Data privacy notice for kubota surveys

 

ABOUT KUBOTA AND OUR APPROACH TO PRIVACY

Kubota Holdings Europe B.V., a company registered under the laws of The Netherlands, having its registered address at Hoofdweg 1264, 2153 LR, Nieuw-Vennep, The Netherlands (hereinafter referred to as “Kubota Holdings Europe”) and its affiliates[1] (hereinafter referred to as “Kubota Companies”, together, with Kubota Holdings Europe, referred to as “Kubota”, “We”, “Our” or “Us”) takes your privacy and your Personal Data seriously. We understand transparency and respect are foundational aspects of longstanding relationships and, therefore, We take every reasonable effort to protect the information you, as user, provide to Us.

Kubota Holdings Europe is a company belonging to Kubota Corporation, a company registered under the laws of Japan, having its registered address at 2-47, Shikitsuhigashi 1-chome, Naniwa-ku, Osaka 556-8601, Japan (hereinafter referred to as “Kubota Corporation”).

We control the ways your Personal Data are collected and the purposes for which your Personal Data are used and is therefore seen as the “data controller” for the purposes of the European Data Protection Regulation (EU) 2016/679 (hereinafter referred to as the “EU GDPR”) and the applicable local legislation. We are committed to respecting and protecting the privacy rights of citizens in the European Economic Area, comprising the European Union and the countries of Iceland, Norway, and Liechtenstein, pursuant to the EU GDPR. Similarly, We are committed to respecting and protecting the privacy rights of persons in the United Kingdom, pursuant to the Data Protection Act 2018 (hereinafter referred to as the “UK GDPR“). Given the substantial similarity between the EU GDPR and the UK GDPR, hereinafter both regulations are collectively referred to in this data privacy notice as the “GDPR” unless otherwise indicated.

Our privacy practices may vary among the countries in which Kubota operates to reflect local practices and legal requirements.

This data privacy notice describes the types of Personal Data We collect, how Kubota Holdings Europe and/or Kubota Companies uses the Personal Data, with whom We share it, and the choices you can make about Our use of the Personal Data. We also describe the measures We take to protect the security of the Personal Data and how you can contact Us about Our privacy practices. This data privacy notice applies to customers that fill in the post purchase survey and informs them that applicable European data protection laws, specifically the EU GDPR, apply to their personal information collected during the survey.

This data privacy notice applies to Personal Data provided to or collected by Kubota in relation to the post purchase survey to gather valuable feedback on customer’s experience when purchasing Kubota machinery through Kubota’s authorised dealers (hereinafter referred to as the “Survey”). The Survey may provide links to other websites for your convenience and information. These websites may operate independently from Kubota. Linked websites may have their own data privacy notices or policies, which We strongly suggest you review if you visit any linked websites. To the extent any linked websites you visit are not owned or controlled by Kubota, We are not responsible for the websites’ content (including cookies used on that website), any use of the websites, or the privacy practices of linked websites.

This data privacy notice has been created to provide relevant information and demonstrate that your Personal Data is processed in a legal and responsible manner. This applies to Personal Data provided to or collected by Kubota and Kubota Companies in relation to your responses to the Survey.  This data privacy notice does not form part of any contract or other contract to provide services. The Surveys are conducted for quality management and improvement purposes.

 

WHAT IS PERSONAL DATA

Personal data is referred according to the following definition given in the GDPR, i.e. “any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person” (hereinafter referred to as “Personal Data”).

 

HOW WE COLLECT AND USE PERSONAL DATA

Kubota Holdings Europe collects, and Kubota and Kubota Corporation might process your Personal Data according to the GDPR when you respond to the Surveys. When you complete the Surveys, you are providing Us with invaluable feedback in regard to your experience of purchasing a Kubota machinery/ product. These surveys will be shared with you shortly after (within 7 days) you have made your purchase through authorised Kubota dealers. The aim of the surveys is to gather feedback and any points of improvement in order to identify any areas in which both Kubota and Our authorised Kubota dealers could improve by providing you with services and support. To ensure that the experience provided to Our customers, whether this is at authorised Kubota dealers, or throughout their communications with Kubota, are always improving.

