Privacy Notice

1. Contact Details

If you want to know the contact details of the data controller for this website please see our imprint.

To contact our Group Data Protection Officer please send an e-mail to dataprotection@olympus-europa.com.

2. General Information about the Processing of Your Data

Personal data is only collected and processed by us if this is necessary to provide a functional and conveniently operated website as well as to provide you with our contents and services.

We process your data only and insofar this is permitted by national and European legal regulations. The legal grounds on which processing is carried out is explained on a case by case basis below. We also explain to you why we process your data and in which situations/regarding which services.

Your data will be stored until the purpose of storage no longer applies. In some cases, European or national regulations, laws or other regulations or contracts to which we are subject prescribe a longer or shorter storage period. The data will then be deleted at the end of this period. Further details can be found on a case by case basis below.

3. Processing of Your Data

3.1 Visiting our Websites and the Creation of Logfiles

Every time you visit our website, our system automatically collects data and information from your computer system. We collect the following data as such:

IP address
Browser type/version
Device
Operating system
Date and time of access
Country
Language

This data is also stored in the log files of our system.

The aforementioned data is not stored together with other personal data. It is necessary that our system temporarily stores the users’ IP address so that the website can be delivered to your computer. Your IP address must remain stored for the duration of the respective use of the website. The storage in log files therefore supports the functionality of the website. We also use this data to optimize our website and improve the security of our information technology systems. The data will not be used for marketing purposes in this context. The legal ground for the temporary storage of data and log files is Article 6 para. 1 lit. f GDPR .

The data is stored as long as it is necessary to achieve the purpose for its collection. The data that is required for the functionality of the websitewill be deleted after the respective session has ended. Any other data will bestored only for as long as is necessary to achieve the purpose for which it was collected.

The collection of data for the provision of the website and the storage of data in log files is necessary for the operation of the website.

3.2 Registration

On our websites we offer you the possibility to register for different services. For further details regarding the certain registration platform, please see the drop-down boxes below.

Registration to create a Profile (Sign Up)

To create a personal profile on our websites, you have to fill in certain data in an input mask. The inserted data are transmitted to us and stored by us and will be transferred to other Olympus group entities within Europe. The following data is collected necessarily during the registration process:

Salutation
FirstName
LastName
Tax number for Italy
Street and Number
Zip Code
City
Country
Phone
E-mail
Password
Agreement/ consent for Terms of use (MyOlympus)

In the account settings and on certain websites you can also provide other voluntary profile information, such as:

Title
Company
VAT
Additional address
Region
Fax Number
Birthday
Company
Picture
Product-Registering (date of purchase and serial number of device)
Newsletter subscription

As the registration is required for the performance of a contract to which you are a party, Article 6 para. 1 b) GDPR serves as a legal ground. We use your data to manage your product registrations and connect them with your account, if you choose to disclose this information to us. Please note, that in case of a successful registration you can also log-in on other platforms like the MyOlympus-Community, our Online shop or the Test & Wow platform, hence you may have to submit further data when you log-in for the first time.

Your data will be deleted as soon as it is no longer necessary for the purpose for which it was collected. This applies to data in connection with contracts if this is no longer necessary for the execution of the contract. We may be contractually or legally obliged to store data even after termination of the contract (e.g. for tax purposes).

You can cancel your registration at any time. You can change your saved data at any time by changing your settings on the profilepage. If the data is necessary for the fulfilment of a contract or for the execution of pre-contractual measures, an early deletion can only take place, however, if contractual or legal obligations permit such deletion.

Registration to create a Profile (Sign Up) for MyOlympus Services

Salutation
FirstName
LastName
Nickname
E-mail
Country
Password
“Im not a robot” – check
Agreement/ consent for Terms of use (MyOlympus)

In the account settings and on certain websites you can also provide other voluntary profile information, such as:

Street and Number
Postal Code
City
Phone Number
Birthday
Picture
Avatar
Product-Registering (date of purchase and serial number of device)
Additional Information can be clicked regarding your product and service related interests preferences
Content for a public profile/ setcard incl. text and pictures
Newsletter subscription

Please note, that in case of a successful registration you can also log-in on other platforms like the MyOlympus-Community, our Online shop or the Test & Wow platform, hence you have to submit further data when you log-in for the first time.

