Last update: April 2025
UTAX Cloud Capture – Privacy statement
Data protection information in compliance with Article 13 of the General Data Protection Regulation (GDPR)
Who is responsible for data processing and who can you contact?
The responsible person for the General Data Protection Regulation (GDPR) and other national data protection laws as well as other data protection regulations is
TA Triumph-Adler GmbH
CEO: Christopher Rheidt
Südwestpark 23
90449 Nuremberg
Phone: +49 911 / 6898 - 0
Fax: +49 911 / 6898 – 204
E-mail: info@triumph-adler.net
For information regarding data protection, please contact our company data protection officer under the subject “Data Protection Officer” via e-mail at privacy@triumph-adler.net.
TA Triumph-Adler GmbH
CEO: Christopher Rheidt
Südwestpark 23
90449 Nuremberg
Phone: +49 911 / 6898 - 0
Fax: +49 911 / 6898 – 204
E-mail: info@triumph-adler.net
For information regarding data protection, please contact our company data protection officer under the subject “Data Protection Officer” via e-mail at privacy@triumph-adler.net.
INTRODUCTION
TA Cloud Capture is a cloud-based document capture solution that digitises documents and converts them into various formats, e.g. searchable PDFs. It supports integration with cloud storage such as TA Cloud Information Manager, SharePoint Online, Google Drive and OneDrive.
1. WHY DO WE PROCESS YOUR DATA (PURPOSE OF PROCESSING)?
We collect and process personal data (in short: data) of our customers only if it is necessary for the provision or administration of an error-free customer account of UTAX Cloud Capture. The collection and processing of our customers' data takes place exclusively for the purposes for which we are authorised and as long as the data is required for these purposes and regularly only with the customer's consent. An exception applies in cases where prior consent cannot be obtained for factual reasons and the processing of the data is permitted by law.
2. WHAT SPECIFIC DATA AND ON WHAT LEGAL BASIS?
When processing data required for the fulfilment of a contract, Art. 6 para. 1 lit. b GDPR serves as the legal basis. In particular, surname, first name, business e-mail address and user name. This also applies to processing operations that are necessary for the implementation of pre-contractual measures.
If processing of your data is necessary to fulfil a legal obligation to which we are subject, Art. 6 para. 1 lit. c GDPR serves as the legal basis.
If processing is necessary for the purposes of the legitimate interests pursued by us or by a third party and such interests are not overridden by the interests or fundamental rights and freedoms of the data subject, Art. 6(1)(f) GDPR serves as the legal basis for processing.
If processing of your data is necessary to fulfil a legal obligation to which we are subject, Art. 6 para. 1 lit. c GDPR serves as the legal basis.
If processing is necessary for the purposes of the legitimate interests pursued by us or by a third party and such interests are not overridden by the interests or fundamental rights and freedoms of the data subject, Art. 6(1)(f) GDPR serves as the legal basis for processing.
3. DATA DELETION AND STORAGE PERIOD
Your data will be deleted or blocked as soon as the purpose of storage no longer applies. Data may also be stored if this has been provided for by the European or national legislator in EU regulations, laws or other provisions to which the controller is subject. The data will also be blocked or deleted if a storage period prescribed by the aforementioned standards expires, unless there is a need for further storage of the data for the conclusion or fulfilment of a contract.
1. DESCRIPTION AND SCOPE OF DATA COLLECTION
To detect, prevent and respond to security breaches, fraudulent behaviour or misuse.
2. LEGAL BASIS FOR DATA PROCESSING
The legal basis for the temporary storage of data is Art. 6 para. 1 lit. f GDPR.
3. PURPOSE OF DATA PROCESSING
To ensure the proper operation of UTAX Cloud Capture and for the fulfilment of legal obligations and security of processing, such as for defence against and investigation of cyber attacks, we process your data via your account, such as surname, first name, user name and business e-mail address as well as technical data.
4. DURATION OF STORAGE
Your data will be deleted as soon as it is no longer required for the purpose for which it was collected, at the latest after cancellation of your user account.
1. DESCRIPTION AND SCOPE OF DATA COLLECTION
If you give us the order for remote maintenance or support in order to correct errors or solve problems.
2. LEGAL BASIS FOR DATA PROCESSING
The legal basis for the temporary storage of data is Art. 6 para. 1 lit. b GDPR.
3. PURPOSE OF DATA PROCESSING
For remote maintenance or support, we can view your data via your account, such as file name.
4. DURATION OF STORAGE
Your data will be deleted as soon as it is no longer required for the purpose for which it was collected, at the latest 7 days after termination of the services.
1. DESCRIPTION AND SCOPE OF DATA COLLECTION
To ensure an improvement in the use of UTAX Cloud Capture.
2. LEGAL BASIS FOR DATA PROCESSING
The legal basis for the temporary storage of data is Art. 6 para. 1 lit. f GDPR.
3. PURPOSE OF DATA PROCESSING
Surname, first name, user name and business e-mail address are processed to analyse usage.
