Software Privacy Policy for Olympus Dictation

  • 1 Definitions

    “Olympus Dictation App”
    Software application either for Android or iPhone operating systems developed by Olympus or Olympus‘ affiliates, for dictation using the smartphone App and delivering the recorded audio file by e-mail .

    “Olympus Dictation Delivery Service”
    The “Olympus Dictation Delivery Service” (also called “Service” or “ODDS”) is a web based distribution service for digital dictations and comprises the following features: recording in DSS and DSS pro; making use of professional DSS features like author ID, worktype lists and file encryption; secure data transfer via HTTPS/FTPS/SFTP; optional connection to a self-hosted ftp server.

    “Olympus Dictation Portal”
    The “Olympus Dictation Portal” (also called ODP) is a web based administration tool to administrate and monitor user license(s), define and assign worktype lists and author ID‘s to users, define recipients for users, define transfer methods and recording formats, set security features and edit end-customer account data.

    “License”
    A license for ODDS comprises access to the “Olympus Dictation Portal” including the use of all its features. Only one user per License is enabled to have access. The duration period of an ODDS license can vary and depends on the particularly purchased license.

    “Dealer”
    The authorized party by Olympus (including directly seller and/or its distributor) to sell or distribute License to User based on this Agreement.

  • 2 Privacy Policy

    Please read the Privacy Policy to learn how Olympus use and protect your personal data. Below you will find the updated Privacy Policy for ODP (https://www.dictation-portal.com) which applies to any personal data provided or collected through this website. Also Olympus will not collect personal data using the functions of the Olympus Dictation App.

    Olympus Corporation (“Olympus”, “we”, “us”, or “our”) with legally registered head office in 2951, Ishilawa-machi, Hachioji-shi, Tokyo, 192-8507, Japan (”Olympus”, ”we”, ”us”) will process your personal data in its capacity of data controller.

    We understand that registering online involves significant trust on your part. We value your trust, and make it a high priority to ensure the security and confidentiality of the personal data you provide to us. Please read this policy to learn about our privacy practices.


    2.1 What Personal Data we collect from you?

    In General. We receive and store any personal data you enter on our website or give us in any other way. This includes personal data that can identify you (”personal data”), including your first and last name, telephone number, postal and email addresses. All the personal data we request from you is required in order for your registry in the Olympus Dictation Delivery Service . The lack of such personal data prevents us from completing the registration process.

    Automatic Personal data. We do not collect any personal data neither from you nor from your computer during your online activity in our website.


    2.2 How we use your personal data?

    We will use personal data about you for the following general purposes so long as you have given your consent: to manage your request to register in the Dictation Delivery Service and to manage your membership and your access to the features that the Dictation Delivery Service provides; to communicate with you in general; to notify grant non-exclusive license of this Services(including its purchase order or extension); to measure interest in and improve the Dictation Delivery Service and its website; troubleshoot problems; to prevent potentially prohibited or illegal activities; and as otherwise described to you at the point of collection.

    Email Communications. We will only send you service related non-promotional electronic messages.


    2.3 With whom we share your personal data?

    We may share your personal data with the following affiliated companies of Olympus: Olympus Europe SE & Co. KG; Olympus America Inc.; Olympus Australia Pty Ltd.; and Olympus KeyMed Ltd. which will also participate in the programmed providing Olympus with support. Additionally, we may share your personal data with such affiliated companies‘ Dealer or distributor who has a need to know such personal data and who are bound to keep such personal data under this Policy.

    None of these companies will process the data for any purpose other than the management of the Dictation Delivery Service.

    We also may share your personal data:
    • - In response to subpoenas, court orders, or other legal process; to establish or exercise our legal rights; to defend against legal claims; or as otherwise required by law. In such cases we reserve the right to raise or waive any legal objection or right available to us.
    • - When we believe it is appropriate to investigate, prevent, or take action regarding illegal or suspected illegal activities; to protect and defend the rights, property, or safety of our company or this website, our customers, or others; and in connection with our Dictation Delivery Service.
    • - In connection with a corporate transaction, such as a divestiture, merger, consolidation, or asset sale, or in the unlikely event of bankruptcy.

    Other than as set out above, you will be notified when personal data about you will be shared with third parties, and you will have an opportunity to choose not to have us share such personal data.


    2.4 How long will we keep your personal data?

    In order to maintain data updated, we will retain the personal data of registered users as active users for an effect period of your customer account ("Account”). After the expiration of such Account, in principle Olympus will delete any information provided by you (including your personal data). Due to this deletion, Accunt will become inactive and you will not be able to log in.


    2.5 Right to access your personal data and other rights

    You can access to your personal data that is created when you register in the ODP (”Enter Your Information“) to update the personal data we have about you. You can close Enter Your Information by requesting such close to your dealer (who is accepted your order). Please note that after you close Enter Your Information, you will not be able to sign in or access any of your personal data.

    If you do not hold an account with us or wish to contact us in relation to any personal data that is not displayed in your account you may ask your dealer (who is accepted your order) to access, delete and modify the personal data that we hold about you.


    2.6 Cookies and other technologies

    We will only use Session cookies in the Dictation Delivery Service. Session cookies - these cookies allow website operators to link the actions of a user during a browser session. A browser session starts when a user opens the browser window and finishes when they close the browser window. Session cookies are created temporarily. Once you close the browser, all session cookies are deleted. Except as set forth the above, Olympus does not use any cookies or other similar technologies for tracking visitors in the ODP.


    2.7 How we protect your personal data

    We want you to feel safe using this website and we are committed to protecting the data we collect. While no website can guarantee security, we have implemented appropriate administrative, technical, and physical security procedures to help protect the personal data you provide to us. For example, only authorized employees are permitted to access personal data, and they may only do so for permitted business functions. In addition, we will use encryption when transmitting your personal data between your system and ours, and we employ firewalls to help prevent unauthorized persons from gaining access to your data.


    2.8 Children's privacy

    This is a specific audience directed website and does not offer services directed to children. Any person who is 13 years old or younger can‘t register on the website. If we find out that a person under the age of 14 has provided his/her personal data to us, we will immediately delete this personal data.


    2.9 External links

    This website includes links to other sites. If you junp other sites through such links, those sites do not operate under this Privacy Policy. We recommend you examine the privacy statements posted on those sites to understand their procedures for collecting, using, and disclosing your personal data.


    2.10 Transfer of Your Data Abroad

    All the data collected from you will be processed in the Ireland. However, Olympus belongs to a large international group of companies. In light of this fact, we may, from time to time give access to your personal data to the above mentioned Olympus Companies located in another country. If you are visiting our website from outside the European Union, please be aware that your personal data may be transferred to, stored, and processed outside the European Union, where data protection and other laws of other countries might not be as comprehensive as those in your country, but please be assured that we will take steps to ensure that your privacy is protected. Upon using our services, you have to understand that your personal data may be accessed from our affiliated company as described in this Privacy Policy.


    2.11 Changes to this Privacy Policy

    We may update this Privacy Policy in the future. We will notify you about material changes to this Privacy Policy by sending a notice to the email address you has provided to us or by placing a prominent notice on our website.


    This privacy policy takes effect on 1st December 2018.

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