Privacy Notice for KYOCERA US Employees and Applicants

KYOCERA Document Solutions of America, Inc. and its affiliates (collectively, “KYOCERA,” “we,” or “Company”) are committed to protecting the privacy and security of your personal information, also known as personal data (collectively, “Personal Information”), a term which we define below. This Privacy Notice describes our online and offline information practices related to your Personal Information when you apply for a job, during the recruitment process, as well as during and after your employment. This Privacy Notice for KYOCERA Employees and Applicants applies to job candidates or applicants and current and former employees only (collectively, “KYOCERA Employees and Applicants”). For our general privacy notice, see https://www.kyoceradocumentsolutions.us/en/footer/privacy-and-cookies/kyocera-online-privacy-statement.html.

This Privacy Notice for KYOCERA Employees and Applicants describes the categories of Personal Information that we collect about you, how we use and secure this Personal Information, and when we may disclose it to third parties, including when we may transfer it outside of the home jurisdictions of KYOCERA Employees and Applicants. This Privacy Notice also describes your Personal Information rights, including how to request to access, correct, or delete Personal Information. This Privacy Notice aims to be jurisdiction-neutral. However, if you have any questions about the Privacy Notice or jurisdiction-specific rights, please refer to Your Privacy Rights or contact us at privacy@da.kyocera.com.

Collection of Personal Information

For purposes of this Privacy Notice, Personal Information means any information about an identifiable individual. Personal Information excludes anonymous or de-identified data that is not associated with a particular individual. We collect and use Personal Information from KYOCERA Employees and Applicants for human resources, employment, benefits administration, health and safety, and business-related purposes and to maintain compliance with KYOCERA’s legal obligations.

Below are the categories of Personal Information, including categories that may be considered Sensitive Personal Information under California or other state laws, which we may collect and the purposes for which we intend to use this information:

• Identifying information, such as full name and signature.
• Demographic data, such as date of birth, gender, race, ethnic origin, marital status, disability, health benefits related information, or veteran or military status. For employees, this may include health, sex life, or sexual orientation information.
• Contact information, such as home address, telephone numbers, email addresses, including emergency contact information.
• For employees: dependent’s or other individual’s information, such as full name, address, date of birth, and Social Security numbers (“SSN”) related to health and other benefits.
• National/Government identifiers, such as SSN, driver’s license or state identification card numbers, passport or visa information, or immigration status and documentation.
• Educational and professional background, such as work history, academic and professional qualifications, educational records, references, and interview notes.
• Employment details, such as job title, position, hire and termination dates, compensation, performance and disciplinary records, and vacation and sick leave records.
• For employees: financial information, such as banking details, tax information, payroll information, and withholdings.
• For employees: health and safety information, such as health conditions (if relevant to employment), job restrictions, workplace illness and injury information, and health insurance policy information.
• Information Systems information, such as search history, browsing history, login information, and IP addresses on the company’s devices, information systems, and networks.
• For some employees: unique identifying biometric information, such as facial recognition, fingerprints, voice data or recordings, iris or retina scans, keystroke, or other physical patterns. We ask for consent each time an employee provides their biometric information, such as through time clocks.
• Geolocation data, such as time and physical location related to use of an internet website, application, device, or physical access to a company office location.
  For some employees: precise geolocation, such as any data that is derived from a device and that is used or intended to be used to locate a consumer within a geographic area that is equal to or less than the area of a circle with a radius of 1,850 feet, except as  prescribed by regulations.
• Sensory or surveillance information, such as COVID-19 related temperature checks, call monitoring, video surveillance and IT monitoring of electronics.
• Photographs.
• For some employees: complete account access credentials, such as usernames, account numbers, or card numbers combined with required access/security code or password.
• For employees: mail, email, or text messages contents not directed to us.

We will collect the majority of Personal Information, including any Sensitive Information, directly from you. In limited circumstances third parties may provide your Personal Information to us, such as current or former employers, specialized recruiters, job boards (such as Indeed or LinkedIn), government agencies, courts, and/or providers of background checks.

For additional state-specific disclosures, state-specific privacy rights, and an explanation of how to exercise these rights and what to expect from the process, please refer to Your Privacy Rights or contact us at privacy@da.kyocera.com.

We do not hire anyone under 16 years old and, therefore, do not intentionally collect or disclose information about anyone under 16 years old.

Use of Personal Information

We collect Personal Information to use or disclose as appropriate to:

• Comply with all applicable laws and regulations.
• Recruit and evaluate job applicants and candidates for employment.
• Conduct background checks, as applicable.
• Manage the employment relationship with us, including for:
• onboarding processes;
• timekeeping, payroll, and expense report administration;
• employee benefits administration;
• employee training and development requirements;
• the creation, maintenance, and security of your online employee accounts;
• reaching your emergency contacts when needed, such as when you are not reachable or are injured or ill;
• workers’ compensation or other claims management;
• employee job performance, including goals and performance reviews, promotions, discipline, and termination; and
• other human resources purposes.
• Manage and monitor employee access to company facilities, equipment, and systems.
• Conduct internal audits and workplace investigations.
• Investigate and enforce compliance with and potential breaches of company policies and procedures.
• Engage in corporate transactions requiring review of employee records, such as for evaluating potential mergers and acquisitions of the company.
• Maintain commercial insurance policies and coverages, including for workers’ compensation, health/disability related insurance, liability insurance, and other insurance.
• Perform workforce analytics, data analytics, and benchmarking.
• Administer and maintain the company’s operations, including for safety purposes.
• Exercise or defend the legal rights of the company and its employees, and affiliates, customers, contractors, and agents.

