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for Europe, Russia, Middle East and Africa
We at OM Digital Solutions GmbH take your privacy and the security of your personal data very seriously. We therefore make this Privacy Notice available to you to transparently provide you with information according to Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (General Data Protection Regulation, "GDPR"). In this Privacy Notice we explain what data we collect during your visit and use of our websites and online services and how we process this data. Please note, when using some of our online services, we may provide you with further notices on how we process your personal data in the specific context of the respective service (e.g. if you apply for a job with us online). This general Privacy Notice supplements those other notices and is not intended to override them.
In the following sections we inform you about:
Who is the controller of processing your personal data?
In this Privacy Notice "OMDS", "we", "us" and "our" refers to all OM Digital Solutions GmbH group companies, branches and subsidiaries based in the region Europe, Russia, Middle East and/or Africa processing your personal data under this Privacy Notice. The data controller(s) in respect of your personal data will be the respective OMDS entity or entities with which you are dealing. Contact details of each OMDS entity can be found here.
Where we process your personal data during your visit on one of our websites, the entity in control of processing your personal data is stated in the respective imprint. There you will also find further contact details of the entity in control.
To contact our data protection officer please send an e-mail to firstname.lastname@example.org.
Our websites may include links to websites of OMDS group companies based outside the region Europe, Russia, Middle East, Africa or any other third-parties. Following those links may allow the respective website operator to collect data about you. Please note, that we are not in control of processing your personal data on these linked websites. To find out how your data will be processed there, please refer to the privacy notice provided on the respective websites.
What personal data do we process about you?
We may collect, use, store and transfer different kinds of personal data. The categories of personal data which we may process about you include:
Contact Data such as title, first name, last name, date of birth, job title and other identifiers together with addresses, e-mail addresses and telephone numbers.
Customer Data including any personal data we are provided with in connection with and as a result of providing our services to a customer (aside from Contact Data). This personal data varies according to the matter in question and in particular depends on whether you are an individual customer or represent a company. If you are an individual customer, we may process information about orders you place with us, in particular products you purchased, your bank account details, your social security number or tax number (where applicable) or information on your creditworthiness. To register for a specific service, you also may have to provide us with more specific information as e.g. on your occupation or language. Where our customer is a company, we typically hold data about key contacts and other employees within that company, including information about their involvement in a matter or transaction. This may further include information about their position, department or field of activity within the company.
Marketing Data includes data used for networking and business development as well as your marketing and communication preferences. This may in particular include interests and preferences related to products you purchase and services and events you register for.
Profile Data includes any data you provide to us voluntarily in connection with your MyOMSYSTEM account (aside from Contact, Customer and Marketing Data). This personal data varies according to the matter in question but may include information as biographical information, pictures of you, pictures you took, meta data of pictures you took, your community contacts and community activities such as social interactions with MyOMSYSTEM moderators or other MyOMSYSTEM members and/or event registration/participation. In some cases, this may also include special categories of data, for example if you disclose your religion or ethnic origin or health data to us.
Technical Data including internet protocol (IP) addresses, your login data, browser type and version, time zone setting and location, browser language, browser plug-in types and versions, operating system and other technology data on the devices you use to access our websites as well as time and date of access. This may also include information about how you use the websites and our services.
How do we process your personal data?
In the following sections we explain to you how we process your personal data when:
In the respective sections, we also explain for what purposes we process your data and what serves us as legal basis for such processing.
Visiting one of our websites
Every time you visit one of our websites, our system automatically collects Technical Data from your computer system and stores the data in log files of our system. This is necessary for the operation of the website. In order to deliver the website to your computer, our system needs to temporarily store your IP address. The storage in log files supports the functionality of the website. Data that is only required for the functionality of the website will be deleted after the respective session has ended. We also use your Technical Data to optimize our website and improve the security of our information technology systems. In case of cyberattacks we may provide this data to the law enforcement authorities for criminal proceedings. The collected server log file data is not used in a way that allows it to be associated with you directly and will not be used for marketing purposes in this context. The legal basis for processing your personal data in the above described manner is Art. 6 (1) 1 lit. f GDPR. Our legitimate interests are to manage and improve our websites and online services which is of central importance for the development and operation of our business, and to maintain network security.