We collect, process and store Personal Data through Surveys. We are classed as data controllers as per the meaning of the GDPR and are responsible for your Personal Data. Kubota Holdings Europe supports Kubota Companies with these activities. Therefore, please be aware that you may be contacted by Kubota Holdings Europe but in case of your feedback where We may need to discuss this further with you, you may be contacted by a team in one of the locations where Kubota Companies are located and/or operate in Europe. In cases where this activity is directly managed by Kubota Companies the process will be managed by the local Kubota Company.

The legal basis for Kubota’s processing your Personal Data is Kubota’s legitimate interest as per Article 6(1)(f) of the UK and EU GDPR, in order to collect information from you to gain insights and valuable feedback on Our processes (such as your experience purchasing through Our authorised Kubota dealers), the use of Our products (any opinions you may have about your initial use of Kubota’s machinery), provide you with support in case of any questions.

For a detailed description of the data points processed in the Survey please see the table below.

 

HOW DO WE HANDLE PERSONAL DATA FROM OUR CUSTOMERS

Activity

 

 Processing purpose and legal basis Personal Data categories

 

 Personal Data source
Customer data

 

 Your details such as full name, email address and telephone number are retrieved from your invoice when you have purchased a Kubota machine/ product through Our authorised Kubota dealers.

 

This data is retrieved from Our Kubota Warranty Europe system, which is a system where all Kubota machines/ products are registered and activated for the purpose of warranty registration.

 

Additional Personal Data may be collected in your answers to Our Survey. If you have answered the Survey and provided Us with answers, additionally you may have provided Us with your consent for future contact. This will allow Us to contact you further with additional opportunities to provide your feedback.

 

We store this Personal Data in the context of the Survey. The legal basis for this processing is Our legitimate interest, in order to improve Our services that We provide to you. Additionally, as in accordance with PECR (in the United Kingdom) and CPCE (in France), We will send you the initial survey based on soft opt-in.

 

 Company name; Name contact person (First name, Middle name, Surname); Company address (House number, Street address, Postal code, City, State/ Province, District, Country/ Region); Company Email; Mobile number; Business phone number, Company Phone number; Order history; language.

 

 You

 

CONTROLLER OF YOUR PERSONAL DATA

The data controller for your Personal Data is Kubota Holdings Europe. Your Personal Data might be shared with Kubota Companies for the purpose of contacting you in regard to feedback you have provided in the Survey. In addition to the above, your Personal Data might be shared with authorised Kubota dealers.

The Surveys are shared with you by InMoment GmbH, a company registered under the laws of Germany having its registered address at Borselstrasse 18, 22765 Hamburg, Germany (hereinafter referred to as “InMoment”) acting as Our data processor as per the GDPR and , that on behalf of Us, sends the Surveys to you following your purchase of one of Our machine via an authorised Kubota dealer. InMoment, will provide the infrastructure related to the Surveys and will only process your Personal Data, insofar as collecting the answers and sharing these back with Us.

Insofar as We are acting in the role of the data processor on your behalf, a Data Processing Addendum, governing the processing activities, processed Personal Data, retention and other information such as technical and organizational measures applicable, might be concluded by and between Us, acting as data processor, and, you, acting as data controller.

 

RETENTION OF YOUR PERSONAL DATA

We will retain Personal Data no longer than is permitted under applicable Personal Data protection laws. The applicable Personal Data retention period may vary per Personal Data category. The criteria on which Our retention policy is based are:

  • The necessity to retain Personal Data in light of the purpose for which they have been collected
  • Compliance with applicable Personal Data retention obligations under mandatory law (such as tax regulations)
  • The relevance of Personal Data in light of pending or potential legal proceedings; and
  • Applicable limitation periods under civil law.