You can cancel your registration at any time. You can change your saved data at any time by changing your settings on the profile-page. You can also withdraw the consent given during registration at any time. If the data is necessary for the fulfilment of a contract or for the execution of pre-contractual measures, an early deletion can only take place, however, if contractual or legal obligations permit such deletion.

Registration for participating in an Event/ a MyOlympus Service

To participate at an event which is promoted through MyOlympus-community you have to fill in an input mask. The inserted data are transmitted to us and stored by us and will be transferred to other Olympus group entities within Europe. The following data is collected during the registration process:

Salutation (gender) - mandatory
First name - mandatory
Last name - mandatory
E-mail - mandatory
Phone - optional
Company - optional
Country - optional
City - optional
Street - optional
House number - optional
Zip code - optional

The legal ground for processing data in this regard is Article 6 para. 1 lit. a GDPR.

Registration for Training

To register for an offered medical training on our website, you have to fill in an input mask or, if you have filled it in already before, you have to log-in at “My Olympus” training profile. The inserted data are transmitted to us and stored by us and a “My Olympus” training profile will be created for you. The data will be processed by our contractual service partner (for further information please see Chapter 5 below). The following data are collected during the registration process:

Salutation
Name
Login
Password
Language
Occupation/Function
Department
Hospital/Practice/Company
Address
ZIP Code
City
Country
Furthermore, you can add additional voluntary data like Academic title
Field of activity
Position
Telephone number

We assigned Haufe-Umantis AG with the registration service.

We use your data to:

Process your enquiry for a training and contact you for organizational reasons

Before completion of the registration, we ask you to consent to the processing of your data by Olympus and link to this privacy policy (by implementing a hyperlink). If you give your consent, the legal basis for processing the data is Article 6 para. 1 a) GDPR. Furthermore, the registration is required for the performance of a contract to which you are a party, hence Article 6 para. 1 b) GDPR serves as an additional legal basis because we use your data to register you for the certain training.

3.3 Submit an Application

To submit an application to us by using our website, you have to enter your data in an input mask (no signing-up is necessary) and click on submit. The inserted data is transmitted to us and stored by us. The data will be processed by our contractual service partner (for further information please see Chapter 5 below).

The following data are collected during the registration process:

Salutation
First name
Last name
E-mail address or login
Password
User Language
Letter of application and CV
“How did you hear about us”
Data release – Possibility to tick “I consent to my data being stored if my application is unsuccessful and to being advised of any future vacancies” and “I would like my data to be deleted once the present application process is complete

Before completion of the application, we ask you to consent to the processing of your data by us and give you a notice to this privacy policy (implementing a hyperlink to this privacy policy). If the consent is given, the legal basis for processing the data is Article 6 para. 1 a) GDPR. Furthermore, processing your data is required for pre-contractual obligations, hence Article 6 para. 1 b) GDPR serves as an additional legal basis.

We assigned Haufe-Umantis AG with the registration service.

You can cancel your registration at any time. You can change your saved data at any time. You can also withdraw the consent given during registration at any time. If the data is necessary for the fulfilment of a contract or for the execution of pre-contractual measures, an early deletion can only take place, however, if contractual or legal obligations permit such deletion.

3.4 E-Mail Marketing

With your consent you can subscribe to our newsletter on our websites, with which we inform you about our current interesting offers.

In general, we use the so-called double-opt-in procedure if you want to register for our newsletter. This means that after your registration we will send you an e-mail to your provided e-mail address, in which we ask you to confirm that you indeed wish to receive the newsletter. If you do not confirm your registration your information will be automatically deleted. In addition, we store your date of registration and confirmation. The purpose of this procedure is to prove your registration and, if necessary, to clarify a possible misuse of your personal data.

A MyOlympus account registration is obligatory for receiving the newsletter of the Consumer Products Division. The entry of further e.g. “My interests”, separately marked data is voluntary and will be used to address you personally. After your confirmation we will save your e-mail address for the purpose of sending you the newsletter. The legal ground for processing data in this regard is Article 6 para. 1 lit. a GDPR. Furthermore, processing your data is required for pre-contractual obligations, hence Article 6 para. 1 b) and f) GDPR serve as an additional legal basis because the processing of your data is necessary to provide you with the newsletter.

You can revoke your consent to receive the newsletter at any time and unsubscribe from the newsletter. You can declare your revocation by clicking on the link provided in each newsletter e-mail or by sending a message to the contact details given in the imprint.