Ordering from our online shop or repair service
When you order from our online shop or repair service, we process certain Contact Data and Customer Data. How we process your data depends if you choose to place your order as registered customer or using the "order as guest" function. If you place your order using the "order as guest" function you have to provide certain Contact Data in an input mask so we can process your order. Mandatory information is accordingly marked. From this data we create an internal customer account in our central processing system for your order. In this account we store your Contact Data and Customer Data necessary for performing the contract. If you place your order as registered customer, by logging into your personal account, your order will be linked to the data in your personal account. In this case we will use the Contact Data you provided in your personal account to process your order.
Please note, in order to use our online shop as registered customer you need to create a MyOMSYSTEM account with a personal login. For more information on how we process your data in this regard, please refer to the section "MyOMSYSTEM account registration". If your e-mail address is already registered for a MyOMSYSTEM account at the time you register in our online shop, you will have to use your MyOMSYSTEM login data for registration.
We offer different payment methods in our online shop depending on the location you select. For all payment methods, the payment is processed by a payment service provider. To find out which payment methods are available for your country and which payment service provider is involved in processing your payment, please refer to the country-specific general terms and conditions in the footer of our online shop.
Depending on the payment method you select, we may transmit certain payment information, especially the payment amount, to the payment service provider offering the selected payment method. The provider processes the transmitted information and, if necessary, collects additional data in its own responsibility in order to process your payment. This may also include a credit check. In this context the respective service provider is deemed controller of processing your personal data. We will be notified by the payment service provider of the execution of your payment which is necessary to complete your order.
The payment service providers we cooperate with:
Adyen N.V., Simon Carmiggeltstraat 6-50, NL- 1011 DJ Amsterdam, The Netherlands
Klarna Bank AB (publ), Sveavägen 46, SE-111 34 Stockholm, Sweden
PayPal (Europe) S.a.r.l. et Cie, S.C.A. 22-24 Boulevard Royal, L-2449 Luxembourg
Currence Holding B.V., Gustav Mahlerplein 33-35, NL-1082 MS Amsterdam, The Netherlands
PayPro SA, ul. Kanclerska 15, PL-60-327 Poznań, Poland
Except when using Adyen, the use of the respective payment methods requires you to have a separate contract with the respective service provider. For further information on how your data is processed by these service providers please refer to their respective privacy notices.
Please note, that if you select "purchase on account" or "payment by instalments" we will transfer all of your Contact Data, including date of birth and telephone number, and Customer Data regarding your order (in particular ordered items, price, order date) to the payment service provider Klarna Bank AB (pupl). As these payment methods require you to enter into a separate loan contract with Klarna Bank AB (publ) you will be subject to an identity and credit check to prevent possible payment defaults and adhere to statutory provisions on the prevention of money laundering and the protection of minors.
To this end, your personal data will be stored and processed by a credit agency, such as SCHUFA Holding AG, Infoscore Consumer Data GmbH (ICD), Creditreform Boniversum GmbH, Deltavista GmbH and/or Bürgel Wirtschaftsinformationen GmbH & Co. KG (BWI). On the basis of this information, a statistical probability of a credit default will be determined on the basis of scientifically recognized mathematical-statistical procedures, so called scoring. Furthermore, a similarity calculation in percentage values can be used to determine whether your identity is known to the credit agency and to verify your age. If the credit and identity check is negative, our shop system will not offer you the payment methods "purchase on account" or "payment by instalments". Please note, that this decision is based solely on an automated decision carried out by the credit agency commissioned by us. There is no additional verification of the result by an employee. The scope of the scoring and the automated decision is limited solely to whether we can offer you the payment methods "purchase on account" or "payment by instalments".
When selecting these payment methods, we ask you to explicitly consent to carry out the credit and identity check based on such automated decision which then will be carried out based on Art. 6 (1) 1 lit. a GDPR. You may at any time withdraw your consent by sending an e-mail to email@example.com. Please note, that the withdrawal of consent only applies to future processing and does not affect the lawfulness of the processing carried out on the basis of your consent prior to such withdrawal.
