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Privacy Policy

Privacy Policy

This Privacy Notice explains how we process the personal information that we collect from our customers and prospective customers when they use Oxon services, attend our events or premises, subscribe to our newsletters, or use our websites, apps, platforms and services governed by this Privacy Notice (our “Services”).

Oxon is the co-data controller of your personal information, that is, the entity that determines the ‘purposes and means’ of the processing of the personal information processed about you, or, in other words, the uses for which Oxon processes your personal information and the manner in which it is done. Oxon is part of the Canon group. Please see “Definition of Oxon” at the bottom of this Privacy Notice for further details about Oxon.

WHEN THIS PRIVACY NOTICE APPLIES

The following Services are subject to this Privacy Notice:

  • Using our built-in Facebook chat application that allows to chat with your business customers over a Facebook.
  • Completing a form on one of our apps or websites.
  • Contacting us using call back or online chat features
  • Our marketing of goods and services we think may be of interest to you and your business.

INFORMATION WE COLLECT AND WHAT WE USE IT FOR

We collect personal information in the following circumstances:

  • When you have expressed interest in a product or service we offer: We will collect your business contact details.  For example, if you approach us online, attend our stall at an event and/or call us about a potential service or product, we will make a note of your details so that we may follow up on your query as well as offering other products and services that may be of interest to your business.
  • Upon registering for a Service we offer: You will be asked for several personal details that are necessary to create a service portal account and offer you our Services. Some of these fields are marked as compulsory. If you do not provide us with information which is marked as compulsory we may be unable to provide all or part of the Services to you.
  • When you use our Services: We may collect and process personal information regarding your use of such Services to improve your overall experience and to fulfill our obligations to you.
  • When we research our market and find potential buyers: To make sure we are reaching the appropriate business audiences, we may from time to time purchase marketing lists and other databases providing contact details. These may contain your name, business email address and business phone number. However, we do not buy marketing lists which contain your private, outside-of-work contact details.
  • To improve your user experience and the overall quality of our Services: Knowing your basic personal details lets us  personalise any communications we send to you. For example, we collect your role information to ensure we provide marketing which is relevant to your role in your business.

We go into more detail on how we use the information we collect in these circumstances, below.

  • To Provide Online Accounts
    This is personal information you give us when setting up an online account (for example, our service portals) which personally identifies you rather than your business, such as your name, position within your business, business email address or telephone number. There are a number of reasons we need this information:
    • To verify your identity and assist with the identification of users: For example, your email address may act as your username to sign into your online account and access Oxon Services.
    • To send important notices: For example, we ask for your email address so that we can send you a confirmation of your orders or service updates. We will also send you communications about purchases or changes to our terms, conditions, and policies.
  • Responding to customer queries
    Your personal details will be processed to respond to queries and assist with the identification of users. For example, your contact information will be collected when you submit a call back form or use our customer chat features and may then be used as an identifier in future. Whenever you fill in  a form on our website or app, we may store relevant identity data so that we can trace the history of your query and deal with it more efficiently.
  • Events management
    We collect your information to register you for an event, webinar or seminar which you have expressed interest in, process your payment for the event (where applicable) and provide you with the relevant materials for that event: For example, and depending on the kind of event involved, we collect your name, telephone number (please supply your business telephone number only), emergency contact details (where absolutely necessary), dietary requirements and any other information necessary to enable you to get the most out of your experience.
  • To learn about your activities
  • Browsing Behaviour, Device Information and Interaction
    We sometimes record details of your actions (for example, repeated site visits, interactions, keywords, online content production) when you access and use our Services so that we can build a customer ‘picture’ over time. It also includes information about the devices and methods you use to interact with Oxon Services and content, including via a service portal.We may combine behavioral information (such as your browsing activity) with your personal details, but we will not store any personal details related to fields left blank by you during your sign-up process. When the use of information which personally identifies you is not necessary to achieve the purposes set out in this section, we will only process behavioral information on an aggregate basis.

We capture information about your Operating System and Internet Browser when you visit a Oxon  website or use our Services, including information that is automatically logged when you use our Services (for example, requested information, timestamp, IP address, and, where applicable and necessary, various network infrastructure and server identifiers).

We will process your behavioural, device and interactions information for the following purposes:

    • To provide, maintain, protect and improve products and Services, and to develop new ones:
      • For example, information about how you browse our websites or search for products can be used for data analysis and research, to deliver better user journeys, provide more relevant search results or structure the way the information is shown in our Services.
    • To improve your user experience and the overall quality of our Services:
      • Your activity such as the pages you visit or the items you view teaches us what you find important and most interesting to you on our Services so that we can tailor your experience around what matters to you most and display personalised content.
      • Device and platform identifiers let us know which device you are using to access our Services in order to customise and optimise them to your device and improve your overall user experience (for example, providing more relevant content and advertising on the device or browser you are using).
      • Storing data locally on your device allows us to improve things like website performance and loading of content even when you are offline.
    • Subject to the requirements of applicable law, to provide you with marketing communications, for example, more relevant content and offers, and latest news about products and events which we think will be of interest to you and your business:
    • For example, following a link to a tutorial from a marketing email, or following Oxon on Facebook or Twitter.
    • Understanding how and where you interact with Oxon means we can provide you with more personalised and helpful information through your preferred communication channels.
    • To protect our other users and Oxon:
      • We can monitor unusual or suspicious activities on Oxon services, such as automated abuse, so that we can address it quickly and inform you about potentially fraudulent activities affecting your account.
      • We might also use your personal information for internal auditing, in order to comply with applicable legal requirements.
  • Product Details, Product Usage and  Service & Support History