Please notice that we evaluate your user behaviour when sending the newsletter. For this evaluation, the e-mails sent contain so-called web beacons or tracking pixels, which represent one-pixel image files stored on our website. For the evaluations we link the data that we processed and the web beacons with your e-mail address and an individual ID. Links received in the newsletter also contain this ID. With the obtained data, we create a user profile in order to tailor the newsletter to your individual interests.

We record if and when you read our newsletters, which links you clicked and deduce your personal interests from this information. The data will be processed by our contractual service partner. We link this data to actions taken by you on our website.

The information is stored as long as you stay subscribed to the newsletter. After an unsubscription, we store the data purely statistically and anonymously. Please note that your withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.

3.5 Contacting us through Contact Form or E-Mail

If you contact us through our contact form or by sending an e-mail, the personal data transmitted with your e-mail and the data you filled in the contact form will be stored.

Regarding the contact form we process the following data (as a maximum) – Consumer Product Division:

Website:

Type of request*
Salutation*
Title
FirstName*
Lastname*
E-mail address*
Company/organisation
Position
Country*
Street and no
Postcode
City
Phone number
Fax
Product model
Message
“Im not a robot” - check

Additional fields for website Audio contact form:

Please contact me by: phone, e-mail, Post
Industry*
Employees*
I’m interested in*: Speech Documentation Solutions in general, Upgrading existing dictation solution, Transcription solutions, Benefits of digital dictation (compared to analogue dictation), Product trail, Others

Additional fields for Olympus Test & Wow Platform:

Language

As soon as your message is sent, the following data will also be stored:

Website forms: All data which are entered by the form will be sent by e-mail to assigned contact persons (depending on type of request). Olympus ECSC enters the customer data to Olympus CRM system for the needed time in order to be able to support regarding the request
Olympus Test & Wow forms: All data which are entered by the form will be stored at My Olympus customer data base.

For this processing of data, we ask for your consent before sending the message and refer to this privacy terms by implementing a hyperlink.

MEDICAL Contact Forms

Subject/reason for contact
First and Last Name
Country
E-mail address
Message

Furthermore, you can add additional voluntary data like:

Salutation
Phone
Position
Organization
Fax
Street
Zip
City

As soon as your message is sent, the following data will also be stored:

All fields you filled out in the contact form

The legal basis for data processing in this respect is Art. 6 para. 1 lit a GDPR. The processing of other data (e.g. connection data) during the sending process should prevent misuse of the contact form and guarantee the security of our information technology systems. The legal basis in this respect is Art. 6 para. 1 lit. f GDPR. Regarding the processing of your data through sending us an e-mail the legal basis is also Article 6 para. 1 lit. f GDPR, as we have a legitimate interest to process these data. We process personal data from e-mails as well as from the contact form exclusively for the treatment of the establishment of contact and will transfer it to other Olympus group entities within Europe in this respect. The data is used exclusively for correspondence. If the establishment of contact is in connection with the conclusion of a contract, Article 6 para. 1 lit. b GDPR is additionally the legal ground for the processing.

We delete your data as soon as it is no longer necessary to achieve the purpose for which it was collected. This case occurs if the respective correspondence with you is terminated. Correspondence is terminated when it is obvious that the questions/reasons for sending the message have been finally clarified. Personal data additionally collected during the sending process will be deleted after a period of seven days at the latest.

You can revoke your consent to the processing of personal data at any time. If you contact us by e-mail you can object to the storage of your personal data at any time. In this case, however, we will not response to your message.

3.6 Online shop-Features/-Functions regarding Ordering Products or Services – Consumer Product Division

We collect your personal data for our online shop if you order one of our products in the online shop or register a product. This data includes:

Salutation*
Title
Name*
Company
VAT
E-mail address*
Postal address
Country*
Telephone number
E-mail address*
Password*
Depending on your payment type, required details e.g. credit card data
Other personal data you give us voluntarily

Your personal data will be used by us and our service partners (postal and parcel services), as far as this is necessary for the establishment, execution or termination of an agreement with you or for the use of a service provided by us. It is especially needed for:

Website management
Improving our website as per usage habits
Enabling the use of particular services on our website
Handling your orders
Correspondence in connection with your orders
Sending invoices and handling the payment process
Answer your questions

This processing of your data is based on Article 6 para. 1 lit. b GDPR as it is necessary for us to process your data to execute our contractual obligations (delivery of the product). Regarding the improvement of our website and the use of particular services on our website the processing of your data is based on Article 6 para. 1 lit. f GDPR as we have a legitimate interest in improving our services for the future. The transmission of your data to the service providers mentioned above is also based on Article 6 para. 1 lit. f GDPR as they offer payment methods which make it easier for you to pay the products.