Other than that, we process the data requested when placing the order and throughout the further course of the contractual relationship for concluding and performing the contract, in particular for carrying out the delivery and settling your payment. As this data 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 if you order as an individual. If you order on behalf of a company your personal data will be processed pursuant to Art. 6 (1) 1 f GDPR to safeguard our legitimate interests in performing the contract with the company including initiating, establishing, processing or terminating the contractual relationship and fulfilling the mutual obligations resulting from it.
Registering for repair of your product
As a customer of our products you have the possibility to use our online repair registration and send your product to our service center. To use this service, you have to register your product and provide your Contact Data in an input mask so we can process your repair request. Mandatory information is accordingly marked. How we process your data depends if you choose to register for repair using your MyOMSYSTEM account or using the "continue as guest" function. If you register for repair by logging into your MyOMSYSTEM account, your repair request will be linked to the data in your personal account. In this case we will use the Contact Data you provided in your personal account to process your repair request. For more information on how we process your data in case of a payable repair order, please refer to the section "Ordering from our online shop or repair service".
We process the data requested during registration for concluding and performing the contract, in particular to allocate the product you send to us to your repair request, to carry out the repair, the payment and for the return shipment of your product. As this data is required for the performance of a contract to which you are a party, Article 6 para. 1 b) GDPR serves as a legal basis.
During the registration process you may agree to receiving e-mail updates regarding the progress of the repair. We will send you those status e-mails based on your consent and process your personal data in this regard pursuant to Art. 6 (1) 1 lit. a GDPR. You may at any time withdraw your consent by clicking on the unsubscribe link provided in each status e-mail or by sending an e-mail to firstname.lastname@example.org . After your withdrawal, you will no longer receive status e-mails. Please note, that the withdrawal of consent only applies to future processing and does not affect the lawfulness of the processing carried out on the basis of your consent prior to such withdrawal.
Using our MyOMSYSTEM community platform
MyOMSYSTEM account registration
To become a member of the MyOMSYSTEM community and to benefit from various services and advantages you may register for a personal MyOMSYSTEM account. To create your MyOMSYSTEM account you have to provide certain Contact Data in an input mask. Additional to the obligatory basic account information you can provide further voluntary Contact Data after registration in the account settings.
Please note that you will automatically create a MyOMSYSTEM account when registering for our online shop or for our Test & WOW platform. All information you provide throughout these services and obtained Personal Data will be linked to your MyOMSYSTEM account.
As the processing of your data is required for the performance of a contract to which you are a party, Art 6 (1) 1 lit. b GDPR serves as legal basis.
You may terminate your registration at any time without notice by clicking on "Delete My Account" under "My Settings" in your MyOMSYSTEM account. The termination will take effect immediately and we will delete your account and all associated data. However, for technical reasons, it may take up to two (2) days for our system to process your termination and deactivate your account. Subject to any applicable statutory retention periods and ongoing transactions, we reserve the right to delete the data and content you have entered thirty (30) days after termination.
MyOMSYSTEM account features
If you provide further information on your interests or register your Olympus products in your account, we process this data so that we can adapt the service accordingly and offer you an optimal user experience. Also, we may use this information to send you offers for supplementary products, useful information and news in connection with the products you use if you register for our newsletter. For more information in this regard please refer to the section "Subscribing to our newsletter".
In your account you can also upload pictures. If you upload a picture, we publish your picture and any information on the meta data of your pictures you provide (e.g. date, location, camera, lens, etc.) in the publicly accessible main gallery on the MyOMSYSTEM website. We link all of your uploaded pictures to your personal profile page which is also publicly accessible on our MyOMSYSTEM website. Additional to your nickname and profile picture, on your profile page you may provide additional information about your biography, enter links to your website and your presence in social media. We use this data and your picture gallery to create your MyOMSYSTEM member website (https://my.omsystem.com/members/nickname).
In the MyOMSYSTEM community we operate a member only blog and gallery with comment function. Any data you submit commenting on a blog-entry will be transmitted to us. We also collect the time and date of submitting the comment and link the comment to your MyOMSYSTEM account. We will post your comment including time of submission and your nickname under the respective blog-entry. Before submitting the comment, we ask for your consent to do so.
