Xerox Privacy Statement
Effective Date: December 15, 2023
What we mean by “Personal Information”
In this Privacy Statement, “personal information” generally means information (regardless of its format) that can be used, either alone or in combination with other information, to identify an individual. This may include, for example, name, contact information, mailing address, email address, purchase history and other information relating to your account with us (as the case may be). It may also include other types of more technical information, but only when this information can identify you as an individual. Information that is anonymized and cannot be associated with an identifiable individual is not considered personal information, if it is, at all times, reasonably foreseeable in the circumstances that this information irreversibly no longer allows the individual to be identified directly or indirectly.
Personal Information We Collect
Xerox collects personal information to allow us to communicate with you, process your orders, support you as customers, potential customers, (including providing you with products and services), conduct marketing, or for employment consideration. We collect personal information when you contact or do business with Xerox, including when you:
Purchase, request support for, or register products or services;
request software downloads;
create a user account (login user name and password);
request information or materials such as documentation, whitepapers, or case studies;
participate in surveys, evaluations, provide feedback, or submit questions or comments to us;
participate in promotions, contests, or marketing events;
apply for a job or submit your resume.
Data we collect depends on the context of your interactions with Xerox, the choices you make, including your privacy settings, and the products and features you choose. The personal information we collect can include the following:
Name and Contact Data. Your first and last name, email address, mailing and/or business postal address, phone number, business or organization name, gender and marital status, and other similar business contact data or employment related information..
Credentials. Account username, passwords, password hints and similar security information used for authentication and account access. For some sales and employment purposes as well as identity verification, Xerox may also collect government or personal identifiers.
Demographic Data. Data about you such as your country of residence and preferred language.
Payment Data. Data necessary to process your payment if you make purchases, such as your payment card number, expiration date, and the security code associated with your payment card.
Geolocation Data. We may collect data about your location, which can be either precise or imprecise. Precise location data can be obtained through Global Navigation Satellite System data, as well as through nearby cell towers and Wi-Fi hotspots when you enable location-based products or features. Imprecise location data includes, for example, a location derived from your device or data that indicates where you are located with less precision, such as an internet protocol (IP) address or a city or postal code.
Social Media Data. We may provide social media features that enable you to share information with your social networks. Your use of these features may result in the collection or sharing of information about you by the social networking site. Please review the privacy policies and settings of social networks you use to understand their practices.
Job Applications/CVs/Resumes. Professional, education and employment-related information on job applications/CVs/resumes which you provide to us if you submit a job application to Xerox either directly or indirectly, which may include sensitive (also known as ‘special category’) personal information. Xerox uses this information to evaluate your application and perform related employment activities. It is also possible that Xerox may, offer you the option of providing sensitive personal information or information about protected classifications, such as your age, gender, race, sexual orientation, or disability, marital or veteran status, at any time with your consent and where permitted by applicable law.
Feedback and Product Reviews. Information you provide to us and the content of messages you send to us, such as feedback and product reviews you write, blog posts or questions and information you provide for customer support. When you contact us via our website, a Xerox application or through a Xerox help desk or support call, phone conversations or chat sessions with our representatives may be monitored and recorded. Your feedback, posts and reviews will be used to seek improvements in our products and services.
WebsiteBrowsing and Commercial Information. Information about your visits to our websites and your browsing patterns, including inferences drawn from this information. This may include information related to your prior purchases and online buying preferences or data about your device, including IP address, browser type, and regional and language settings. This is more fully described under the section entitled “Cookies, Web Beacons and Similar Technologies” below. We collect this information to determine such things as the number of visitors to various parts of our websites, to personalize your experience on our sites, and tailor our interactions with you.
Products and Device Data. Certain Xerox products and services collect data, such as product registration, device serial number, IP address, MAC address and other unique device identifiers, meter reads, supply levels, equipment configuration and settings, software version, and fault codes. Xerox uses this information for product improvement, billing, report generation, supplies replenishment and support services.
