Applicant Privacy Notice
Last Updated: April 1, 2026
This Applicant Privacy Notice (“Notice”) addresses Ricoh USA, Inc.’s (“Ricoh”) Collection, use, and disclosure of an Applicant’s Personal Information. For further details about our privacy practices pertaining to non-Applicant Personal Information, please see our Privacy Notice.
As an applicant, you have the right to know what categories of personal information Ricoh collects, uses, discloses, sells, and shares about you. This Notice provides that information and other disclosures required by various state privacy laws.
A. DEFINITIONS
Applicant: An applicant is a person who has applied for a job at Ricoh and is in the pre-employment phase of the hiring lifecycle. This includes the period beginning when an application is submitted to Ricoh continuing during (i) the interview process, (ii) any pre-employment screening, (iii) when an offer of employment is extended, and concludes when the person begins their work at Ricoh.
Biometric Information: A person's physiological, biological, or behavioral characteristics, including information pertaining to the person's deoxyribonucleic acid (DNA), that is used or is intended to be used singly or in combination with each other or with other identifying data, to establish the person’s identity. Biometric information includes, but is not limited to, imagery of the iris, retina, fingerprint, face, hand, palm, vein patterns, and voice recordings, from which an identifier template, such as a faceprint, a minutiae template, or a voiceprint, can be extracted, and keystroke patterns or rhythms, gait patterns or rhythms, and sleep, health, or exercise data that contain identifying information.
Collect: Buying, renting, gathering, obtaining, receiving, or accessing any personal information pertaining to a person, by any means. This includes receiving information from the person, either actively or passively, or by observing the person’s behavior.
Personal Information: Information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular applicant, or household. Personal information includes sensitive personal information but does not include (i) protected health information (i.e., “PHI”) covered by the Health Insurance Portability and Accountability Act (“HIPAA”), (ii) nonpublic personal information under the Gramm-Leach-Bliley Act (“GLBA”), or (iii) any other information which is exempt from the California Consumer Privacy Act (“CCPA”) and/or similar U.S. comprehensive privacy laws.
Process: Any operation or set of operations that are performed on personal information or on sets of personal information, whether or not by automated means.
Sale: The act of selling, renting, releasing, disclosing, disseminating, making available, transferring, or otherwise communicating orally, in writing, or by electronic or other means, an individual’s personal information by Ricoh to a third party for monetary or other valuable consideration.
Service Provider: A third-party entity engaged to perform services or functions on behalf of Ricoh, in accordance with contractual obligations. Service providers may process personal information solely for the purpose of delivering the contracted services.
Sensitive Personal Information: This is personal information that reveals an applicant’s (i) social security number, driver’s license, state identification card, or passport number, (ii) account log-in, financial account, debit card, or credit card number in combination with any required security or access code, (iii) precise geolocation, (iv) racial or ethnic origin, citizenship or immigration status, religious or philosophical beliefs, or union membership, (v) mail, email, and text messages contents, unless Ricoh is the intended recipient of the communication, (vi) genetic data, or (vii) neural data. Sensitive personal information also includes: (x) biometric information for the purpose of uniquely identifying an applicant, (y) personal information concerning an applicant’s health, and (z) personal information concerning the applicant’s sex life or sexual orientation.
Share: Means sharing, renting, releasing, disclosing, disseminating, making available, transferring, or otherwise communicating orally, in writing, or by electronic or other means, an individual’s personal information by Ricoh to a third party for cross-context behavioral advertising whether or not for monetary or other valuable consideration including transactions between a business and a third party for cross-context behavioral advertising for the benefit of a business in which no money is exchanged.
Third-Party: Refers to Ricoh’s service providers, including the platforms and systems our service providers use to advertise our open positions, accept applications for employment with Ricoh, conduct, manage and administer operations concerning all phases of your prospective or actual employment relationship with Ricoh.
B. APPLICANTS
Collection & Processing of Personal Information
Ricoh, and its service providers, including but not limited to background check vendors, may have collected and processed the following categories of personal information from applicants in the preceding twelve (12) months:
Identifiers, such as name, alias, online identifiers, account name, date of birth, physical characteristics or description;
Contact and financial information, including phone number, address, email address, medical information, health insurance information;
Characteristics of protected classifications under state or federal law, such as age, gender, race, physical or mental health conditions, and marital status;
Biometric identifiers, such as scans of hand or face geometry, retina or iris scans, fingerprints, or voiceprints; and biometric information derived from the biometric identifiers to identify an individual;
Internet or other electronic network activity information;
Audio, electronic, visual and similar information, such as call and video recordings;
Professional or employment-related information, such as work history and prior employer, including the information included in your application, resume, and/or cover letter;
Education information, as defined in the federal Family Educational Rights and Privacy Act, such as student records and directory information;
Inferences drawn from any of the personal information listed above to create a profile or summary about, for example, an individual’s preferences and characteristics; and
Sensitive personal information, including:
Personal information that reveals:
Social security, driver’s license, state identification card, or passport number;
Account log-in in combination with any required security or access code, password, or credentials for allowing access to an account;
Racial or ethnic origin.