As the collection and processing of your data is based on your consent, Article 6 para. 1 lit. a GDPR serves as legal basis. You may at any time withdraw your consent by deleting individual data from your profile, deleting your entire account or by sending an e-mail to email@example.com. If you choose to delete your account, it may take up to two (2) days for our system to process your termination and deactivate your account. Please note, that the withdrawal of consent only applies to future processing and does not affect the lawfulness of the processing carried out on the basis of your consent prior to such withdrawal.
On the MyOMSYSTEM website we promote several events. If such event requires registration you have to provide certain Contact Data and Customer Data in order to register for the event. How your data is being processed depends if the event is hosted by MyOMSYSTEM or a third-party. If it is a MyOMSYSTEM event you have to provide your data in an input mask. Mandatory information is marked accordingly. Some events may require you to create a MyOMSYSTEM account with a personal login. For more information on how we process your data in this regard, please refer to the section "MyOMSYSTEM account". If your e-mail address is already registered for a MyOMSYSTEM account, you will have to use your MyOMSYSTEM login data for registration. The inserted data are transmitted to us and stored by us. If it is a third-party event you may have to register on the third-party website. Please refer to the information provided there for information on how your data is being processed.
We process your data for administration of your registration and for execution of event related tasks such as issuing of name tags or collection of fees in order to properly host the event. For promotional events we process your personal data pursuant to Art. 6 (1) 1 f GDPR to safeguard our legitimate interests in promoting our products and services. For workshops and other events offering a remunerated service, Art 6 (1) 1 b GDPR serves as legal basis as the processing of your data is required for the performance of a contract to which you are a party,
MyOMSYSTEM community challenge
As a MyOMSYSTEM community member you may take part in the community challenges promoted on the MyOMSYSTEM website. To take part in the competition you have to upload a picture taken with Olympus equipment to be published on the respective challenge website. We will link this picture to your MyOMSYSTEM profile. To verify that you have used Olympus equipment to take the picture, you must also provide the entire exif data. We process the data provided by you to determine whether your contribution meets the terms and conditions for the challenge and to determine the winner of the challenge. Also, we may process the Contact Data provided in your MyOMSYSTEM account to contact you in case you win a prize. By agreeing to the terms and conditions of the challenge, you agree that we may use your e-mail address to inform you in case you win. The winner's picture and nickname will be published on the website, in newsletters or on our social media channels. You may at any time object to the processing of your data and thereby withdraw from the challenge.
Please note, however, your objection or the termination of your user account does not necessarily result in deletion of the content you provided in a challenge. Pictures submitted by you for the purpose of participating in a MyOMSYSTEM challenge may continue to be published in the challenge gallery of the MyOMSYSTEM website and may be available and published for a prize in accordance with the terms and conditions of the respective challenge.
As the processing of your data is required for the performance of a contract to which you are a party, Art 6 (1) 1 b GDPR serves as legal basis.
MyOMSYSTEM Live Alert Notifications
You can change your preferences or opt-out of these notifications in the My settings tab of the user profile, by using the Notifications icon Settings.
Using our Test & Wow platform
If you are interested in testing one of our cameras of the latest generation, high-quality lenses, digital voice recorders or our equipment for underwater cameras, you can participate in the Test & Wow promotion program. On our Test & Wow platform we connect you with your local retailer for the Olympus product you wish to test and check the product availability online. To book your Test & Wow experience you have to register on the platform and provide certain Contact Data and Customer Data necessary to process your booking. We will forward this information to the local retailer you selected. Please note, that participating in the Test & Wow program requires you to create a MyOMSYSTEM account. If you already have a MyOMSYSTEM account at the time of your registration on the Test & Wow platform, you can use your MyOMSYSTEM login for registration. We link the personal data you provide when registering for participating in the Test & Wow program to your MyOMSYSTEM account and store the data in our MyOMSYSTEM customer data base.
We process your personal data pursuant to Art. 6 (1) 1 f GDPR to safeguard our legitimate interests in promoting our consumer products and maintaining a marketplace to match up potential customers with local retailers of our products.