Third Party Sources. We also obtain data from third parties. These third-party sources vary over time, but they are sources deemed credible by us and may be publicly available or available on a commercial basis. They can include:
Data brokers from which we purchase demographic data to supplement the data we collect;
Social networks when you grant permission to Xerox or a Xerox product to access your data on one or more networks;
Designated entities within your business or enterprise (such as a member of your IT department) in the course of providing services to you;
Partners with whom we offer branded services or engage in joint marketing activities. If you purchase Xerox services or products from a Xerox partner, we may receive certain information about your purchase from that partner;
Fraud prevention agencies or credit reporting agencies in connection with credit determinations; and
Publicly available sources such as open government databases or other data in the public domain.
How We Use Personal Information
Xerox uses personal information to:
respond to your questions and communicate with you;
provide customer support;
share news, updates, or helpful tips about Xerox products and services;
enable online shopping;
inform you of special promotions and other advertising;
allow you to sign up for online services;
create reseller partnerships;
receive and evaluate job applications;
customize, analyze, and improve our products, services, technologies, communications and relationships with you;
deliver products and services requested by you;
prevent fraud and protect the security of our systems and our customers;
meet our contractual and legal obligations; and
notify you about administrative matters that pertain to your Xerox products or services.
You may opt out of receiving any, or all, of marketing communications from us by following the unsubscribe link or instructions provided in any commercial electronic message we send or by contacting us directly at the address indicated under Communication Preferences.
How We Share or Disclose Personal Information
We may share or disclose your personal information as necessary for the following legitimate business purposes of Xerox or otherwise with your consent or as permitted or required by law:
To complete a transaction or provide a product or service you have requested or authorized. For example, when you provide payment data to make a purchase, we will share your payment data with banks and other entities that process payment transactions or provide other financial services, and with consumer reporting agencies for fraud prevention and credit risk reduction. In addition, we may share information with third parties for the joint offering of a product or service.
We share personal information among our subsidiaries, affiliates, agents, or partners, who fulfill the orders or provide the services and to efficiently manage the operation of our business. Xerox requires that its subsidiaries, affiliates, agents, and partners handle personal information with the same protections for personal information privacy as Xerox.
We share personal information with vendors, service providers, or agents working on our behalf for the purposes described in this Statement or in our contracts with you. Vendors and service providers who may need to access personal information include companies we’ve hired to provide customer service support, assist in maintaining or servicing business accounts or products via our systems and services, to assistant with development of products, or support our business functions and internal operations including: fulfilling orders, delivering and installing products, invoice and payment processing, investigating fraudulent activity, conducting customer surveys, providing marketing assistance, providing IT software and maintenance services, or providing archiving services.
We may also disclose personal information when required in the context of a prospective or completed business transaction, such as the event of a merger or acquisition of Xerox or a substantial portion of its assets, in accordance with applicable legal requirements.
When we share your personal information with third party companies, we make sure they are required by contract to abide by data privacy and security requirements and are not allowed to use personal information they receive from us for any other purpose. We do not sell your personal information to third parties.
We may also disclose personal information when we have a good faith belief that doing so is necessary to:
Comply with applicable law or respond to valid legal process, including from law enforcement or other government agencies;
Protect our customers, for example to prevent attempts to defraud users of our products, or to help prevent the loss of life or serious injury of anyone; or
Operate and maintain the security of our products, including to prevent or stop an attack on our computer systems or networks.
Grounds for Processing Your Information
We collect and process personal information with your consent, as required by law, or as necessary to fulfill the legitimate interests or business purposes of Xerox, including to: (i) provide you with products and services; (ii) manage, administer and operate our business; (iii) meet our contractual and legal obligations; (iv) carry out direct marketing; (v) prevent fraud; and (vi) protect the security of our systems and our customers.
Where We Process and Store Personal Information
Personal information collected by Xerox may be transferred to, stored, or processed in your region, in the United States, or in any other country in which Xerox or its subsidiaries, affiliates, sub-contractors, agents or partners operate. As a result, when your personal information is used or stored in a jurisdiction other than where you are residing, it may be subject to the law of this foreign jurisdiction, including any law permitting or requiring disclosure of the information to the government, government agencies, courts, and law enforcement in that jurisdiction.
Our subsidiaries, affiliates, sub-contractors, agents and partners are required to safeguard any personal information they receive from us and are prohibited from using the personal information for any purpose other than to perform the services as instructed by Xerox. We also take steps to provide adequate protection for any transfers of your personal information in accordance with applicable law.
