Data Protection Declaration | Toshiba Tec Europe

Data Protection Declaration

1. Information regarding the collection of personal data

1.1 Below, we will provide you with information about the collection of personal data in the case of conclusion of an employment contract as a client, professional company, supplier, business partner, or other contractual partner (for example, as part of an application or employment relationship) or when using our website. Personal data pertains to all data traceable to you personally, such as name, address, email addresses, user behaviour.

1.2. The responsible party as per Art. 4 (7) EU General Data Protection Regulation (GDPR) and other national data protection laws in the member states as well as other legal provisions related to data protection is:

Toshiba Tec Germany Imaging Systems GmbH
President: Toshiyuki Tokuno
Carl-Schurz-Straße 7
D - 41460 Neuss

Tel: +49-(0)2131-1245-0
Fax: +49-(0)2131-1245-402
E-Mail: [email protected]

Our Data Protection Officers and/or our Data Protection Coordinators can be contacted using the information below:

Data Protection Officer
Mr Morice Zuber
TÜV Rheinland Industrie Service GmbH
Theodorstr. 182
40472 Düsseldorf
Tel.: +49 151 67409454
Email: [email protected]

Data Protection Coordinator
Ms Julia de Boer
Legal Counsel
Carl-Schurz-Str. 7
41460 Neuss
Tel.: +49 2131 1245-203
Email: [email protected]

1.3. When you contact us via post, telephone, email or contact form, the information you provide (your email address, your name and your telephone number, if applicable) will be stored by us to answer your questions. We delete the data gathered in this context once its storage is no longer necessary or we restrict its processing should statutory retention obligations exist. Furthermore, we collect and use personal data of the data subjects and users of our website only - among others, to provide a functioning website - as far as this is necessary in the context of our contents and services or in the context of a contract fulfilment. The collection and use of personal data from the data subjects and users of our website can generally only take place once consent has been granted by the users. An exception applies in cases where prior consent cannot be given for practical reasons and/or the processing of the data is permitted by legal regulations.

1.4. Should we wish to make use of subcontracted service providers for individual features of our offer, or use your information for promotional purposes, we will subsequently inform you about the respective processes in detail. In doing so we will also indicate the fixed criteria for the storage period.

2. Your rights – Legal grounds

2.1. You have the following rights in relation to us with regard to your personal data:
- Right to access
- Right to rectification or erasure
- Right to restriction of processing
- Right to objection to processing
- Right to data transferability

2.2. You also have the right to complain about our processing of your personal data to a data protection monitoring body.

2.3. Where we obtain consent from the data subject for processing personal data, Art. 6 (1)(a) GDPR provides the legal grounds for the processing of personal data. When processing personal data required for the performance of a contract in which the data subject is a contracting party, Art. 6 (1)(b) GDPR provides the legal grounds. This also applies to processing procedures required for the implementation of pre-contractual measures. Where the processing of personal data is required for compliance with a legal obligation to which our company is subject, Art. 6 (1)(c) GDPR provides the legal grounds. In the case that the vital interests of the data subject or another natural person render the processing of personal data necessary, Art. 6 (1)(d) GDPR provides the legal grounds. If the processing is required to safeguard a legitimate interest of our company or a third party and the interests, fundamental rights and freedoms of the data subject do not override the first-named interests, Art. 6 (1)(f) GDPR provides the legal grounds for processing.

3. Collection of personal data when visiting our website

3.1. In the event of purely informational use of the website, i.e., if you don’t register or otherwise provide us with information, we will only collect the personal data that your browser transfers to our server. If you wish to view our website, we collect the following data, which is technically necessary for us to show you our website and to ensure stability and security (legal grounds Art. 6 (1) Clause 1 (f) GDPR):
- IP address
- Date and time of the request
- Time Zone Difference to Coordinated Universal Time (UTC)
- Content of the request (specific page)
- Access status/http status code
- Each transmitted quantity of data
- Website from which the request comes
- Browser
- Operating system and its interface
- Language and version of the browser software

3.2. In addition to the aforementioned data, cookies are stored on your computer when you use our website. Cookies are small text files that are stored on your hard drive and assigned to the browser that you are using and allow the site that sets the cookie (here ours) to receive certain information. Cookies cannot run programs or transfer viruses to your computer. They serve to make the internet offer more user-friendly and effective overall.

