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Ricoh New Zealand Privacy Statement

Introduction

Ricoh New Zealand Limited are committed to protecting your personal information and handling it in accordance with the New Zealand Privacy Act 2020 and relevant laws and regulations.

This Privacy Statement explains how we collect, use, store, share retain and dispose of your personal information, and outlines your rights in relation to that information.

Privacy Statement

Ricoh New Zealand Limited (“Ricoh”), its related parties, employees, officers and agents (“we”, “us” or “our”) recognise the importance of personal information. This Policy Statement (together with our Terms of Use and any other documents referred to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be used and retained by us in accordance with our obligations under the Privacy Act 2020. Please read the following carefully.

What Personal Information we collect

  • 1. We may collect personal information including:
  • 1.1. Contact Information (such as name, address, email and phone number).
  • 1.2. Customer Account Information (Job title, your employment status).
  • 1.3. Records of communications with us (including call recordings where applicable).
  • 1.4. Employment and recruitment related information (such as CVs, legal documents and application details).
  • 1.5. Technical Information (such as IP addresses or device information where relevant).
  • 1.6. Personal Identifiable information (such as drivers licences, credit checks).
  • 2. We collect personal information that is necessary for our business activities.
  • 2.1. If you are in trade and have signed a credit application form, we may collect credit history information, trade references and financial information about you from you or third parties. Trade Information is used to assess your suitability to enter into any contract with us, to determine whether to supply goods and services to you in accordance with the terms of any contract from time to time and other related purposes as agreed with you on the credit application form.

How we collect personal information

  • 3. We collect personal information:
  • 3.1. Directly from you (for example, when you contact us, use our services, or apply for a role).
  • 3.2. From third parties where authorised or permitted by law.
  • 3.3. Through automated means when you use our systems or services.
  • 4. If you are just reading information on our website (www.ricoh.co.nz) (“Website“), then we may collect and store the following information about your visit (“Website Information“), to help us improve the Website, collect statistics and to provide a better service to you:
  • 4.1. The IP address of your machine when connected to the Internet.
  • 4.2. The operating system and the browser your computer uses, and any search engine you are using.
  • 4.3. The date and time you are visiting.
  • 4.4. The URLs of the pages you visit or have visited.

Why we collect and use personal information

  • 5. We collect and use personal information for purposes including:
  • 5.1. Providing products and services.
  • 5.2. Managing customer relationships and support services.
  • 5.3. Processing transactions and maintaining accounts.
  • 5.4. Recruitment and employment-related processes.
  • 5.5. Improving our services and operations.
  • 5.6. Meeting legal and regulatory obligations.
  • 5.7. We will not use your personal information for purposes that are unrelated to the reason it was collected, unless permitted by law.

How we use information we collect

  • 6. To provide, manage and support our products and services, including technical support, warranty registration and customer service interactions.
  • 7. To meet our contractual and legal obligations, including carrying out agreements between you and Ricoh and enforcing our terms of use engagement.
  • 8. To verify your identity and protect against misuse, fraud, or unauthorised access.
  • 9. To protect the rights, property, and safety of Ricoh, our customers, users and others.
  • 10. To operate, maintain, and improve our website and digital services, including ensuring content is presented effectively, enabling interactive features and notifying you of changes.
  • 11. To communicate with you about Ricoh products and services, including responding to enquires and managing customer relationships.
  • 12. For marketing and research purposes, including sending information about Ricoh products or services that may be of interest to you, and conducting market research, where permitted by law.
  • 13. For any other purpose you have authorised or that is permitted or required by law.
  • 14. We may use website and usage information (including limited cookie data) to analyse website performance, improve functionality, measure marketing effectiveness and enhance customer experience. Cookies on our websites do not store personal information and are limited to functional and analytical purposes.

Opt-Out

  • 15. We will always give you the opportunity to opt-out of any direct marketing activities, including tele-canvassing and e-mail marketing programs. Should you wish to opt-out please email Communications Department - [email protected].

Security

  • 16. Ricoh New Zealand is certified to ISO/IEC 27001:2022 and maintains an Information Security Management System in accordance with the standard’s requirements, applying the Plan Do Check Act (PDCA) continual improvement framework.
  • 17. While we take reasonable steps to protect personal information, no method of transmission over the internet is completely secure. Any information you send is transmitted at your own risk.

Disclosure

  • 18. We do not share any of your Personal Information with external organisations or individuals unless it is necessary to perform our business operations and/or meet the commitments made to you, in which case the information we share may include (but is not limited to) information to contractors to facilitate delivery, or information to an authorised Ricoh business partner for sales and/or service of a product in which you have expressed interest.
  • 19. We may share your Trade Information with the third parties as agreed with you on the credit application form.
  • 20. We may disclose your Personal Information if we are under a duty to disclose or share your Personal Information in order to comply with any legal obligation, or in order to enforce or apply any contract we have with you; or to protect the rights, property, or safety of us or our customers.

Access to information

  • 21. You can request to access all Personal Information or Trade Information we hold about you and correct it if it is wrong in accordance with information Privacy Principle 7 (IPP 7) under the Privacy Act 2020. To request any information, we may be holding please contact our Privacy Officer by emailing [email protected].

Linked Websites

  • 22. The Website may include links to external sites. Please note that we do not assume responsibility for the privacy practices of these third-party websites. We recommend reviewing the privacy policies of any website that collects personally identifiable information.

Contact

  • 23. Questions and comments regarding this policy statement are welcomed and can be emailed to [email protected].

Updates to Our Policy Statement

  • 24. We may update this Privacy Policy Statement in the future. If any changes are made, they will be posted here and become effective right away once the revised Privacy Policy Statement is published on our website.