Our privacy guidelines are communicated to Xerox employees on an annual basis as part of our mandatory training program. We take steps to ensure that we collect and process personal information according to the provisions of this statement and the requirements of applicable law wherever the data is located. Sometimes we transfer personal information from the European Economic Area, Switzerland, and the United Kingdom to other countries. When we do, we use a variety of legal mechanisms, including, as appropriate, Standard Contractual Clauses, to help ensure any required rights and protections apply to your data.
Clicking on videos on Xerox.com may (1) take you to a third party’s site to play the video, or (2) play the video on Xerox.com and this functionality may be supported by a third party’s site or technology. In any such case, by playing the video you are using a third-party site and will be subject to that third party’s terms and conditions, including, but not limited to, its terms of service and policies on privacy and collection and use of your information. (e.g., https://www.youtube.com/t/terms)
Other Third-Party Services
A number of Xerox services permit you to connect to third-party services such as DropBox, Box and Office365 and although such credentials may be temporarily retained within either a device or application at the user’s discretion and for their convenience, Xerox itself does not collect or centrally store such third-party credentials. By using the Applications, you may become subject to the third party’s terms and conditions, including, but not limited to, its terms of service and policies on privacy and collection and use of your information.
To the best of its knowledge, Xerox Holdings Corporation has never received or responded to any national surveillance subpoena or warrant under FISA or EO 12333. Based on this history and Xerox’s continued commitment to adhere to the privacy principles, EU and Swiss data subjects and our customers may have reasonable assurance that (1) Xerox Holdings Corporation is unlikely to receive a FISA or EO 12333 subpoena or warrant targeting the personal data of an EU or Swiss citizen, and therefore the concerns cited by the EU Court in Schrems II are unlikely to be implicated as to such personal data transferred to Xerox in the U.S., and (2) the personal data transferred to Xerox in the U.S. and the rights of EU and Swiss citizens are adequately protected consistent with the requirements of GDPR and the Swiss FADP.
Period of Storage
Xerox retains personal information for as long as necessary for the purposes described in this Statement, including to provide the products and fulfill the services and transactions you have requested or for other essential purposes and when required or authorized by law. Actual retention periods can vary. The criteria used to determine the retention periods include: (i) how long personal information is needed to provide our products or operate our business; (ii) whether the personal information is of a sensitive type; and (iii) whether Xerox is subject to a legal, contractual, or similar obligation to retain the data.
Your Choices and Privacy Rights
You have choices regarding how Xerox processes your personal information. When you are asked to provide personal information, you may decline. However, if you choose not to provide information that is necessary to provide a product, service, or feature, we may not be able to provide you that product, service, or feature. In particular, you may exercise the following choices:
If the collection and/or processing of personal information is based on your consent, you have a right to withdraw consent at any time for future processing, subject to contractual and legal restrictions;
Where applicable, you have a right to request from us, (i) access to and receipt of personal information, (ii) transfer of personal information, and (iii) rectification or deletion of your personal information;
You may also have a right to object to or restrict the processing of your personal information;
You have the right to object to direct marketing as explained in more details below in “Communication Preferences” (you may unsubscribe at www.xerox.com/unsubscribe or via an ‘opt-out’ provided in the communication); and
You have a right to file a complaint with a regulator or data protection authority.
You may contact Xerox to check the accuracy of your personal information or to request that your information be updated or deleted by writing to firstname.lastname@example.org. Please indicate “Access” in the subject line and let us know the details of your request in the body of the message. Xerox reserves the right to confirm your identity and to modify the scope and number of requests. In certain cases, your request may be denied on the basis of a legitimate exception or where we are legally prevented from honoring such request. Your rights to request access to and receive details about the personal information we maintain about you and how we have processed it, correct inaccuracies, get a copy of, or delete your personal information may be limited in some circumstances by applicable law.
Xerox does not direct any part of its website to children under 16 years old (or such age as a child is defined by local law if higher) and does not knowingly collect personal information from children or target its website or products to children. If we learn we have collected or received personal information from a child under 16 years old without verification of parental consent, we will delete the information.