To view our external privacy notice, visit https://www.kyoceradocumentsolutions.us/en/footer/privacy-and-cookies/kyocera-online-privacy-statement.html.

We do not collect, use, or disclose Sensitive Personal Information to infer characteristics about individuals.

Disclosure of Personal Information

We will only disclose your Personal Information to third parties where required by law or to our employees, contractors, designated agents, or third-party service providers who require such information to assist us with administering the recruitment and employment-related processes, including relevant Kyocera employees who are involved in the job application process and third-party service providers who provide services to us or on our behalf. We may use third-party service providers for various purposes, including, but not limited to, obtaining employment verification and background checks, payroll administration, chat or messaging providers, file sharing, data storage, or hosting providers. These third-party service providers may be located outside of the country in which you live or the country where the position you have applied for is located. We work with third parties to ensure that they handle personal information in a legally compliant manner.

We may also disclose your Personal Information for the following additional purposes where permitted or required by applicable law:

• To other members of our group of companies (including Kyocera Document Solutions Inc. (Japan) or other group members outside of your home jurisdiction) for the purposes set out in this Privacy Notice and as necessary to administer the application and recruitment process and/or the employment relationship.
• To comply with legal obligations or valid legal processes such as search warrants, subpoenas, or court orders. When we disclose your Personal Information to comply with a legal obligation or legal process, we will take reasonable steps to ensure that we only disclose the minimum Personal Information necessary for the specific purpose and circumstances.
• To protect the rights and property of the Company.
• During emergency situations or where necessary to protect the safety of persons.
• Where the Personal Information is publicly available.
• If a business transfer or change in ownership occurs and the disclosure is necessary to complete the transaction. In these circumstances, we will use and share your Personal Information consistent with this Privacy Notice, including providing prior notice of any new or changed practices that materially impact your Personal Information, when applicable, and we will anonymize the Personal Information where possible.
• For additional purposes with your consent where such consent is required by law.

Your Personal Information may be shared with:

• Your former employer(s) or other references, but only after you confirm that we may contact;
• An assessment service provider in case a pre-employment assessment would be part of the application process;
• Where permissible under state and local law, public authorities for an employment background check in case the job application would be successful or third parties that provide pre-employment drug testing or medical exams, where appropriate, and with your permission; and
• Third party vendors that administer Kyocera HR, payroll, and benefits functions.

Your Privacy Rights

It is important that the Personal Information we hold about you is accurate and current. Please keep us informed if your Personal Information changes during the recruitment process or your employment.

Under the laws of certain jurisdictions, you may have the right to request access to, correct, or delete the Personal Information that we hold about you. You may also have the right to request that we transfer your Personal Information to another party. If you want to make a request about your Personal Information, please refer to Your Privacy Rights  or contact us at privacy@da.kyocera.com.

As described in our Your Privacy Rights, we may request specific information from you to help us confirm your identity. Applicable law may allow or require us to refuse to provide you with access to some or all of the Personal Information that we hold about you, or we may have destroyed, erased, or anonymized your Personal Information. If we cannot honor your request, we will inform you of the reasons why, subject to any legal or regulatory restrictions.

Information Security

We have implemented appropriate physical, technical, and organizational safeguards designed to protect your Personal Information against accidental loss and unauthorized access, use, alteration, or disclosure. In addition, we limit access to Personal Information to those employees, agents, contractors, and other third parties that have a legitimate business need for such access.

Data Retention

Except as otherwise permitted or required by applicable law or regulation, we will only retain your Personal Information for as long as necessary to fulfill the purposes we collected it for, as required to satisfy any legal, accounting, or reporting requirements, or as necessary to resolve disputes. To determine the appropriate retention period for Personal Information, we consider our statutory obligations, the amount, nature, and sensitivity of the Personal Information, the purposes for which we process your Personal Information, and whether we can achieve those purposes through other means. We specify the retention periods for your Personal Information in our document retention policy.

If you are offered and accept employment with the Company, the Personal Information we collected during the application and recruitment process will become part of your employment record, and we may use it in connection with your employment consistent with our records retention policy, applicable laws, and regulations. If you do not become an employee, or, once you are no longer an employee of the Company, we will retain and securely destroy your Personal Information in accordance with our record retentions policy, applicable laws, and regulations.

Changes to This Privacy Notice

We reserve the right to update this Privacy Notice at any time. If we have your contact information, we will provide you with a new Privacy Notice when we make any material updates to our Personal Information handling practices. We will also update this Privacy Notice. You may also check this website to see if we have made material updates.

Other Relevant Policies

For subjects not covered in this Notice, see our general privacy notice at https://www.kyoceradocumentsolutions.us/en/footer/privacy-and-cookies/kyocera-online-privacy-statement.html.

Contact Us

If you have any questions about this Notice or need to access this Notice in an alternative format due to having a disability, please email us at privacy@da.kyocera.com or call us at +1 (973) 808-8444.

If you have any questions about our processing of your Personal Information or would like to make an access or other request, please submit a request here.