TERMS OF USE FOR EXTERNAL PARTNERS for accessing and using the Microsoft 365® environment of Canon Production Printing

General Terms for Access to JointOffice@CPP

1. These Terms of Use govern the contractual relationship between you and the specific CPP entity identified in the welcome email, by which you were invited to join JointOffice@CPP and provided with the corresponding login information (“CPP”).
2. By using the provided guest account and accessing JointOffice@CPP, you accept to be bound by these Terms of Use in their then current version. The Terms of Use may be amended or replaced by CPP at any time with immediate effect. If you disagree with any part of the Terms of Use, you may not use the guest account and access JointOffice@CPP.
3. CPP is providing the guest account in order to support secure and efficient communication and collaboration with its business partners and their representatives. It is offered free of charge and on a voluntary basis. CPP may block or disable the guest access to, or discontinue the operation of, JointOffice@CPP in full or in part at any time and at its sole discretion, in particular in case of a breach of any obligation arising from these Terms of Use. CPP does not guarantee any specific availability of JointOffice@CPP or the data processed (and stored).

Login to JointOffice@CPP

1. The welcome email you received from CPP comprises an access hyperlink and additional information describing how you will be able to join the team and the project you are working on. Please, follow the instructions as required, and you will be finally directed to your team’s files, folders, and tools in JointOffice@CP
2. In order to use the guest account and access JointOffice@CPP, you require a valid company or personal account. For the avoidance of doubt, the decision relating to the acquisition or use of a user account or license for a product of Microsoft Corp (including its affiliates) (“Microsoft”), including the acceptance of any Microsoft terms of use or privacy policy, etc. is entirely at your discretion. Further, all costs associated with your use of Microsoft products including Microsoft Teams are the responsibility of you or the company which you are acting for. Declining our offer to use the guest account to JointOffice@CPP will not adversely affect your business relationship with us.
3. For the avoidance of doubt, these Terms of Use do not affect in any way the contractual relationship between you or the company you act for and Microsoft with regard to the use of any Microsoft products, particularly Microsoft terms of use or privacy policy, etc.

Data and System Security

1. The guest account for JointOffice@CPP is personal. You are obliged to keep the access code and any user credentials required to use the guest account secret and are not allowed to disclose them to other persons. Should your access code and/or any user credentials be compromised or become known to other persons, you are obliged to inform CPP thereof and to take immediate measures to protect the guest access. You are liable for all activities carried out by third parties using your guest access to JointOffice@CPP.
2. You are obliged to only upload contents from trusted sources and specifically avoid any distribution or sharing of any contents containing malware, viruses or any other program that could damage and/or illegitimately access any data or systems. Any contents suspected of containing malware or viruses may be quarantined and automatically deleted at CPP’s discretion.
3. It is your responsibility to secure the data generated and stored in JointOffice@CPP against data loss. Back-ups of your data and contents to your storage locations are recommended.
4. Prior to sharing your desktop (i.e. displaying the entire desktop content or specific desktop windows to others), please check whether this is necessary in the individual case or whether sharing specific documents only might be sufficient. Before sharing your desktop with others, please ensure that applications or windows containing data designated for other purposes are closed.

User Obligations

When using JointOffice@CPP, you confirm:

a) to use JointOffice@CPP exclusively in the context of the business relationship with CPP and solely for the purpose for which access to JointOffice@CPP has been granted to you;

b) to comply with the obligations set out in this document;

c) not to violate any intellectual property rights or any other proprietary right;

d) not to knowingly circumvent restrictions on access to or availability of documents or files

e) not to upload or otherwise share with CPP via JointOffice@CPP any sensitive personal data in the meaning of the General Data Protection Regulation (“GDPR”);

f) not to record or publish any conversations or contents presented by other participants in joint sessions, irrespective of the means/devices used unless with the explicit consent of all the participants to a session. Please note that any recordings of conversations without having obtained all participants’ consent may be a criminal offense.

Intellectual Property and Confidentiality

1. Nothing in these Terms of Use shall be deemed to constitute the grant of any license or other right respecting any patent, trademark, or any other intellectual property.
2. The contents accessible to you in JointOffice@CPP may be protected by copyright laws as well as other laws and conventions related to intellectual property. Any use beyond the mere display of content stored in JointOf-fice@CPP requires the prior consent of the respective author or originator. This applies in particular to the copying, editing, translation, storage, processing, or reproduction of content in databases or other electronic media and systems as well as intangible form (e.g. printing). When using content obtained from JointOf-fice@CPP, the copyright notices may not be changed or deleted.
3. Any information and content shared between you and CPP via JointOffice@CPP may only be used in accordance with the underlying terms of the business relationship between CPP and you or the company which you are acting for or as specifically agreed otherwise. CPP may accordingly continue to use any such information uploaded to JointOffice@CPP even after your access to JointOffice@CPP has ended.
4. Some of the contents accessible to you in CPP JointOffice@CPP are confidential information including trade and business secrets of CPP or its business partners. All such information shall be treated by you accordingly. For further details, reference is made to the provisions of the confidentiality agreement, that CPP has agreed with you or with the company on behalf of which you are acting, which shall remain unaffected.

Recordings

CPP may record conversations with the express advance consent of all participants and only to the extent that this is necessary for the specific performance of tasks. The default settings in JointOffice@CPP are defined in such a way that no automatic recording takes place. In the case of recordings, the personal rights of all participants will be respected. The fact of recording is indicated to the participants of JointOffice@CPP by a red record symbol.

Data Protection

1. CPP is the data controller in the meaning of the GDPR for the processing of your personal data by CPP in connection with JointOffice@CPP.
2. For creating and administrating your guest account in JointOffice@CPP and in connection with the collaboration with you in JointOffice@CPP, personal data received from you such as your first and last name, registered email address, job title, department, office, address, phone- /fax-no. as well as documents, pictures, videos, and content you provide when using JointOffice@CPP may be processed.
3. The legal basis for the processing of your personal data is the legitimate interests pursued by CPP and the company on which behalf you are acting (Art. 6 (1) (f) GDPR) (“legitimate interest”). In some cases, CPP may ask if you consent to a relevant use of your personal data, the legal basis for the processing of that data is (Art. 6 (1) (a) GDPR).
4. Your personal data will only be stored as long as is necessary to achieve the above-mentioned purposes or as required according to applicable legal retention periods.
5. You have the following legal data protection rights under the relevant legal conditions: Right to information (Art. 15 GDPR), right to deletion (Art. 17 GDPR), right to correction (Art. 16 GDPR), right to restriction of processing (Art. 18 GDPR), right to data portability (Art. 20 GDPR) right to withdraw consent (Art. 7 (3) GDPR) as well as the right to object to specific data processing measures (Art. 21 GDPR). The aforementioned data subject rights can be exercised by sending an email to privacy@cpp.canon. You also have the right to file a complaint with the competent supervisory authority
6. For further details, please contact our Data Protection Officer by sending an email to privacy@cpp.com.

Applicable Law

The Terms of Use shall be governed by the laws of the country in which CPP has its registered office. The place of jurisdiction shall be the registered office of CPP.