We may retain the transaction Personal Data as long as necessary to perform the purposes set out in this data privacy notice and to protect Us from legal claims, or to administer Our business.

In case you have specific enquiries regarding the applicable retention period to specific categories of Personal Data, you can contact Us as indicated in the section “How to contact us”.

 

STORAGE AND INTERNATIONAL TRANSFERS OF PERSONAL DATA

The Personal Data We collect from you is stored in the European Union by Us or Our trusted service providers.

However, We may, at any moment, transfer, access from and store the Personal Data collected about you to recipients in countries other than the country in which the Personal Data was originally collected. Please note that We go through a detailed due diligence process before selecting the data processors with whom your Personal Data are shared.

In the context of intra-group day-to-day business, We may transfer Personal Data to Kubota Corporation. Japan is recognized by the European Commission as offering an equivalent level of Personal Data protection as the European Economic Area.

Insofar Personal Data is transferred to receivers located in the United States of America, Kubota and Kubota Corporation have entered into so-called Standard Contractual Clauses (approved by the European Commission) with such receivers for the purpose of compliance with European data protection laws.

 

YOUR RIGHTS AND CHOICES

You have certain rights regarding the Personal Data We maintain about you. We also offer you certain choices about what Personal Data We collect from you, how We use that Personal Data, and how We communicate with you. In accordance with the applicable laws, it is your right to:

  • To be informed and to obtain clear, transparent and easily understandable information, pursuant to Article 12 of the GDPR, about how We use your Personal Data, and your rights.
  • Access to your Personal Data, pursuant to Article 15 of the GDPR: you have the right to request information as to whether We are processing Personal Data concerning you, and subsequent access to this Personal Data or receive information about the Personal Data We maintain about you, receive copies of the Personal Data We maintain about you.
  • Rectification or update of your Personal Data, pursuant to Article 16 of the GDPR: you have the right to the rectification of your Personal Data that is inaccurate or incomplete, this includes by means of a supplementary statement.
  • Erasure (“right to be forgotten”) of your Personal Data, pursuant to Article 17 of the GDPR: you have the right to ask Us for the erasure of your Personal Data, where no exemption for retaining the Personal Data applies.
  • Restriction of Our processing of your Personal Data, pursuant to Article 18 of the GDPR: you have the right to request a restriction on the processing of your Personal Data in particular circumstances.
  • Data Portability, pursuant Article 20 of the GDPR: in some circumstances, you may be entitled to request that your Personal Data be provided to you in machine readable format. This is applicable where the processing of your Personal Data is based on consent (Article 6(1)(a) of the GDPR), where special categories of Personal Data are being processed based on consent (Article 9(2)(a) of the GDPR), or where your Personal Data is processed on the basis of Article 6(1)(b) of the GDPR. This right to data portability includes the right to have your Personal Data transferred directly to another controller.
  • Objection to Our processing of your Personal Data pursuant to Article 21 of the GDPR: where your Personal Data is processed for the purpose of performing tasks carried out in the public interest (Article 6(1)(e) of the GDPR), for the purpose of legitimate interests of the controller (Article 6(1)(f) of the GDPR), or for the purpose of direct marketing and profiling related to this (Article 21(2) of the GDPR), you are able, based on the grounds relating to your particular situation, to object to the processing of your Personal Data.

Where the processing of your Personal Data is based on your consent, you are not able to object to this processing pursuant to Article 21 of the GDPR. However, you do have the right to withdraw your consent based on Article 7(3) of the GDPR. This shall have the same practical effect as objecting to the processing, should you wish to do so.

If you wish to exercise these rights, please contact Us as indicated in the section “How to contact us”.

If you provide Us with any Personal Data or material relating to another individual, you should make sure that the sharing with Us and Our further use as described to you from time to time is in line with applicable laws, so for example you should duly inform that individual on the processing of her/his Personal Data and obtain her/his consent, as may be necessary under applicable laws.