3.3. Use of cookies
3.3.1. This website uses the following types of cookies, the scope and operation of which are explained below:
- Transient Cookies (for this 3.3.2.)
- Persistent Cookies (for this 3.3.3.)

3.3.2. Transient cookies are automatically deleted when you close the browser. In particular, these include the session cookies. These store a so-called session ID, with which various requests from your browser can be assigned to the common session. This will allow your computer to be recognised when you return to our website. The session cookies are deleted when you log out or close the browser.

3.3.3. Persistent cookies are automatically deleted after a specified period, which may differ depending on the cookie. You can delete the cookies in the security settings of your browser at any time.

3.3.4. You can configure your browser settings according to your wishes and, for example, reject the acceptance of third-party cookies or all cookies. Please be aware that you may not be able to use all features of this website.

3.5. All data is deleted as soon as it is no longer required to fulfil the purpose of its collection. If the data is collected for the provision of the website, this is the case when the respective session is completed.

3.6. If the data is stored in log files, this is the case after seven days at the latest. Further storage is possible. The collection of data for the provision of the website and the storage of the data in log files is essential for the operation of the website. Consequently, there is no possibility of objection on the part of the user.

4. Other features and offers of our website – external service providers

4.1. In addition to the purely informative use of our website, we offer various services that you may be interested in using. To do this, you will generally need to provide other personal information that we use to provide the service and for which the aforementioned data processing principles apply.

4.2. In some instances, we use external service providers to process your data. These have been carefully selected and commissioned by us, are bound by our instructions and are audited regularly.

4.3. Where our service providers or partners have their headquarters in a state outside of the European Economic Area (EEA), we will inform you about the circumstances.

5. Objection to or revocation of the processing of your data

5.1. Should you have granted consent for the processing of your data you may modify or completely revoke this at any time without providing reasons. You can send this revocation to us (see Clause 1.2. – Responsible Party) by post, email, fax, or in the form that was used when issuing the declaration of consent. No extra costs are incurred in such cases, other than postage costs or transmission costs in accordance with existing basic tariffs. Such a revocation will impact the legitimacy of the processing of your personal data once you have sent it to us.

5.2. Where we support the processing of your personal data by referring to the balance of interests you can submit an objection to the processing. This is the case in particular if we do not require the processing to fulfil a contract with you. In the case of the following website uses, this will be additionally shown by us in the following description of the function. When exercising such an objection we ask that you provide the reasons for which we should not have processed your personal data as we have done. In the case that you provide an objection with reasons we will examine the situation and will either adjust or modify the data processing or indicate to you the mandatory reasons for continuing with the processing.

5.3. Of course, you may object to the processing of your personal data for marketing and data analysis purposes at any time. You may inform us about your objections to marketing by contacting us using the following contact information: [email protected]

6. Use of Google Analytics

6.1. This website uses Google Analytics, a web analytics service provided by Google LLC ("Google"). Google Analytics uses so-called "cookies", text files that are stored on your computer and that allow an analysis of your use of the website. The information generated by the cookie about your use of this website is usually transferred to a Google server in the USA and stored there. However, due to the activation of IP anonymisation on this website, your IP address will be shortened by Google beforehand within member states of the European Union, another contracting state of the Agreement on the European Economic Area (EEA) ) or in safe third countries. On behalf of the operator of this website, Google will use this information to evaluate your use of the website, to compile reports on website activity and to provide other services related to website usage and internet usage to the website operator.

6.2. The IP address provided by Google Analytics as part of Google Analytics will not be merged with other Google data.

6.3. You can prevent the storage of cookies with corresponding settings for your browser software; however, we point out that in this case you may not be able to use all features of this website in full. You may also prevent Google's collection of data (including your IP address) generated by the cookie from your use of the website from Google and the processing of such data by Google by downloading and installing the browser plug-in available at the following link: http://tools.google.com/dlpage/gaoptout?hl=en.