We delete your data as soon as it is no longer necessary to achieve the purpose for which it was collected. As the data is necessary for the fulfilment of the contract, we basically store your data until the end of the contract. However, we reserve the right to store the data as long as it may be necessary to handle any possible warranty claims. Furthermore we may be contractually or legally obliged to store data even after termination of the contract (e. g. for tax purposes). Which storage period applies here must be determined individually for the respective contract and contractual parties.

You can revoke your consent to the processing of personal data at any time. If the data is necessary for the fulfilment of a contract or for the execution of pre-contractual measures an early deletion can only take place, however, if contractual or legal obligations permit such deletion.

We will not disclose personal data to third parties without your consent except other Olympus Group and associated companies like the payment service provider (PayPal and Wirecard Bank AG / RatePay GmbH) and postal and parcel service providers. These service providers may further transfer your data to credit reference agencies. The personal data which is necessary for the transaction will be stored and used by us to the required extent for order processing and/or forwarded to service providers and for the purpose of data processing on our behalf. If goods are ordered to a country outside of Germany data are passed on to postal and parcel services abroad as far as this is necessary for the appropriate dispatch. Regarding the services of Wirecard Bank AG /RatePay GmbH and PayPal please note the following:

3.6.1 Wirecard Bank AG, RatePay GmbH and Klarna Bank AB (publ)

Depending on the payment type and availability the payment processes are provided by Wirecard Bank AG (“Wirecard payment type”). If a Wirecard payment type is available and selected (incl. credit card, p24, ideal, Sofortüberweisung, invoice, installment), the following data may be transferred to RatePay GmbH, Schlüterstrasse 39, D-10629 Berlin, Germany, Klarna Bank AB (publ), Sveavägen 46, 111 34 Stockholm , Sweden, and Wirecard Bank AG, Einsteinring 35, D-85609 Aschheim, Germany and processed there for the purposes stated below:

Title, first name, surname, date of birth, address, e-mail address and phone number
The Social Security Number for Denmark, Finland, Norway and Sweden
Account data (for a Wirecard payment type direct debit): Account holder, account number, sort code, bank, IBAN, BIC/Swift
Order data: Data on current previous and/or future customer orders with the retailer and other online shops working with Wirecard, RatePay and Klarna, e.g. information on the products and payment types selected by the end customer
Creditworthiness data: Data, in particular from credit agencies, that provides information on the customer’s credit status, e.g. information on any claims against the customer and other creditworthiness data
Technical data: Data on the device used by the customer for the ordering process
IP-address

The customer data is used for the following purposes:

Risk checking for orders with the retailer
Transfer of customer data to Wirecard, RatePay and Klarna and forwarding the customer data relating to requesting, starting or ending the contract between the end customer and Olympus by Wirecard, RatePay and/or Klarna to SCHUFA Holding AG, Infoscore Consumer Data GmbH (ICD), Creditreform Boniversum GmbH, Deltavista GmbH and/or Bürgel Wirtschaftsinformationen GmbH & Co. KG (BWI) for the purposes of obtaining information from these credit reference agencies about the customer. This information may include credit scores based on mathematical-statistical processes that involve address data for their calculation. Wirecard is entitled to appoint another service provider at any time for the purposes of retaining information about the customer.
Calculations of own score values and other grades (e. g. risk categories) by Wirecard and/or RatePay and/or Klarna.
Making a decision by Wirecard on this basis on the provision of the Wirecard payment type desired by the customer (both for current and future orders in the Olympus shop) and transferring this to Olympus.
Use of address data by Olympus and transfer of this to Wirecard, RatePay and/or Klarna in order to be able to assess the risk of payment defaults in individual cases.

Risk check for orders with other online shops:

Undertaking the risk checks described above via Wirecard, RatePay and/or Klarna for the operators of other online shops if the customer wants to submit an order using a Wirecard payment type with such an online shop.
Transfer of customer data as part of the claim assignment to Wirecard and use of the customer data by Wirecard if this is required to assert and enforce the assigned claims.