The Protection of Personal Information Act, 2013 (“POPIA”) came into complete commencement on 1 July 2021, in this regard we have a number of obligations and duties in terms of POPIA that we must comply with. The protection of your personal information is a high priority for us, and we have taken steps to ensure that your personal information is protected and remains private.
Where we refer to “process”, it means how we collect, use, store, make available, destroy, update, disclose, or otherwise deal with your personal information. As a general rule, we will only process your personal information if this is required to deliver or offer a service, provide a product or carry out a transaction.
In this policy, any reference to “we” or “us” or “our” is reference to Kyocera Document Solutions South Africa.
Personal information refers to any information that identifies you or specifically relates to you. Personal information includes, but is not limited to, the following information about you:
Personal information refers to any information that identifies you or specifically relates to you.
Age, belief, birth, biometric, colour, conscience, correspondence, criminal history, culture, disability, education, e-mail address, employment history, ethnic origin, financial history, gender, identity number, language, location information, marital status, mental health, medical history, name, national origin, online identifier, other particular assignment, personal opinions, personal preferences, personal views, physical address, physical health, pregnancy, race, religion, sex, sexual orientation, social origin, symbol, telephone number and well-being.
The supply of certain personal information is mandatory, meaning we have to collect this personal information from you by law. If you do not supply this information, we cannot comply with our legal obligations. In this regard, if you do not supply this personal information, we cannot do business with you. We collect personal information as it is required by the following legislation:
We may process your special personal information in the following circumstances:
We may collect personal information about you from the following sources:
If the law requires us to do so, we will ask for your consent before collecting personal information about you from third parties.
The third parties from whom we may collect your personal information include, but are not limited to, the following:
We will process your personal information for the following reasons:
In general, we will only share your personal information if any one or more of the following apply:
We will only transfer your personal information to third parties in another country in any one or more of the following circumstances:
This transfer will happen within the requirements and safeguards of the law. Where possible, the party processing your personal information in the other country will agree to apply the same level of protection as available by law in your country or if the other
country’s laws provide better protection the other country’s laws would be agreed to and applied.
We will keep your personal information for as long as:
Take note: We may keep your personal information even if you no longer have a relationship with us, for the historical data that may be required by your employer or employee.
You must provide proof of identity when enforcing the rights below.
You must inform us when your personal information changes.
Please contact our Information Officer to give effect to any of the below rights.
You have the right to request access to the personal information we have about you by contacting us. This includes requesting:
We will attend to requests for access to personal information within a reasonable time. You may be required to pay a reasonable fee to receive copies or descriptions of records, or information about third parties. We will inform you of the fee before attending to your request.
Please note that the law may limit your right to access information.
You have the right to request us to correct or delete the personal information we have about you if it is inaccurate, irrelevant, excessive, out of date, incomplete, misleading, obtained unlawfully or we are no longer authorised to keep it. You must inform us of your request in writing. It may take up to 15 business days for the change to reflect on our systems. We may request documents from you to verify the change in personal information.
A specific agreement that you have entered into with us may determine how you must change your personal information provided at the time when you entered into the specific agreement. Please adhere to these requirements. If the law requires us to keep the personal information, it will not be deleted upon your request. The deletion of certain personal information may lead to the termination of your business relationship with us.
You may object on reasonable grounds to the processing of your personal information.
We will not be able to give effect to your objection if the processing of your personal information was and is permitted by law; you have provided consent to the processing and our processing done according to your consent or the processing is necessary to conclude or perform under a contract with you.
Where you have provided your consent for the processing of your personal information, you may withdraw your consent. If you withdraw your consent, we will explain the consequences to you. We may proceed to process your personal information even if you have withdrawn your consent if the law permits or requires it. It may take up to 15 business days for the change to reflect on our systems, during this time we may still process your personal information. You must inform us of any objection in writing.
You have a right to file a complaint with us or any Regulator with jurisdiction about an alleged contravention of the protection of your personal information by us. We will address your complaint as far as possible.
P.O. Box 31533, Braamfontein, Johannesburg, 2017
JD House, 27 Stiemens Street, Braamfontein,
For any queries in relation to this letter or our processing of your persona information in general, you can contact our Information Officer and/or Deputy Information Officer at the following details:
Hertford Office Park, 90 Bekker Road, Vorna
Valley, Midrand, Gauteng, South Africa