6.4. This website uses Google Analytics with the extension "_anonymizeIp()". As a result, IP addresses are processed in a shortened form; a direct personal reference can be excluded. If a personal reference is contained in the data collected about you, it will be immediately excluded and the personal data will be deleted immediately.

6.5. We use Google Analytics to analyse and regularly improve the use of our website. We can improve our offering with the statistics and make it more relevant for you as a user.

6.6. Google LLC is an organisation certified under the EU-U.S. Data Privacy Framework. For these organisations, there is an adequacy decision pursuant to Art. Article 45 of the GDPR, which means that the processing takes place in a secure third country.

6.7. Information about third-party providers: Google Dublin, Google Ireland Ltd., Gordon House, Barrow Street, Dublin 4, Ireland, Fax: +353 (1) 436 1001. Terms of service: http://www.google.com/analytics/terms/gb.html, Overview of data protection: http://www.google.com/intl/en/analytics/learn/privacy.html, as well as the privacy policy: http://www.google.de/intl/en/policies/privacy.

6.8. We use Google Analytics on the basis of your informed and voluntary consent pursuant to Art. 6 para. 1 lit. a DSGVO, which you give us via your explicit selection in the cookie banner. You can revoke your given consent at any time with effect for the future by changing your cookie settings accordingly or deleting the cookies on your computer.

7. Google Tag Manager

This website uses the Google Tag Manager cookie to collect data on the website and forward it to the connected analytics tools. The Google Tag Manager itself does not store any personal data. The processing is based on consent (Art. 6 para. 1 lit a DSGVO) and can be revoked at any time with effect for the future.

8. Social Media

Since we are present on various social media platforms (digital technologies and media) using a business account (page or channel), we wish to inform you about the corresponding uses and data processing there.

When you visit our page or channel, the social media provider as the party responsible uses cookies to collect personal data from its users. Data may also be collected from visitors to the page or channel who are not logged in or registered with that social media provider.

The person responsible for the content of our business accounts is named in this privacy policy under section 1.1.

We are unable to confirm what user data a particular social media provider collects. Therefore, you use social media sites at your own risk. In addition, Toshiba does not have full access to the data collected or your profile data. We can only see the public information of your profile. You can choose which data you make available publicly by adjusting your social media settings.

We use your data when you use the chat function on our page or channel, which we use in particular to answer your queries. We collect data from users in this way so that we can provide you with the information you need and any quotes that you request.

The statistics listed below are used to continuously improve our online offer on our social media platforms and to better cater to our users’ interests. We cannot draw any conclusions on individual visitors from statistical data or link statistics to visitor profile data. You can adjust your social media settings to decide how targeted advertising is displayed to you.

If we have a statutory obligation to store your data, the data will be stored for the duration of the statutory retention period. Legal basis for processing data is Article 6(1)(f) of the GDPR.

8.1. YouTube
For information on how data is collected and processed by YouTube, please see the YouTube Privacy Policy at https://policies.google.com/privacy?hl=en-GB&gl=uk.

On the basis of legitimate interests, we receive anonymous statistics from YouTube on how our page is used, which contain the following information:

•   Followers: Number of people who follow Toshiba, including growth and development over a defined period of time
•   Reach: Number of people who see a specific post; number of interactions on a post, which tells us what content is better received in the community than others
•   Ad performance: How many people have been reached with a post or paid ad and interacted with it.

Toshiba receives personal data from YouTube if you actively share it with us in a private message on YouTube. We use your data (first name, last name, etc.) to respond to your queries, which are stored for this purpose.
We also receive personal data from YouTube if you submit a form to us with pre-filled fields containing data from your profile; in clicking the button, you actively send the data to us.

We will delete the data from your enquiry/contact three months after the last message.

8.2. Xing
For information on how data is collected and processed by Xing, please see the Xing Privacy Policy at https://privacy.xing.com/en/privacy-policy.

On the basis of legitimate interests, we receive anonymous statistics from Xing on how our page is used, which contain the following information:

•   Followers: Number of people who follow Toshiba, including growth and development over a defined period of time
•   Reach: Number of people who see a specific post; number of interactions on a post, which tells us what content is better received in the community than others
•   Ad performance: How many people have been reached with a post or paid ad and interacted with it.