We do not knowingly collect personally identifiable Personal Data from or market to children under the age of 18 years old. If a child under the age of 18 has provided Personal Data to Us, a parent or guardian may contact Us to request the Personal Data be deleted from Our records. Following receipt of such a request, We will make reasonable efforts to delete the child’s Personal Data from Our records.

 

RECIPIENTS OF THE PERSONAL DATA

Within Kubota Companies, Kubota Holdings Europe or Kubota Corporation, only those who need access to your Personal Data to carry out their activities will have access to your Personal Data and only to the extent necessary to carry out the processing activities as set out in this data privacy notice.

We may share your Personal Data with the following parties:

  • Kubota Companies, Kubota Holdings Europe and/or Kubota Corporation’s relevant teams: Personal Data may be shared with dedicated members of the Kubota Companies’, Kubota Holdings Europe’s or Kubota Corporation’s teams in order to contact you about your feedback and to further discuss any points you may have raised in your Survey answers.
  • Trusted suppliers and service providers: your Personal Data may be shared with trusted Kubota suppliers as necessary, such as InMoment, which is processing your Personal Data on behalf of Us. The terms and conditions and data privacy notices of the third parties will be made available to you either directly through the use of the systems or at your request.
  • Official disclosures to other third parties: your Personal Data may be disclosed to comply with court orders and legal or regulatory requirements; to prevent injury, death, losses, fraud or abuse; to protect Kubota’s rights or to defend Kubota in legal proceedings (or Kubota Corporation); and where needed in connection with the sale or transfer of business assets. Personal Data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of Our legitimate interests in compliance with applicable laws.

 

SECURITY

The security of your Personal Data is important to Kubota. We are committed to protecting the Personal Data that We collect. We maintain administrative, technical and physical safeguards designed to protect the Personal Data you provide, or We collect against accidental, unlawful or unauthorized destruction, loss, alteration, access, disclosure or use. These safeguards are intended to protect the confidentiality, integrity and availability of the Personal Data you provide to Us. We periodically assess risks to your Personal Data and update Our policies, procedures and technology accordingly.

Kubota store Personal Data only for as long as it is necessary for the fulfilment of the purpose for which the Personal Data was collected, unless otherwise required or authorized by applicable law. We take measures to destroy or permanently de-identify Personal Data if required by law or if the Personal Data is no longer required for the purpose for which We collected it.

 

UPDATES TO OUR DATA PRIVACY NOTICE

This data privacy notice may be updated periodically to reflect changes in Our Personal Data practices. We will inform you about material changes in the data privacy notice insofar required under applicable law.

 

CLAIMS

If you are concerned that We have breached your rights, you can lodge a claim by contacting Us as indicated in the section “How to contact us”. Our Compliance and Data Privacy Department will manage your claim and will give you additional information about how it will be handled.

You have the right to complain to the National Data Protection Supervisory Office in your country if you believe We have not handled your request in an appropriate manner. Please find the relevant Data Protection Supervisory Authority from the list based on where you are based: https://digital-strategy.ec.europa.eu/en/library/list-personal-data-protection-competent-authorities

 

HOW TO CONTACT US

If you have any questions or comments about this data privacy notice, Kubota’s privacy practices or if you would like to exercise your rights or to update information or preferences you provided to Us, please contact Us by email at khe_g.privacy@kubota.com or by post to the attention of:

Kubota Holdings Europe B.V.

Compliance Department

Data Privacy Counsel

Hoofdweg 1264

2153 LR Nieuw-Vennep

The Netherlands

Last update: January 1st, 2026

Appendix 1: List of Kubota Companies participating in the Surveys

Kubota Europe SAS – 19-25 Rue Jules Vercruysse, 95100 Argenteuil, France
Kubota (U.K.) Ltd – Dormer Road, OX9 3UN, Thame, Oxfordshire, United Kingdom