an enforcement body; or

·                    Giving access would reveal evaluative information generated by us in connection with a commercially sensitive decision-making process.

Where we refuse access or to correct information, we will notify you in writing as to why the request has been refused and how you may complain about the refusal.

14. Further information and complaints

Please contact us if you would like a copy of our Privacy Policy, would like to seek access to or correct your personal information, opt out of receiving marketing materials we send, complain about a breach of your privacy or if you have any query on how your personal information is collected, stored or used, or any other query relating to our handling of your personal information at:

Privacy Officer

OKI Data Australia Pty Ltd

Level 3, 4 Drake Avenue

Macquarie Park NSW 2113

Australia

Email:aus-info@oki.com

Phone: +61 (0) 2 8071 0000

If you have any complaints about our handling of your personal information, please put your complaint in writing.

Our Privacy Officer will first consider your complaint to determine whether there are simple or immediate steps which can be taken to resolve the complaint.

Your complaint will then be investigated. We may ask you to provide further information about your complaint and the outcome you are seeking. We will then typically gather relevant facts, locate and review relevant documents and speak with individuals involved.

We will respond as quickly as possible (usually within 30 days of receipt of your complaint). If the matter is more complex or our investigation may take longer, we will let you know.

If you are not satisfied with our response to your complaint, you may write to the external dispute resolution (EDR) scheme we belong to (if any) or the Office of the Privacy Commissioner using the form available at this link https://www.privacy.org.nz/your-rights/making-a-complaint/ for further review of your complaint.

15. Changes to this Privacy Policy

We may change this Privacy Policy from time to time. When we make changes, we will post a notice on our website homepage and make a new copy of the updated Privacy Policy available on our website. Where changes to the Privacy Policy are material, we will provide you with reasonable notice before the changes take effect. If you continue to use our website after the effective date of the changes, you will be taken to have accepted the amended Privacy Policy.