Toshiba receives personal data from Xing if you actively share it with us in a private message on Xing. We use your data (first name, last name, etc.) to respond to your queries, which are stored for this purpose.

Toshiba also receives personal data from Xing if you submit a form to us with pre-filled fields containing data from your profile; in clicking the button, you actively send the data to us.

We will delete the data from your enquiry/contact three months after the last message.

8.3. LinkedIn
Toshiba uses the technical platform and services of the LinkedIn Ireland Unlimited Company, Wilton Place, Dublin 2, Ireland for the information service provided on LinkedIn.

For information on how data is collected and processed by LinkedIn, please see the LinkedIn Privacy Policy at https://www.linkedin.com/legal/privacy-policy?_l=en_GB.

On the basis of legitimate interests, we receive anonymous statistics from LinkedIn on how our page is used, which contain the following information:

•   Followers: Number of people who follow Toshiba, including growth and development over a defined period of time
•   Reach: Number of people who see a specific post; Number of interactions on a post, which tells us what content is better received in the community than others
•   Ad performance: How many people have been reached with a post or paid ad and interacted with it
•   Number of clicks on a customised button (e.g. ‘Visit website’) to determine how a user uses the page.

Toshiba receives personal data from LinkedIn if you actively share it with us in a private message on LinkedIn. Toshiba also receives personal data from LinkedIn if you submit a form to us with pre-filled fields containing data from your profile; by clicking the button, you actively send the data to us. We use your data (first name, last name, etc.) to respond to your queries, which are stored for this purpose.

We will delete the data from your enquiry/contact three months after the last message.

8.4. Instagram
Instagram is a service provided by Facebook Ireland Limited. Instagram is an online platform that allows users to share, edit, and filter photos and videos. Other users can then share, comment, or like the photos and videos. In addition, users can get in touch with each other by sending private messages. This notice is intended to clearly and transparently explain how your personal data is processed by us and at what point our processing ends.

For information on how data is collected and processed by Instagram, please see the Instagram Privacy Policy at https://www.facebook.com/help/instagram/155833707900388.

Toshiba’s Instagram page is a business profile and therefore has the Instagram Insights function. This provides some of the data collected by Facebook during use to us for the purpose of statistical evaluation in a targeted form. This statistical evaluation relates only to the users, content, and activity on our Instagram page. The evaluation contains the following information:

•   Followers: Number of people who follow Toshiba, including growth and development over a defined period of time
•   Reach: Number of people who see a specific post; number of interactions on a post, which tells us what content is better received in the community than others
•   Ad performance: How many people have been reached with a post or paid ad and interacted with it
•   Number of likes on our photos and videos
•   Number of comments on our photos and videos
•   Number of people who viewed a photo or video
•   Number of times a photo or video has been shared
•   Number of times a photo or video is reported
•   Ads displayed on a page that the user no longer likes

When using certain interactive features on Instagram, comments or likes are visible to other users and to Toshiba as the Instagram page administrator. This means we can directly attribute users on the basis of the personal data disclosed. Toshiba does not control the interactive functionality and visibility of comments, likes, or other activities on the Toshiba Instagram page. Toshiba is therefore not responsible within the meaning of data protection law. The nature, scope, and duration of the processing and storage of personal data in this regard are at the sole discretion and responsibility of Facebook.

If our page or channel offers a chat function, Toshiba will use your data to answer your queries. The data collected in this way (first name, last name, etc.) is used to provide you with the information you need and answer any other questions you may have. When you contact us, we will be informed in particular of your user name, the text of the enquiry, and any other personal data that are necessary. We will store this data in order to respond to your queries. We will delete the data from your enquiry/contact three months after the last message.

8.5. Facebook
For information on how data is collected and processed by Facebook, please see the Facebook Privacy Policy at https://www.facebook.com/policy.php.

You can adjust your Facebook settings to actively hide your likes or unfollow the page. Your profile will then no longer appear in the list of users of our site.

Toshiba receives anonymous statistics from Facebook on how our page is used,
which contain the following information:

•   Followers: Number of people who follow Toshiba, including growth and development over a defined period of time
•   Reach: Number of people who see a specific post; number of interactions on a post, which tells us what content is better received in the community than others
•   Ad performance: How many people have seen an ad
•   Demographic: Average age, gender, location, and language of visitors.