Please note, the contract for testing the selected product will be between you and the retailer you choose. Please contact your local retailer for more information on how it processes your personal data.
If you contact us by sending an e-mail or using one of our website contact forms, we process the personal data provided by you (e.g. name, address, telephone number as well as the contents of the communication). The Olympus entity you contact is deemed controller of processing your personal data when handling your request. The data you provide may vary depending on your request and the respective website contact form you choose for transmitting such request. We store and use this data exclusively for the purpose of handling your request, including for contacting you and any associated technical administration. We will delete any Technical Data collected during the transmission process to ensure IT security after a period of at most seven days.
The legal basis of processing your personal data depends on the specific purpose of your request. If the correspondence is connected with the initiation or fulfilment of a contract with you, Art. 6 (1) 1 lit. b GDPR serves as legal basis for such processing. This is the case, e.g. when submitting orders or queries regarding purchased goods. In all other respects, Art. 6 (1) 1 lit. f GDPR usually serves as the legal basis for processing your data. We have a legitimate interest to respond to your non-contract related requests and to be able to conduct business related correspondence in general as this is of central importance for the operation of our business.
Subscribing to our newsletter
On our websites you can subscribe to our free newsletter. We then may periodically send you information, surveys, offers and other promotional materials related to our services which we believe you might be interested in. Please note, for receiving the newsletter of the OMDS a MyOMSYSTEM account is required.
We use a so-called double-opt-in procedure if you want to subscribe for our newsletter. After your registration we will send an e-mail to your provided e-mail address, in which we ask you to confirm that you indeed wish to receive the newsletter. Therefore, we store the date of your registration and confirmation. If you do not confirm your registration your information will be automatically deleted. We choose this procedure to verify your registration and to prevent potential misuse of your personal data.
Pursuant to Art. 6 (1) 1 lit. a GDPR we process your data based on your consent you provide when registering for the newsletter. You may at any time withdraw your consent by clicking on the unsubscribe link provided in each newsletter or by sending an e-mail to firstname.lastname@example.org. After your withdrawal, you will no longer receive our newsletter. Please note, that the withdrawal of consent only applies to future processing and does not affect the lawfulness of the processing carried out on the basis of your consent prior to such withdrawal.
Please note, that our newsletters contain so-called web beacons or tracking pixels, a thumbnail image file embedded in our website to enable log file recording and analysis. For evaluation we link those files and the Technical Data we collect when you visit one of our websites to your e-mail address and an individual ID. The links you receive in the newsletter also contain this ID. This allows us to see if and when you open an e-mail and which links in the e-mail you call up. We may link this data to actions taken by you on our websites. We store and evaluate this data creating user profiles in order to adapt the content of future newsletters even better to your individual interests. The collected data also allows for statistical evaluation of our online marketing campaigns.
Pursuant to Art. 6 (1) 1 lit. a GDPR we process your data based on the consent you have given in this regard when registering for the newsletter. You may at any time withdraw your consent by sending an e-mail to email@example.com. Please note, that we interpret you unsubscribing for the newsletter also as withdrawal in this regard. After your withdrawal, we will no longer process this data in a way that allows it to be associated with you directly but store the data anonymized for purely statistical reasons. Please note, that the withdrawal of consent only applies to future processing and does not affect the lawfulness of the processing carried out on the basis of your consent prior to such withdrawal.How long do we keep your personal data?
We will retain your personal information only as long as necessary to provide you with the products, services and programs you request, or for our essential business purposes, such as maintaining the performance of the services and programs, making data-driven business decisions about new features and offerings, complying with our legal obligations and resolving disputes. If the purpose your data was collected for ceases to apply and we have no justifiable business need to continue to process your personal data, we will either delete or anonymize it.
The criteria, used to determine our retention periods include:
How do we protect your personal data?