This is information about your Oxon products or solutions (such as service/s provided, software applications and purchase date), of how Oxon products or solutions are set up and used (e.g. user set-up and preferences, installation and integration or other settings) and our Services, as well as details on your customer or managed Service,  Licenses held, Warranty and Repairs interactions with Oxon. Sometimes, this information is linked to your business, but at other times it must necessarily be linked to you personally.Some of the information under this category does not qualify as personal information, but we will apply any necessary safeguards to ensure as well the privacy of this information. We will process this data for the following purposes:

    • To provide you with more useful information, more relevant content and offers, and latest news about our products, solutions, services and events: For example, personalised and helpful information, such as expert hints and tips, learning resources, software updates, installation or user guides, or details about relevant training courses.
    • To provide, maintain, protect and improve products and services, and to develop new ones: Understanding how our customers use our products help us identify features that we need to improve or add to future products.
    • To help solve any issues you might have with Oxon products and Services:
      • We require your product information so that we can troubleshoot your queries more effectively, providing you with information which is specific to your Oxon product.
      • Understanding your Operating System (OS) allows us to troubleshoot your query more effectively, for example, by providing you with information about relevant driver downloads.
  • For fulfilment purposes
    In order to support your business and perform our contract for the Services with you, we may need to collect personal data to fulfil orders and perform services. We may need to arrange appointments to do so, and therefore need to get the contact details of someone at your business. Examples include:
  • when you log a call to arrange for assistance with a service;
  • when you fill in a form we send you about one of our products, including online versions;
  • when we provide to you managed services information such as reporting, usage and utilization;
  • when we identity validation to verify for AML/KYC;
  • when we detect issues with your Oxon software or hardware which we need to talk to you about; and
  • when you arrange site visits or equipment collection.
  • When we have to perform technical operations on your IT infrastructure, we may have access to personal data held by your organisation. Where we use third parties for our fulfillment activities, we make sure to choose trusted partners who have the same values that we do.
  • Depending on your role, we may need to use your information to contact you regarding online service availability (for example, updates relating to periodical maintenance) or changes to those services.
  • To send out surveys and use the results to improve our products and services
    Oxon occasionally send our customers surveys and feedback forms. Where you provide your name and contact details, we may use these to respond to any feedback, provide you with information we think you’ll be interested to hear given your responses and add you to our marketing database (you can opt out of this during the survey, if you’re not interested).
  • Purchase Information
    We keep records about goods and services you buy through Oxon Services. These help us to provide, maintain, protect and improve products and services, and to develop new ones. We also send important notices, such as communications about purchases or changes to our terms, conditions, and policies.
  • Payment Information
    We do not process or store your bank or credit/debit card details used when purchasing goods and services through Oxon Services. Payments for purchases are completed through third-party payment platforms which do not share your banking details with Oxon.
  • Cookies and other technologies
    Cookies and similar technologies (e.g. web beacons) are small pieces of information used to store technical and/or personal details, identify users of a service and enable certain functionalities. To learn more about the cookies used by our Services and how to reject them, please visit the Cookie Notice applicable to each of the Services, which can be accessed through the homepage of our websites or the relevant section of our apps.
  • Legal and regulatory requirements and other business purposes
    We sometimes need to process your personal information to comply with applicable laws and regulations, for example where we have an obligation to report suspected fraud.There may also be other business-related purposes for processing your information, including negotiating, concluding and performing contracts, managing accounts and records, supporting corporate social responsibility activities, legal, regulatory and internal investigations

LEGAL BASIS FOR USING YOUR PERSONAL INFORMATION

Oxon will only process your personal information where we have a legal basis to do so.

The legal basis will depend on which of the above purposes for which we have collected and use your personal information. In almost every case the legal basis will be one of the following:

  • The legitimate business interests of Oxon: where it is necessary for Oxon to understand our customers, promote our goods, products and Services and operate effectively as an IT service provider and manufacturer of photography products, solutions and Services. For more information see section 1 below.
  • Performance of a contract with your business: where you have ordered or requested products or Services from us and we need to use your contact details in order to process your order and deliver the products or Services.
  • Compliance with law: where Oxon is subject to a legal obligation and needs to use your personal information in order to comply with that obligation.
  • Consent: for example, where you have provided information to us voluntarily in order to enter a competition. You can withdraw your consent at any time.
  • Our Legitimate Interests
    Oxon’s legitimate interests include where it is necessary for Oxon to understand our customers in sufficient detail so we can create and publicise new products and Services, and offer our customers a better experience. For example:
  • We perform analytics on this legal basis as they are necessary to provide you with a tailored experience and so that we can improve, maintain and manage our products and Services in a way which meets your expectations as a customer;
  • We need to use your information so that we can better support your organisation and maintain the products and services which you use;
  • We use lead and campaign management technology to help us analyse how our customers interact with us and ultimately provide more relevant and interesting content to you;
  • We engage in product development to better our products and services and will use your feedback, from surveys and elsewhere, as part of this process; and
  • Like most businesses, where permissible we market new products and services which we think you may be interested in these, always offering you the option to unsubscribe