On-line Privacy Policy of Xerox UK Limited (referred to herein as "Xerox")


Introduction

  • Persons who supply Xerox with their telephone numbers on-line may receive calls from us regarding their inquiries, service requests or orders they have submitted on-line. Visitors may also receive telephone contact from us with information regarding new products and services or upcoming events. If a visitor does not wish to receive such telephone calls, they may indicate this preference each time they submit information to Xerox on-line.
  • Xerox provides links to third party sites. When visitors link from xerox.co.uk or xerox.com/uk to another web site, the privacy policy of the other web site applies and will be tailored to that web site. Since Xerox does not control those web sites, we encourage visitors to review the privacy policies.
  • This On-line Privacy Policy of Xerox is subject to change. If changes occur, they will be posted on xerox.co.uk and www.xerox.com/uk
    You can contact us with any privacy concerns at:

    Xerox UK Limited
    Oxford Road
    Uxbridge
    Middlesex
    UB8 1HS

    Or via e-mail at Inbound.UK@GBR.xerox.com
    Xerox has Web presence on xerox.co.uk and xerox.com/uk. Xerox is aware of its obligations under the UK Data Protection Act and is taking active and ongoing steps to address its requirements.
  • Xerox automatically collects and stores domain names, but not the e-mail addresses of visitors to our Web presence (unless input by the visitor). We store and analyse aggregate information on what pages persons access or visit.
  • The information Xerox collects, stores and analyses is used to improve the way we do business with our current customers and potential customers.
  • If a visitor supplies us with their personal information (eg. address) on-line, they will only receive information in relation to the use for which they provided us their personal information with the following exception. Visitors may receive postal mailings from us with information on new products and services or upcoming events. If a visitor does not wish to receive such mailings, they may elect not to receive them by indicating this when information is submitted to Xerox on-line.
  • Xerox stores e-mail addresses and correspondence of those who communicate with us via e-mail or web based forms. If a visitor has submitted an e-mail or web based form to Xerox they may receive mailings from us only if they have opted in to receive information on new products and services or upcoming events. If a visitor no longer wishes to receive such mailings, they may elect not to receive them when they send e-mail to Xerox or can change their opt in status using http://www.xerox.com/opt-in.
  • Voluntary information visitors provide through on-line surveys and/or site registrations may be stored, analysed and used for marketing purposes. Again, if a visitor does not wish to receive such mailings, they may elect not to receive them each time information is submitted to Xerox on-line. Registration information submitted online is accessible, and correctable. The registrant should perform this maintenance.
  • Correspondence submitted by email or web based forms to Xerox will only be retained as long as necessary. Reasonable steps are taken to ensure security against unauthorised access, alteration, disclosure and destruction. Additionally, access to personally identifiable information is limited to individuals needing such access to perform their job function and satisfy the correspondence of the visitor.
  • Xerox will not provide any of your personal information to other companies or individuals without permission. However, Xerox may need to provide name and delivery address to third parties that Xerox uses for the purposes of delivering specific services (e.g., customer support, or a transport company)

Notice
Personally identifiable information that you submit to this website may be transmitted to, stored and processed in the United States of America. The following Privacy Policy applies to any personally identifiable information transmitted to the United States.

This is the Privacy Policy of the Xerox Corporation of the United States
Access to Information

Individuals may contact Xerox to check the accuracy of their own personally identifiable information or to request that the information be updated or deleted by writing to ethics@usa.xerox.com. Please indicate "Access" in the subject line and let us know the details of your request in the body of the message. You may also contact us at the Xerox Ethics and Privacy Hotline at 1-866-XRX-0001. Xerox reserves the right to confirm the identity of the requester and to modify the scope and number of requests.

About Cookies
A cookie is a small file that a website puts on a user's hard drive. This file identifies specific information about previous visits to the site.

How does Xerox use cookies?

Xerox uses cookies to recognise repeat visits to our website and to facilitate Web navigation and online shopping. The cookie stores the user's country and language, along with an assigned random session ID. In some cases, the cookie stores name and address information so that the customer does not have to re-enter this same information in multiple forms.

