ScanSnap Privacy

Combined Privacy Policy Summary – ScanSnap Services & ScanSnap Online Services

Product Name

• ScanSnap Scanners
• ScanSnap Cloud Services
• ScanSnap Mail Services
• ScanSnap Image Processing Services
• ScanSnap Home Software

Publisher / Service Provider

• PFU America, Inc.
• PFU Limited
• PFU (EMEA) Limited
• PFU Asia Pacific Pte. Ltd.
• Fujitsu Australia Limited (region-specific)

Policy Documents

• ScanSnap Online Services Privacy / Account Registration Policy
• ScanSnap Privacy Policy (Core Services)

300-Word Summary

ScanSnap’s combined privacy framework governs the collection and processing of personal data and scanner-generated information across both ScanSnap device software and ScanSnap Online Services. Users must create a ScanSnap Account to enable multi-device use and access to cloud features; registration requires an email address, password, and region of residence. Through the installed ScanSnap software, PFU automatically collects device metadata including scanner model, IP address, device type, OS version, usage statistics, scan settings (quality, color mode, error types), page counts, and file size information. When cloud services are used, scanned documents are transmitted to PFU servers exclusively for providing the requested functions or where legally required.

PFU uses personal information to authenticate users, deliver services, correct image data, manage integrations with third-party services, maintain systems, resolve failures, improve features, and develop new services (with consent). PFU may contact users regarding maintenance, legal notices, or service updates; marketing emails require explicit opt-in depending on jurisdiction.

Personal information may be shared with PFU affiliates, cloud hosting vendors, email delivery services (such as Twilio for ScanSnap Mail), and external cloud storage platforms explicitly linked by users. PFU also discloses information when legally mandated or when necessary to prevent harm.

Retention periods differ: ScanSnap Account data is stored until deletion by the user; documents uploaded into ScanSnap Cloud are held for up to two weeks before automatic deletion. PFU employs technical and organizational safeguards and, for users in the EEA/UK, follows GDPR-compliant transfer mechanisms such as standard contractual clauses.

Users have rights to access, delete, correct, or restrict processing of their information; additional rights apply to California, EEA, and UK residents. Optional programs—such as the ScanSnap Improvement Program—collect anonymized diagnostic data only with consent.

Key Phrases Regarding Information Sharing

• “PFU provides its affiliates and other reliable companies with your personal information for the purpose of outsourcing…”
• “Emails sent through the ScanSnap Mail Service may be stored on servers of Twilio.”
• “PFU may disclose personal information where legally required or reasonably necessary to prevent harm.”
• “By using the ScanSnap Service Linkage Function, you agree and consent to PFU’s collection, use, and storage of such image data.”
• “PAI may access or disclose information about you…to comply with legal requests or protect rights or safety.”

Third Parties / Subprocessors

Subprocessor / Third Party	Purpose of Sharing	Data Shared	Opt-Out Available?	How to Opt Out
PFU Affiliates	Support, maintenance, analytics, functionality improvement	Account data, scan metadata, diagnostic logs	Partial (not for essential operations)	Request limitation via PFU Contact Information
Cloud Hosting Vendor	Hosting for ScanSnap Cloud & processing servers	Scanned documents (2-week max), metadata, logs	No (required for cloud functionality)	Stop using cloud services; delete ScanSnap Account
Twilio (SendGrid)	ScanSnap Mail Service delivery	Email address, document content, send logs	Yes	Do not use Mail Service features
Third-Party Cloud Integrations	User-selected routing of documents (e.g., Dropbox, Google Drive)	Scanned documents, metadata	Yes	Disable integrations in ScanSnap settings
External OAuth / Social Login Providers	Login authentication (optional)	Registration information shared by provider	Yes	Use ScanSnap login instead of social login
ScanSnap Improvement Program Processors	Optional analytics & performance diagnostics	Encrypted IDs, usage metrics, scan settings, device info	Yes	Opt out in application settings
Government / Legal Authorities	Legal compliance, safety, fraud prevention	Relevant personal data or image data	No	Not applicable

Opt-Out Options

• Marketing emails: Unsubscribe at registration or within account settings.
• ScanSnap Improvement Program: Fully optional; disable in software settings.
• Third-party integrations: Optional; disable linkage at any time.
• Mail Services (Twilio): Discontinue use of Mail Service features.
• Cloud features: Stop using cloud services and/or delete the ScanSnap Account.
• Legal disclosures: No opt-out.