Even though all transmissions of data over the internet may be affected by gaps in security, and it is therefore not possible to guarantee absolute protection, we make every effort to protect your personal data in accordance with the applicable data protection laws. We are committed to maintaining appropriate organizational, technical, and physical controls to protect the personal information entrusted to us. These controls protect personal information from anticipated threats and hazards as well as unauthorized access and use. Where certain areas of our websites or other services operated by us are protected by a personal password, you are responsible for maintaining the confidentiality of such password and for complying with any other security procedures of which we notify you. In particular, we ask you not to disclose your personal password to anyone.
Who do we transfer your personal data to on an international level?
In order to provide you with the best possible service at an international level we may also make your personal data available to other EU OMDS group companies in accordance with this Privacy Notice. The legal basis for this is Art. 6 (1) 1 lit. f GDPR. We have a legitimate interest in structuring our range of services internationally and using the OMDS group's internal resources in an efficient manner. We ensure that your personal data is treated with strict confidentiality within the group and is only used for managing our contractual relationship with you.
We may involve service providers who assist us in the processing of your personal data or in any other way and who may have access to your personal data in the process. Where this is the case, we will make sure to have a data processing agreement in place, by which we oblige our service providers to process your personal data only in accordance with our instructions and to keep your data strictly confidential. If in this context, your personal data is transferred to another country outside the European Union (EU) or the European Economic Area (EEA) that is not subject to a comparable level of data protection, we will ensure that appropriate safeguards are in place ensuring an adequate level of protection for your data (such as by concluding EU standard contractual clauses with the respective service provider). On request, we will provide you with a copy of the safeguards we put in place.
What are your privacy rights?
Under GDPR you are entitled to several privacy rights with regard to your personal data. These are in particular the following rights:
Right to access information (Art. 15 GDPR): You have the right to receive information about the data we process about you. Additionally, you may request a copy of your personal data undergoing processing in order to verify the lawfulness of such data processing.
Right to rectification (Art. 16 GDPR): If the data concerning you is incorrect or incomplete, you may request the correction of incorrect information or the completion of incomplete information.
Right to erasure (Art. 17 GDPR): Subject to the conditions of Art. 17 GDPR, you may request the deletion of your personal data. Your right to request deletion depends, among other things, on whether we still need the data concerning you in order to fulfil our legal obligations.
Right to restriction of processing (Art. 18 GDPR): Subject to the conditions of Art. 18 GDPR, you can request the restriction of the processing of personal data concerning you.
Right to data portability (Art. 20 GDPR): You have the right to receive your personal data you have provided us with in a structured, commonly used and machine-readable format or to demand – if technically feasible – that it be transmitted to another controller.
Right to object (Art. 21 GDPR): On grounds relating to your particular situation, you may at any time object to the processing of data concerning you where we process your personal data on the basis of legitimate interests pursuant to Art. 6 (1) 1 lit. f GDPR. Also, you may object to the processing of your personal data where we process your personal data for direct marketing purposes.
Right to withdraw consent (Art. 7 (3) GDPR): Where the processing of your personal data is based on your consent you have the right to withdraw such consent at any time by notifying us accordingly. To withdraw your consent please send an e-mail to firstname.lastname@example.org. This also applies to consent which you granted to us prior to 25 May 2018 when GDPR took effect. Please note, that the withdrawal of consent only applies to future processing and does not affect the lawfulness of the processing carried out on the basis of your consent prior to such withdrawal.
Right to lodge a complaint with the supervisory authority (Art. 77 GDPR): We take the protection of your data and your privacy rights very seriously and make every effort to respond to your concerns or requests. Should you nevertheless be of the opinion that we have not complied with data protection regulations when processing your personal data, you have the right to submit a complaint to the supervisory authority.
How to contact us.
If you have any questions about this Privacy Notice, including any requests to exercise your privacy rights, or for questions about how we handle your personal, please contact our data protection officer by sending an e-mail to email@example.com.
Updates to this Privacy Notice.
We may update this Privacy Notice from time to time. Where those changes are material, we will take appropriate steps to inform you as required by law. The date of the last revision is indicated by the revision date below. When we make changes to this Privacy Notice, we will update this revision date. The updated Privacy Notice will apply from that revision date. Please always verify whether you have consulted the latest version of the Privacy Notice. On our websites we always provide the prevailing version of our Privacy Notice.
Last revised 1 January 2021