Toshiba receives personal data from Facebook if you actively share it with us in a private message on Facebook. We use your data (first name, last name, etc.) to respond to your queries, which are stored for this purpose and deleted three months after the last message.

9. Google Maps integration

9.1. We use Google Maps on our website. This allows us to show you interactive maps directly on the website and allows you to conveniently use the map feature.

9.2. By visiting the website, Google receives the information that you have accessed the corresponding subpage of our website. In addition, the data referred to in Clause 3 of this declaration will be transmitted. This is done regardless of whether Google provides an account that you are logged in to, or if there is no user account. If you're logged in via Google, your data will be assigned directly to your account. If you do not wish this to be associated with your profile on Google, you must log out before activating the button. Google stores your data as usage profiles and uses them for purposes of advertising, market research and/or tailor-made website design. Such an evaluation is done in particular (even for non-logged in users) to provide needs-based advertising and to inform other users of the social network about your activities on our website. You have a right of objection to the formation of these user profiles, whereby you must contact Google to exercise them.

9.3. For more information on the purpose and scope of the data collection and its processing by the plug-in provider, please refer to the provider's privacy policy. There, you will also find more information about your rights and settings options to protect your privacy: https://www.google.de/intl/en/policies/privacy. Google LLC is an organisation certified under the EU-U.S. Data Privacy Framework. For these organisations, there is an adequacy decision pursuant to Art. Article 45 of the GDPR, which means that the processing takes place in a secure third country.

10. Integration of YouTube videos

10.1. We've included YouTube videos in our online offering, which are stored on http://www.youtube.com and are directly accessible from our website. These are all embedded in "enhanced privacy mode", which means that no data about you as a YouTube user will be transferred if you do not play the videos. The data mentioned in Para. 2 is only transferred when the videos are played. We have no influence on this data transfer.

10.2. By visiting the website, YouTube receives the information that you have accessed the corresponding subpage of our website. In addition, the data referred to in Clause 3 of this declaration will be transmitted. This is done regardless of whether YouTube provides an account that you are logged in to, or if there is no user account. If you're logged in via Google, your data will be assigned directly to your account. If you do not wish to be associated with your profile on YouTube, you must log out before activating the button. YouTube stores your data as usage profiles and uses them for purposes of advertising, market research and/or tailor-made website design. Such an evaluation is done in particular (even for non-logged in users) to provide needs-based advertising and to inform other users of the social network about your activities on our website. You have a right of objection to the formation of these user profiles, whereby they must be directed to YouTube for the exercise.

10.3. Please read the privacy policy for more information on the purpose and scope of your data collection and processing through YouTube. There you will also get further information about your rights and settings options to protect your privacy: https://www.google.de/intl/en/policies/privacy. Google LLC is an organisation certified under the EU-U.S. Data Privacy Framework. For these organisations, there is an adequacy decision pursuant to Art. Article 45 of the GDPR, which means that the processing takes place in a secure third country.

11. Typeform

We use Typeform by TYPEFORM SL, C/Bac de Roda, 163 (Local), 08018 Barcelona Spain (Typeform) for our contact form[s]. This enables us to provide you with an easy way to contact us.

To do this, we share the following personal data with Typeform:

email address*
[First name]*
[Surname]
[Company name]

Mandatory fields are marked with an *.

Typeform is a recipient of your personal data and acts as a data processor for us. The processing of the data provided under this section is not required by law or contract. Without your consent and the transmission of your personal data, we cannot provide you with a contact form. However, you have the possibility to contact us at [email protected]. The data is stored exclusively for the purpose of transmitting enquiries and responding to them. The mandatory information is used to assign and answer your request. Depending on your request and your location, your request and its corresponding personal data will be forwarded to a responsible Toshiba company. The transfer of personal data takes place on the basis of a contract for order processing or a joint data protection responsibility.

