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Privacy policy

This statement explains who we are, why and how we process personal data, what rights you have as a data subject and how to contact us. In short: this website sets no cookies, embeds no third-party content or tools and does not share your data for advertising purposes.

1. Who are we?

The controller within the meaning of the General Data Protection Regulation (GDPR) and the UK GDPR is:

RICOH Printing Solutions Europe Limited
Priorslee
Telford, Shropshire TF2 9NS
United Kingdom
Email: contact@ricoh-textile.eu

Representative in the European Union (Art. 27 GDPR) and operator of the RICOH Textile Competence Center:
Ricoh International B.V., Niederlassung Deutschland
Am Trippelsberg 45
40589 Düsseldorf
Germany

Data protection enquiries: contact@ricoh-textile.eu

2. Whose personal data do we process?

We process personal data if you

  • visit this website, write to us via the contact form or by email, or subscribe to our newsletter;
  • are a customer or supplier of ours or use our products and services;
  • work for one of our customers or suppliers or for someone who uses our products or services;
  • are someone (or work for someone) to whom we would like to present our products or services. In this case we have received the information from you directly, for example via this website, at a demonstration in our competence centre or at a trade fair.

3. What personal data do we process?

  • Contact details: name, employer, position or department, address, telephone number, email address.
  • Communication: information you give us when you call us, write to us or send an enquiry via the contact form.
  • Business relationship: information on quotations, orders and deliveries between us and you or your employer, and information we need to conclude a contract (where necessary including information from credit reference agencies).
  • Events and visits: information on demonstrations, training sessions and events you register for (such as dietary requirements) and information collected when you visit our competence centre (such as signing a visitor list).
  • Website: the technically necessary connection data and anonymous statistics (sections 4 and 6); for the contact form and newsletter, your entries (sections 5 and 7).

4. Visiting the website, hosting and cookies

When you visit this website, your browser transmits technically necessary data to our server: IP address, date and time, requested address, amount of data transferred, previously visited page (referrer), browser and operating system. The page cannot be delivered without this data. Our web server does not store IP addresses in access logs. To detect and fend off attacks, security-relevant events (such as repeated failed attempts) may be logged with IP address and time; these entries are deleted after no more than 7 days.

The website runs on a server of STRATO AG, Otto-Ostrowski-Straße 7, 10249 Berlin, in a data centre in Germany. A data processing agreement is in place with STRATO (Art. 28 GDPR). The connection is encrypted via TLS. The legal basis is our legitimate interest in a secure and functional website (Art. 6(1)(f) GDPR).

No cookies: We do not set cookies for visitors and do not store any data on your device, which is why there is no cookie banner. Fonts, images, videos and scripts are delivered exclusively from our own server; there are no embedded maps, videos or social media plugins from third parties and no advertising or tracking services. Only members of our editorial team receive technically necessary login cookies when signing in to the administration area (Section 25(2) no. 2 TDDDG).

5. Contact form and contact by email

If you write to us via the contact form or by email, we process your name, email address and message; for the form, also the language and the page from which you wrote. We use this data to handle and answer your enquiry.

  • Legal basis: Art. 6(1)(b) GDPR if your enquiry relates to a contract or pre-contractual measures, otherwise our legitimate interest in answering enquiries (Art. 6(1)(f) GDPR).
  • Spam protection without third parties: The form contains an invisible check field and a timestamp. When you submit it, your browser also solves a small computational task (ALTCHA, which requires JavaScript); no cookies are set. To prevent mass submissions, we store an irreversible checksum (hash) of your IP address for one hour. There is no picture puzzle (captcha) to solve and no transfer to third parties. The same protection applies to the newsletter sign-up.
  • Storage: The enquiry is stored in the website database and automatically deleted there after 180 days. We also receive a notification by email via our own mail server, which runs on the same server at STRATO (section 4).
  • Customer relationship management (CRM): So that we can follow up enquiries, we store name, email address and message in our CRM. We use the open-source software Twenty on our own servers; no data is transferred to the manufacturer. The data remains there for as long as necessary to handle the enquiry and any resulting business relationship. We retain business correspondence in accordance with statutory retention periods (Art. 6(1)(c) GDPR).

6. Visitor statistics with Umami (without cookies)

To understand which content is read and to improve the website, we use the open-source software Umami. It runs on our own servers, the script is loaded via this domain, and no data is transferred to third parties.

  • Recorded: page visited, referrer, browser, operating system, device type, screen size, language and approximate location (country, region, city). The location is derived from your IP address; the IP address itself is not stored.
  • No recognition, no profiles: To distinguish visits, Umami creates a checksum from the IP address, browser identifier and a secret value that changes monthly. We cannot identify you with it or recognise you beyond the month. We do not use session recordings, heatmaps or A/B tests.
  • Legal basis and retention: our legitimate interest in data-minimising audience measurement (Art. 6(1)(f) GDPR); the measurement data is automatically deleted after 26 months.
  • Objection: If your browser sends the “Do Not Track” signal, no measurement takes place. You can also switch statistics off (and on again) for this browser here. Only when you click is an entry stored in your browser’s storage for this purpose (Section 25(2) no. 2 TDDDG):

Without JavaScript no measurement takes place.

7. Newsletter

If you subscribe to our newsletter, we process your email address, optionally your first name, and the language you choose. We send it using the open-source software Listmonk on our own servers.