4. DURATION OF STORAGE
Your data will be deleted as soon as it is no longer required for the purpose for which it was collected, at the latest after cancellation of your user account.
1. DESCRIPTION AND SCOPE OF DATA COLLECTION
We process your data in order to fulfil your rights and interests.
2. LEGAL BASIS FOR DATA PROCESSING
The legal basis for the temporary storage of data is Art. 6 para. 1 lit. c GDPR.
3. PURPOSE OF DATA PROCESSING
We process your data if this is required by law.
4. DURATION OF STORAGE
Your data will be deleted as soon as it is no longer required for the purpose for which it was collected, at the latest within the statutory retention periods.
Right to information
You can request information about your data processed by us in accordance with Art. 15 GDPR. In your request for information, you should specify your request in order to make it easier for us to compile the necessary data.
Right to rectification
If the information concerning you is not (or no longer) accurate, you can request rectification in accordance with Art. 16 GDPR. If your data is incomplete, you can request that it be completed.
Right to erasure
You can request the erasure of your data under the condition of Art. 17 GDPR. Your right to erasure depends, among other things, on whether the data concerning you is still required by us to fulfil our legal obligations.
Right to restriction of processing
In accordance with Art. 18 GDPR, you have the right to request the restriction of the processing of data concerning you.
Right to object
Under Art. 21 GDPR, you have the right to object, on grounds relating to your particular situation, at any time to the processing of data concerning you. However, we are not always able to comply with this if, to a certain extent, the authorised circumstances are used at the same time.
No profiling takes place.
The objection can be made informally:
You can request information about your data processed by us in accordance with Art. 15 GDPR. In your request for information, you should specify your request in order to make it easier for us to compile the necessary data.
Right to rectification
If the information concerning you is not (or no longer) accurate, you can request rectification in accordance with Art. 16 GDPR. If your data is incomplete, you can request that it be completed.
Right to erasure
You can request the erasure of your data under the condition of Art. 17 GDPR. Your right to erasure depends, among other things, on whether the data concerning you is still required by us to fulfil our legal obligations.
Right to restriction of processing
In accordance with Art. 18 GDPR, you have the right to request the restriction of the processing of data concerning you.
Right to object
Under Art. 21 GDPR, you have the right to object, on grounds relating to your particular situation, at any time to the processing of data concerning you. However, we are not always able to comply with this if, to a certain extent, the authorised circumstances are used at the same time.
No profiling takes place.
The objection can be made informally:
TA Triumph-Adler GmbH
Building 5, Deelbögenkamp 4c
22297 Hamburg
Phone: +49 40 52849-0
Email: talking-future@triumph-adler.net
Right to lodge a complaint with a supervisory authority
Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority at your habitual residence, place of work or place of the alleged infringement if you consider that the processing of data relating to you infringes the GDPR. The supervisory authority with which the complaint has been lodged shall inform the complainant of the status and outcome of the complaint, including the possibility of a judicial remedy pursuant to Art. 78 GDPR.
Bavarian State Office for Data Protection Supervision
Promenade 18
91522 Ansbach
Phone: +49 981 180093-0
Fax: +49 981 180093-800
Email: poststelle@lda.bayern.de
Building 5, Deelbögenkamp 4c
22297 Hamburg
Phone: +49 40 52849-0
Email: talking-future@triumph-adler.net
Right to lodge a complaint with a supervisory authority
Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority at your habitual residence, place of work or place of the alleged infringement if you consider that the processing of data relating to you infringes the GDPR. The supervisory authority with which the complaint has been lodged shall inform the complainant of the status and outcome of the complaint, including the possibility of a judicial remedy pursuant to Art. 78 GDPR.
Bavarian State Office for Data Protection Supervision
Promenade 18
91522 Ansbach
Phone: +49 981 180093-0
Fax: +49 981 180093-800
Email: poststelle@lda.bayern.de
An active transfer to a third country takes place if this has been expressly indicated in the context of the aforementioned services. Your data (technical data, ID number) will only be transferred to the parent company KYOCERA Document Solutions Inc. in Japan, i.e. outside the European Union (EU), if this is necessary for technical support. The EU Commission has established an ‘adequate level of protection’ for Japan, so that the data may be transferred. The EU Commission reviews the legislation annually. UTAX creates suitable guarantees for intra-group data flows. Standard contractual clauses (SCC) have been concluded within the Group and provide the required level of protection.
Our aforementioned processes, in which your data is processed, are further processed with the affiliated companies of TA Triumph-Adler GmbH within the meaning of Section 15 AktG. A joint controller agreement pursuant to Art. 26 GDPR has been concluded with the affiliated companies. Services, in particular where we have hosted UTAX Cloud Capture - Google Cloud Japan G.K., Google data centre in Belgium, for remote maintenance - KYOCERA Document Solutions Europe B.V., Germany branch, for remote maintenance and improvement - KYOCERA Document Solutions, Inc. in Japan, we have concluded an agreement with service providers for order processing in accordance with Art. 28 GDPR or standard contractual clauses.