Biometric identifiers, information and/or data processed for the purpose of uniquely identifying an Applicant.
Categories of Applicant Personal Information We Disclose to Service Providers & Third Parties
In the past twelve (12) months, we have disclosed the following categories of applicant personal information to service providers and third-parties for a business purpose:
Identifiers, such as name, alias, online identifiers, account name, date of birth, physical characteristics or description;
Contact and financial information, including phone number, address, email address, medical information, health insurance information;
Characteristics of protected classifications under state or federal law, such as age, gender, race, physical or mental health conditions, and marital status;
Biometric identifiers, such as scans of hand or face geometry, retina or iris scans, fingerprints, or voiceprints; and biometric information derived from the biometric identifiers to identify an individual;
Internet or other electronic network activity information;
Audio, electronic, visual and similar information, such as call and video recordings;
Professional or employment-related information, such as work history and prior employer, including the information included in your application, resume, and/or cover letter;
Education information, as defined in the federal Family Educational Rights and Privacy Act, such as student records and directory information;
Inferences drawn from any of the personal information listed above to create a profile or summary about, for example, an individual’s preferences and characteristics; and
Sensitive personal information, including:
Personal information that reveals:
Social security, driver’s license, state identification card, or passport number;
Account log-in in combination with any required security or access code, password, or credentials for allowing access to an account;
Racial or ethnic origin.
Biometric identifiers, information and/or data processed for the purpose of uniquely identifying an applicant.
Purposes for Processing & Disclosing Applicant Personal Information
Ricoh and its service providers, collect and process applicant personal information described in this Notice to:
Evaluate a potential employment relationship with you;
Perform background checks and verify past employment, educational history, professional standing, and other qualifications;
Evaluate, determine, and arrange compensation, payroll, and benefits;
Assess your fitness and physical capacity for work; and
Contact you regarding your application and potential employee relationship with Ricoh.
In addition to the purposes identified above, Ricoh may use and disclose applicant personal information that we collect to:
Comply with laws and regulations, including, without limitation, applicable tax, health and safety, anti-discrimination, immigration, labor and employment, and social welfare laws;
Monitor, investigate, and enforce compliance with and potential breaches of Ricoh’s policies and procedures and legal and regulatory requirements;
Comply with civil, criminal, judicial, or regulatory inquiries, investigations, subpoenas, or summons; and
Exercise or defend the legal rights of Ricoh and its employees, affiliates, customers, contractors, and agents.
C. PROCESSING SENSITIVE PERSONAL INFORMATION
Ricoh and its service providers, collect and process the sensitive personal information described in this Notice only as reasonably necessary for:
Evaluating your candidacy for employment, including assessing your qualifications and suitability for the position(s) you applied for at Ricoh;
Communicating with you to facilitate recruitment, application processing, and pre-employment interview scheduling;
Complying with legal and regulatory requirements, such as employment eligibility verification, background checks, and anti-discrimination reporting;
Preventing, detecting, and investigating security incidents that compromise the availability, authenticity, integrity, or confidentiality of stored or transmitted personal information;
Identifying, investigating, deterring, or prosecuting malicious, deceptive, fraudulent, or illegal activity impacting Ricoh or its systems.
D. SOURCES FROM WHICH WE COLLECT APPLICANT PERSONAL INFORMATION
Ricoh collects personal information directly from all applicants. Ricoh also collects personal information from executive search firms, marketing partners, public databases, providers of demographic data, publications, professional organizations, educational institutions, service providers and third parties that help us screen and onboard individuals for hiring purposes, and service providers and third parties when they disclose information to us.
E. CATEGORIES OF ENTITIES TO WHOM WE DISCLOSE APPLICANT PERSONAL INFORMATION
Affiliates & Service Providers. We may disclose each of the categories of applicant personal information described above to our affiliates and service providers for the purposes described in this Notice. Our service providers provide us with applicant selection and related hiring services, benefits and wellness services, website services, as well as other products and services, such as web hosting, data analysis, customer service, infrastructure services, technology services, email delivery services, legal services, and other similar services. We grant our service providers access to personal information only to the extent needed for them to perform their functions and require them to protect the confidentiality and security of such information.