  • Double opt-in: After subscribing, you receive an email with a confirmation link; only then are you subscribed. As proof of your consent, we store the time of subscription and confirmation and the IP address used.
  • Legal basis: your consent (Art. 6(1)(a) GDPR, Section 7(2) no. 2 UWG); storing the proof is based on our legitimate interest in being able to demonstrate consent (Art. 6(1)(f) GDPR).
  • No analysis of your reading behaviour: We do not measure whether you open a newsletter or which links you click (no tracking pixel, no redirected links).
  • CRM: After your confirmation, we record the subscription (and later any unsubscription) with name and email address in our CRM Twenty (section 5). Unconfirmed subscriptions are not transferred and are deleted automatically after 30 days.
  • Unsubscribing: You can unsubscribe at any time via the link in every issue or withdraw your consent by email to contact@ricoh-textile.eu. We keep proof of your earlier consent for up to three years.
  • Sending: We send the emails via our own mail server on our server at STRATO (section 4); no external mailing service is used.

8. Our presence on social networks

We maintain pages on Instagram, Facebook and LinkedIn to communicate with users active there and to provide information about our products. This website does not embed these networks; data is only processed when you visit our pages there. The network operators generally also process user data for their own market research and advertising purposes, create usage profiles and use cookies for this; data may also be processed outside the EU (in particular in the USA). Details and opt-out options can be found in the operators’ privacy policies. You can exercise your rights of access and other data subject rights most effectively directly with the operators, as only they have access to the user data; we are happy to help you with this.

  • Data processed: contact details, content (messages, comments, posts), usage data (such as interactions with our posts). Purposes: communication, public relations. Legal basis: our legitimate interest in communicating with prospects and customers (Art. 6(1)(f) GDPR).
  • Instagram and Facebook: Meta Platforms Ireland Limited, Merrion Road, Dublin 4, D04 X2K5, Ireland. We are jointly responsible with Meta for collecting data from visitors to our pages and transmitting it to Meta (“Page Insights”) (Art. 26 GDPR); further processing is the sole responsibility of Meta. Agreement: facebook.com/legal/terms/page_controller_addendum; privacy policy: facebook.com/privacy/policy.
  • LinkedIn: LinkedIn Ireland Unlimited Company, Wilton Plaza, Wilton Place, Dublin 2, Ireland; privacy policy: linkedin.com/legal/privacy-policy; opt-out: linkedin.com/psettings/guest-controls/retargeting-opt-out.

9. What do we do with your personal data?

  • answer enquiries, prepare quotations, conclude and perform contracts with you or your employer;
  • obtain products and services from suppliers and manage our relationships with customers, suppliers and partners;
  • organise demonstrations, training sessions and events;
  • inform you about our products and services, within the legal requirements also by email or telephone and, where required, only with your consent;
  • operate and improve this website and ensure the security of our website and systems.

10. Who do we share your data with?

  • companies of the Ricoh Group, where necessary to handle your enquiry or the business relationship (such as the sales company responsible for your country);
  • business partners, customers, suppliers and subcontractors (such as authorised dealers), where necessary to perform a contract or in the ordinary course of business;
  • our auditors, legal advisers and other professional advisers, and service providers acting on our behalf (processors, Art. 28 GDPR);
  • credit reference agencies, where necessary in connection with concluding a contract;
  • authorities or third parties where we are legally obliged to do so or where necessary to protect the rights, property or safety of Ricoh, our customers or others, including fraud prevention;
  • in the event of a purchase or sale of a business or parts of a business, the respective buyer or seller.

We do not sell personal data, do not share it with advertising networks and do not use automated decision-making or profiling within the meaning of Art. 22 GDPR.

11. Where do we process your data?

The controller is based in the United Kingdom. The European Commission has adopted an adequacy decision for the United Kingdom, so transfers there are permitted without further safeguards (Art. 45 GDPR). If data is transferred to other Ricoh Group companies outside the EEA, for example to Japan (also covered by an adequacy decision), or to service providers in other third countries, we ensure an adequate level of data protection, in particular through EU standard contractual clauses (Art. 46 GDPR). Section 8 covers the social networks.

12. On what legal basis do we process your data?

  • your consent, where required (Art. 6(1)(a) GDPR), for example for the newsletter; you can withdraw it at any time (section 14);
  • the performance of a contract with you or pre-contractual measures at your request (Art. 6(1)(b) GDPR);
  • compliance with a legal obligation (Art. 6(1)(c) GDPR);
  • our legitimate interests or those of a third party, provided your interests and fundamental rights do not override them (Art. 6(1)(f) GDPR). Most processing in the context of a business relationship with your employer falls into this category.

13. How long do we keep your data?

We only process your personal data for as long as necessary for the respective purpose; sections 4 to 7 state the specific periods for the website. The data is then deleted unless statutory retention obligations (such as commercial and tax retention periods) or other lawful purposes require longer storage.

14. Your rights

  • Access to the data stored about you (Art. 15 GDPR);
  • Rectification of inaccurate data (Art. 16 GDPR);
  • Erasure (Art. 17 GDPR) and restriction of processing (Art. 18 GDPR);
  • Data portability (Art. 20 GDPR);
  • Withdrawal of consent at any time with effect for the future (Art. 7(3) GDPR);
  • Objection to processing based on legitimate interests on grounds relating to your particular situation, and at any time to direct marketing (Art. 21 GDPR).

For all requests, an informal message to contact@ricoh-textile.eu or a letter to the address above is sufficient. Please note that we may need to request information to confirm your identity before providing access.

Right to lodge a complaint: You can lodge a complaint with a data protection supervisory authority (Art. 77 GDPR), in particular in the EU member state of your habitual residence or place of work. For the controller in the United Kingdom, the Information Commissioner’s Office (ICO), ico.org.uk, is responsible.

15. Changes to this statement

We update this privacy statement when our website, our processing or the legal situation changes. The version published here applies.

Last updated: 30 September 2026