The cookie information that Xerox collects helps us track the number of visitors to the website over time and determine whether these were new or repeat visits.

For the purpose of internal analysis, Xerox also uses cookies to track pages visited during a single session. Xerox uses this information to adjust the presentation of our website and to make it more relevant to our users.

Does Xerox keep cookie data private?

Information collected by Xerox through the use of cookies is maintained as confidential data and is not shared beyond the corporation and its authorised agents.

Can I block cookies on the Xerox website?

Most browser applications allow you to block or limit the use of cookies. Consult the help menu of your browser application for details. If you block the use of cookies, you will not be able to use some of the features on the Xerox site, including the shopping basket and online account management services.

Contact Us We welcome questions or comments about our Privacy Policy. You may also contact us if you feel that your personal information is used in a way inconsistent with this policy. Please email comments to our Chief Information Security Officer at ethics@usa.xerox.com with the word "Privacy" in the subject field, or call 1-866-XRX-0001. You may also contact us via postal mail at:

Xerox Business Ethics and Compliance
800 Long Ridge Road
P. O. Box 1600
Stamford, CT 06904

Policy Updates
Xerox reserves the right to update this policy. Xerox will post those changes in each update.

Last Policy Update: December 17, 2003.

What was changed in the last update?

The privacy practices at Xerox did not change with the last update of this policy. No changes were made to the substance of this policy. We added the following content to the policy:

  • The section on Safe Harbor certification.
  • The section noting that Xerox reserves the right to send administrative notices to its customers; that Xerox will share information with government agencies as required by law; and that, in the event of an acquisition or merger, personal information collected online will remain subject to promises made in this Online Privacy Policy.
  • A sentence indicating that Xerox does not direct any part of its site to children under 13 years of age
  • Additional information on how to opt out of commercial emails from Xerox through our Unsubscribe Web page and PO Box address.
  • Information about how to contact our Ethics Office by phone or email, in case of a privacy inquiry or complaint.
  • Information describing our use of cookies for internal analysis, a statement that a user may block cookies and a stipulation that blocking cookies can limit use of some commerce and account management applications on the Xerox website.
Xerox operates Xerox data centres around the world and will transfer information submitted online by customers and other third parties to the appropriate Xerox office for the purpose of delivering services or responding to customer requests. If you are located in one of the 25 European Union Member Nation States (Austria, Belgium, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Slovenia, Slovakia, Spain, Sweden, and the United Kingdom), Canada or any other nation with privacy legislation, you should be aware that personal information submitted to Xerox online may be transferred to a data centre in the United States.

Why Does Xerox Ask For Personally Identifiable Information?

On the Xerox website, we offer online shopping and other Web-based customer services. Our online forms make it easy for visitors and customers to communicate with Xerox or make purchases. Those who want to communicate with Xerox but do not wish to give personally identifiable information online may use the phone or fax numbers that we also provide on our Web pages.

Xerox asks only for the minimum amount of information needed to assist you.

Most online forms on the Xerox site ask for a small amount of relevant information, such as name, email, street address and phone number. Some forms may ask for a customer number or product serial number. Xerox uses personally identifiable information submitted online to:
  • respond to questions from customers or visitors to the website
  • provide customer support
  • share product news, updates or helpful tips about Xerox products
  • enable online shopping
  • inform users of special promotions
  • sign up for online services
  • create reseller partnerships
Xerox does not direct any part of its website to children under 13 years old and does not knowingly collect personally identifiable information from children.

Personally identifiable information that is submitted in a business capacity may be merged with available business database directories.

How Does Xerox Handle Personally Identifiable Information?

While we at Xerox are pleased to offer convenient services and shopping options online in the United States, we are also mindful to protect the confidentiality of the personally identifiable information we receive.

Our agents and partners protect personally identifiable information.

When a customer purchases equipment or supplies or arranges for service online from Xerox it may be necessary to transfer personally identifiable information to an independent Xerox-authorised agent or partner, who then completes the order. Xerox requires that its independent agents and partners handle personally identifiable information with the same concern for personal privacy as Xerox.

