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Privacy Policy

About the processing of personal data in the Ombudsman's Office (Privacy Policy)

 

Your privacy and data protection are very important for the Ombudsman's Office of the Republic of Latvia (hereinafter - the Office). In order to ensure the legal, fair and transparent processing of personal data, information on the processing of personal data by the Office is provided below. Please note that the information provided is not exhaustive and may be amended, updated, supplemented.

 

1. Controller:

Ombudsman's Office of the Republic of Latvia

Registration number: 90000055101

Address: Baznīcas Street 25, Riga, LV-1010

Phone: +371 67686768

Fax: +371 67244074

E-mail: tiesibsargs@tiesibsargs.lv

 

2. Communication on personal data protection issues

If you have any questions regarding this notice or the processing of your personal data, then you can contact us:

• using the contact information specified in point 1;

• by e-mail: fpda@tiesibsargs.lv.

 

2.1. For contacting the Data Protection Officer of the Office, you can write:

• using the contact information indicated in clause 1, by ticking the "Data Protection Specialist" on the envelope;

• by writing to e-mail fpda@tiesibsargs.lv indicating "Data Protection Specialist" in Subject.

 

3. General characterization of personal data processing

Data is processed in compliance with the requirements of confidentiality and the security of the data held by the Office. The Office uses various security measures to prevent unauthorized access to data, disclosure of data or other inappropriate use of personal data. The Office ensures the proper handling, storage, and integrity of the data with an appropriate level of security. Suitable and appropriate physical, technical and administrative procedures shall be used to protect personal data and their processing held by the Office. The security measures taken are constantly being upgraded to meet the security requirements.

In the Office, personal data is processed by employees or directly authorized persons, who need it for the performance of their duties, in cases stipulated by state and local government institutions legislation.

The Office processes the following data: name, surname, personal identity number, place of residence, contact information, age, gender and other personal identification data in order to achieve the relevant data processing objective. The Office does not request or collect information which is not required to achieve a specific purpose.

The Office continuously carries out an assessment of the security of data processing in order to prevent, as far as possible, unauthorized access to personal data, misuse, alteration, deletion, etc. of personal data.

 

4. The purpose of the processing of personal data and the legal basis

The Office processes personal data for fulfillment of the obligations specified in legislation, performance of obligations stipulated in the agreements, for informing the public, implementing the Office's legal interests, as well as for other predetermined purposes.

For security measures and ordering, video surveillance is carried out in the office building and its adjoining territory at Baznīcas Street 25, Riga.

The basis for processing in each case is one of the European Parliament and the Council Regulation (EU) 2016/679 of 27 April 2016, on the protection of individuals regarding the processing of personal data and the free movement of such data so repealing Article 6 of Directive 95/46 / EC (hereinafter referred to as the General Data Protection Regulation).

Mostly the Office processes personal data based on Article 6 Paragraph 1 points (b), (c) and (e) of the General Data Protection Regulation - processing is carried out to fulfill the legal obligation of the Office, performed in the public interest, or in the exercise of official authority conferred on the Office.

 

5. Categories of recipients of personal data

For the purposes of the processing of personal data of the Office, data may be transferred to other parties in accordance with the procedures specified in legislation, for example, third parties, which may be co-operating partners, authorized persons in accordance with legislation, contracts concluded, as well as controlling institutions and law enforcement agencies. Before transferring data to third parties, the Office will carefully evaluate whether such a transfer of data has an appropriate legal basis.

 

6. Provision of personal data outside the European Union or the countries of the European Economic Area

The Office does not transfer data to countries outside the European Union or the European Economic Area.

 

7. Personal data storage period

Personal data is stored for as long as their storage is necessary for the purposes of personal data processing, as well as in accordance with the requirements of applicable regulatory enactments. Storage objectives may vary. For example, data processing is initiated first to review your submission by nature. When the decision is made, the data are stored in accordance with the applicable laws and regulations on the storage of relevant documents, as well as in order to ensure the legitimate interests of the Office that might result from possible cases of disagreement.

 

8. Data subject's rights in personal data processing process

You have the right to access and control your personal data, to limit the processing, to correct, delete, and to object to data processing, so upon receipt of your request, the Office will respond to it within the time limits specified in regulatory enactments and, if possible, will correct or delete your personal details accordingly.  If data processing is performed based on the consent of the data subject, the data subject has the right at any time to withdraw his consent to the processing of his personal data, without prejudice to the processing of data that occurred before withdrawing consent. The Office will evaluate your claims in accordance with its legal interests. If personal data is no longer required for the purposes of processing previously defined, they will be deleted.

You can get information about our possession of your personal data or exercise your other rights as data subjects as follows:

submitting an application in person at the Office, at Baznicas Street 25, Riga, every weekday from 8.30- to 17.00;
by submitting an application electronically, by sending it to the e-mail address tiesibsargs@tiesibsargs.lv or fpda@tiesibsargs.lv. The application must be signed with a secure electronic signature.

Upon receipt of your application, the Office will evaluate its content and your identification and, if necessary, will ask you to submit additional information in order to ascertain as far as possible that the data will be sent to the relevant data subject and minimize the risk of misuse of your data.

If you visit the Office, take part in the events organized at the Office, and you do not want to be photographed or filmed, please inform us in advance.

 

9. The right to submit a complaint

If you have any questions or concerns regarding the processing of your personal data by the Office, we ask that you contact the Office, as indicated in paragraph 2 of this notice.

If, however, you believe that we have not been able to resolve the issue and the Office violates your right to the protection of your personal data, you have the right to submit a complaint to the Data State Inspectorate (http://www.dvi.gov.lv/en/inspectorate/contact-information/) at Blaumana Street 11 / 13-11, Riga, LV-1011.