Security of Personal Information
Xerox is committed to protecting the security of your personal information and maintains strict access control over it. We utilize reasonable security procedures and practices and appropriate, technical and organizational measures to safeguard the personal information we collect and process against any unauthorized access, use, disclosure, loss or theft of personal information. To ensure that you can purchase with confidence from Xerox websites, Xerox protects credit card information submitted online with industry-standard encryption technology or tokenization.
Data Governance Measures
Xerox maintains policies and practices to ensure the protection of your personal information. Depending on the volume and sensitivity of the information, the purposes for which it is used and the format in which it is stored, we implement a combination of measures to protect your personal information, including:
Internal policies and procedures that define the roles and responsibilities of our employees throughout the information life cycle and limits their access to such information on a “need-to-know” basis;
Technical safeguards such as encryption, firewalls, antivirus software and similar measures to protect information stored in electronic format;
A designated Privacy Officer to monitor our compliance with applicable privacy laws;
Employee privacy and data security training;
Procedures for receiving, investigating and responding to complaints or inquiries regarding Xerox’s information handling practices, including any security incidents involving personal information; and
A Framework governing the retention and destruction of personal information.
Cookies, Web Beacon and Similar Technologies
What is a Cookie?
Cookies are small files that are placed on your computer or mobile device by websites that you visit. Your browser saves cookies in a designated file for cookies on your computer or device. They are widely used in order to make websites work efficiently, as well as to provide information to the owners of the site. Cookies are useful because they allow a website to recognize your device, letting you navigate between pages efficiently, remembering your preferences, and generally improving your experience.
What is a Web Beacon?
A web beacon is an electronic image that can be used to recognize a cookie on your computer or other device when you view a web page or email.
How Does Xerox Use Web Beacons?
Xerox and our third party advertising partners may use web beacons on our websites, in our emails, and in our advertisements on other websites to measure the effectiveness of our websites and our advertising. For example, web beacons may count the number of individuals who visit our websites from a particular advertisement or the number of individuals who open or act upon an email message.
Can I Block Cookies and Web Beacons?
Links to Non-Xerox Websites.
Privacy Choices: How Does Xerox Use Interest-Based Advertising?
What Information Do Xerox Websites Collect for Interest-Based Advertising?
Xerox may send commercial email to you advertising our products and services. You can also subscribe to various product and service-specific communications on our websites. If you receive commercial email from Xerox and wish to discontinue these mailings, you may unsubscribe at www.xerox.com/unsubscribe,via an ‘opt-out’ provided in the communication, or by communicating with us using the contact details under “Contact Xerox” below. You may also mail an unsubscribe request to:
Xerox Holdings Corporation 201 Merritt 7 Norwalk, CT 06851 Attention: Unsubscribe Team
This unsubscribe option does not apply to communications primarily for the purpose of administering order completion, contracts, support, product safety warnings, software updates, or other administrative and transactional notices, the primary purpose of which is not promotional in nature.
Additional Information Regarding the EEA
You can lodge a complaint with the data protection authority for your country or region, or where the alleged infringement of applicable data protection law occurs. However, before doing so, we encourage you to contact us directly to give us an opportunity to work directly with you to resolve any concerns about your privacy.
Xerox commits to resolve complaints about your privacy and our collection or use of your personal information.
To report your inquiries or concerns to the Xerox Business Ethics and Compliance Office please contact the Xerox Ethics Helpline. The Xerox Ethics Helpline is confidential and anonymous, if you so desire, and is available online and via the toll-free number listed below.
You may also contact us via postal mail at:
Xerox Holdings Corporation Xerox Business Ethics and Compliance Office 201 Merritt 7, Norwalk, CT 06851-1056 USA
Xerox Limited is our representative for the European Economic Area and Switzerland:
Xerox Limited, Building 4, Uxbridge Business Park, Sanderson Road, Uxbridge, UB8 1DH, UK
The Xerox subsidiary in your country or region can be found here.
To contact the Xerox Corporation Chief Privacy Officer, please use the following address: email@example.com
To contact Xerox Chief Privacy Officer in Canada, please use the following address: firstname.lastname@example.org.
More contact information is available on www.xerox.com if you have questions about support, sales, corporate information, scholarships, research and innovation, or services.