In addition, Typeform collects the following personal data with the help of cookies: Information about your terminal device (IP address, device information, operating system, browser settings). Furthermore, usage data is collected such as the date and time when you used the contact form. Typeform needs this data to ensure the display of the contact form and its functionality. This corresponds to Typeform's legitimate interest (pursuant to Art. 6 para. 1 lit. f DSGVO) and serves to execute the contract (pursuant to Art. 6 para. 1 lit. b DSGVO). Further information can be found at: https://help.typeform.com/hc/en-us/articles/360029581691-What-happens-to-my-data

You can find further information on the possibilities to object to and remove Typeform at: https://admin.typeform.com/to/dwk6gt

The legal basis for this processing is your consent pursuant to Art. 6 (1) a DSGVO. You can revoke your consent to the processing of your personal data at any time. The revocation can be made via the specified contact options. Your data will be processed as long as a corresponding consent exists. The declaration of revocation does not affect the lawfulness of the previous processing.

Your data will be deleted after completion of the processing, but at the latest after 12 months. Apart from that, they will be deleted after termination of the contract between us and Typeform, unless legal requirements make further storage necessary.

12. Contact form and email contact

12.1. There is a contact form on our web page which can be used to get in touch electronically. If you make use of this option, the data you enter into the input screen will be transferred to and saved by us. This data includes:
Required fields:
- Name and surname
- Country
- Email address

Optional:
- Type of request
- Company name
- Phone number

At the time of sending the message the following data is also saved:
a) IP address
b) Date and time of sending the request

For the processing of the data, your consent will be obtained within the scope of the sending process and you will be referred to the data protection declaration. Alternatively, you can get in touch via the email address provided. In this case, the user's personal data transmitted with the email will be saved. In this connection, there is no forwarding of the data to third parties. The data is solely used for processing the conversation.

12.2. The legal grounds for data processing, in the case that consent is granted by the user, are provided by Art. 6 (1)(a) GDPR. The legal grounds for data processing, transferred as part of an email, are provided by Art. 6 (1)(f) GDPR. If the purpose of the email/mail contact is the performance of a contract, Art. 6 (1)(b) GDPR provides additional legal grounds for processing.

12.3 The processing of personal data from the input screen solely serves us for contact purposes. In the case of contact being established by email, the required justified interests in the processing of the data are also included. Other personal data processed during the sending process serve to prevent misuse of the contact form and to ensure the security of our IT systems.

12.4. The data is deleted as soon as it is no longer required to fulfil the purpose of its collection. This is the case for the personal data from the contact form input screen and that transferred by email if the respective conversation with the user has been brought to a close. The conversation has been brought to a close if circumstances indicate that the relevant subject matter has been conclusively clarified.

12.5. The user has the option at all times to revoke their consent to the processing of their personal data. Should the user contact us via email, they can modify or completely revoke the storage of their personal data with immediate effect for the future at any time without providing any reasons. In such a case, the conversation cannot be continued. This revocation can be sent to us by post, email, fax (for address details etc. see Clause 1.2.), or in the form that was used when issuing the declaration of consent. Personal data stored during the establishment of contact is deleted in this case.

13. Date of birth

13.1. We would like to congratulate you on your birthday based upon the date of birth we collected during the personal data collection process. We will store the day and month of your birthday. This data will be used and processed to send you congratulations and will not be connected with advertising or transferred to third parties.

13.2 If consent is granted, the legal grounds for the processing of this data are Art. 6 (1)(a) GDPR. The legal grounds for data processing within the framework of a contract or similar with us are under Art. 6 (1)(f) GDPR.

13.3. You can revoke the future processing of this personal data at any time without providing any reasons, and we will point it out in our congratulatory letter. This revocation can be sent to us by post, email, fax (for address details etc. see Clause 1.2.), or in the form that you used when issuing the consent declaration. In this case, the personal data will be deleted.

13.4 The data will be deleted if it is unnecessary for collection purposes particularly if the contractual relationship with us is terminated.

14. Sensitive data and data relevant to the German Equal Treatment Act (AGG)

We would like to point out that, based on existing data protection and AGG laws, our company does not desire, particularly within the scope of an application process, the sharing of particularly sensitive information, such as, for example, photos, information on family status - with the exception of a potential status as a severely disabled person, should the applicant freely choose to disclose this.

Data protection settings