Third-Parties. For each category of personal information identified above, we may disclose information to third-parties for the following purposes:
At Your Direction: With your consent or instruction;
Business Transfers: As reasonably necessary in connection with a merger, sale, joint venture, assignment, transfer, or bankruptcy;
Legal and Regulatory Requirements: To government authorities, courts, or regulators as required or permitted by law, or in connection with any permissible legal action taken by Ricoh.
F. DATA SUBJECT RIGHTS – CALIFORNIA
If you are a California resident, you have the following rights regarding your personal information under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA):
Right to Know & Access: You may request disclosure of the personal information we have collected about you, including the categories of data, the sources, the purpose for collection, and the categories of third-parties with whom your information has been shared.
Right to Delete: You may request that Ricoh delete personal information we have collected about you, subject to certain legal exceptions.
Right to Correct: You may request correction of inaccurate personal information maintained by Ricoh.
Right to Limit Use & Disclosure of Sensitive Personal Information: You may request that Ricoh limit the use and disclosure of your sensitive personal information to only what is necessary for the specific purposes for which it was originally collected or processed.
Right to Opt-Out of Sale or Sharing: You may opt out of Ricoh’s sale or sharing of your personal information.
Right to Non-Discrimination: You have the right not to be discriminated against for exercising your privacy rights—Ricoh will not deny employment, provide a different quality of employment, or impose penalties for exercising any of these rights.
Ricoh hereby incorporates by reference the Supplemental Privacy Notice for Team Members , Applicants and Contractors in California, as if set forth at length herein.
G. OTHER DISCLOSURES
Screenings: As part of the application process, you may be required to undergo background checks, drug screenings, or other pre-employment evaluations, depending on the requirements of the position for which you have applied. These screenings are conducted in compliance with applicable laws and may involve sharing your personal information with authorized service providers to facilitate the process. If you are applying for a position that requires work at a Ricoh customer site, you may also be subject to specific background check requirements as directed by Ricoh’s customer. To proceed with the application process for such roles, you may need to provide additional categories of personal information beyond those initially collected by Ricoh. This information may be shared with service providers as necessary to complete the application process, and you may also be required to comply with applicable Ricoh customer privacy policies or notices.
Retention of Personal Information: We retain each of the above-listed categories of personal information for the duration of your applicant relationship with us, as applicable, and longer as may be required by applicable laws or necessary for our legitimate business purposes, including to the extent you become a Ricoh employee. If you become an employee of Ricoh, we may continue to maintain these categories of personal information as part of your employment record.
This Notice applies solely to Ricoh. Ricoh may provide links to websites and social media provided by unaffiliated businesses for informational purposes and as a convenience to users.
RICOH DOES NOT CONTROL AND IS NOT RESPONSIBLE FOR WHETHER OR HOW ANY UNAFFILIATED BUSINESS COLLECTS, STORES, PROCESSES, USES OR TRANSFERS PERSONAL INFORMATION, INCLUDING YOUR PERSONAL INFORMATION. YOU SHOULD READ AND UNDERSTAND THE PRIVACY NOTICES OF THOSE BUSINESSES BEFORE YOU PROVIDE ANY PERSONAL INFORMATION TO THEM. RICOH DOES NOT ENDORSE, RECOMMEND OR MAKE ANY STATEMENTS ABOUT THE PRODUCTS OR SERVICES OF ANY UNAFFILIATED BUSINESS OR ABOUT ANY PRODUCT, SERVICE, CONTENT OR INFORMATION IT PROVIDES. YOUR USE OF ANY WEBSITE OR OTHER CONTENT LINKED FROM THE RICOH SITE IS AT YOUR SOLE RISK.
If your application process involves the collection or use of biometric information (such as fingerprints, facial scans, or voiceprints) for identity verification or security purposes, Ricoh will obtain your express written consent prior to collecting or processing such information. Biometric information will be used solely for the purposes disclosed in this Notice and will be retained only for as long as necessary to fulfill those purposes or as required by law. Ricoh will implement appropriate safeguards intended to reasonably protect biometric information from unauthorized access, disclosure, or misuse.
Changes to this Notice. We reserve the right to amend this Notice at our discretion and at any time. When we make material changes to this Notice, we will notify you by posting an updated Notice on our website and listing the effective date of such updates.
Contact Us: More information about our privacy practices can be found in our Privacy Notice, available at Privacy Policy | Ricoh USA. If you have any questions regarding this Notice or Ricoh’s Collection and use of your personal information, please call or email Ricoh at 833-434-0750 or Privacy@Ricoh-USA.com. If you are unable to review or access this Notice due to a disability, you may contact Ricoh at Privacy@Ricoh-USA.com to access this notice in an alternative format. To exercise your data subject rights, if any, please refer to Ricoh’s Privacy Notice.
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