Whenever Xerox transfers personally identifiable information to its agents and partners, it is with the understanding that the information should be used for the sole purpose of fulfilling the customer's request and that the information should be kept confidential and secure at all times.

In some instances, when Xerox transfers personally identifiable information to one of its authorised agents or partners, that agent or partner may need to share information with an unaffiliated third party for the purpose of completing an order or providing a service.

Xerox gets your consent before sending you additional information.

Xerox may wish to contact you with announcements about products and services that may be of interest to you. If you do not want to receive these announcements, you can click an opt-out box on the appropriate Xerox Web page before submitting your information. Some forms on our site have no opt-out box. That is because those forms are "reply only" forms used only to respond to your particular request. If you receive email from Xerox and wish to discontinue these mailings, you may unsubscribe by visiting www.xerox.com/uk/opt-in, or by sending an email with the word "Remove" in the subject line to customer.privacy@email.ebusiness.xerox.com, or by mailing a request to:

Marketing Privacy Preferences
Xerox Corporation
161 Chestnut Street, 875-05B
Rochester, NY
14604-2411
USA

Security of Personally Identifiable Information
Xerox maintains strict access control over personally identifiable information. Only authorised Xerox personnel, agents and partners are allowed to handle information submitted to Xerox online.

Xerox Corporation in the United States stores personally identifiable information in password-protected environments on servers that are located in the United States. These servers are subject to Xerox's information security policies, standards and procedures.

Credit card data is encrypted.

To ensure that online shoppers in the United States can purchase with confidence from the Xerox website, Xerox protects credit card information with industry-standard encryption technology. When a customer submits an order to Xerox online, the personal and credit card information is used only to complete the purchase and arrange for shipping. Customers who opt out of additional announcements will not receive unsolicited email.

This privacy statement covers the Web pages belonging to the Xerox Corporation in the United States. It does not cover the privacy policies of Xerox ..

At Xerox, privacy on the Internet means that:
  • Xerox informs you of how we use any personally identifiable information that is submitted to us online
  • Xerox maintains confidentiality and security safeguards for personally identifiable information
  • You have control over the personally identifiable information you decide to submit to Xerox
  • If you have elected to receive email promotions from Xerox, you can opt out from these at any time


It is not necessary to provide any personally identifiable information when you visit the Xerox website in the United States.

When you visit the a Xerox website, you have the opportunity to contact Xerox online - to ask a question, to learn more about a product or to ask for help with a product you already have. If you choose to contact Xerox online, you will find that our online forms ask for common types of personally identifiable information, such as name, phone number, email address or product serial number. We ask for this information to help us reply to you.

You can browse the Xerox website without disclosing any personally identifiable information. If you wish to use our online contact forms or use some of our online services, such as online product registration or account management tools, you will be asked to submit sufficient information to enable us to process your request or complete your registration.

Xerox handles the information it receives online in strict confidence; information you submit to Xerox is not sold to or shared with third parties, except to our agents and partners as described below.

Xerox reserves the right to notify its customers about administrative matters that pertain to their Xerox accounts. When required by law, Xerox will share information with government agencies. Although we do not currently anticipate a change in our corporate status, in the event of a merger or acquisition of the company or a substantial portion of its assets, Xerox may disclose, transfer or sell personal information collected online to the surviving or acquiring party, respectively. Personal information collected online will remain subject to promises made in this Online Privacy Policy.

If you would like to contact Xerox without submitting personally identifiable information online, you can reach a Xerox representative by calling the Xerox hotline at 0870 873 3873.

Xerox is authorised to display the BBBOnLine Privacy Seal.

Xerox Corporation in the United States is a founding sponsor of the Better Business Bureau OnLine. We proudly display the BBBOnLine's Privacy Seal as our assurance to you that we value your privacy. Xerox also participates in the BBBOnLine Privacy Dispute Resolution Program.

For more information, please visit http://www.bbbonline.com/privacy/index.asp.

Xerox Corporation is also Safe Harbor certified.

Xerox has verified that its privacy practices meet the Safe Harbor requirements developed by the U.S. Department of Commerce and the European Commission's Directive on Data Protection. Please visit http://www.export.gov/safeharbor/ for more information about the Safe Harbor program.