Privacy-policy - Lignum
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SIA “LIGNUM LATVIJA” (hereinafter “company” or “we”) respects your privacy and is committed to protect it through compliance with this privacy policy (hereinafter “Privacy policy”). In this Privacy policy, we will inform you about how we process your personal data. We commit ourselves to be transparent with you by providing clear information about what personal data we process, about the purpose of the processing, the retention period of the personal data as well as the legal basis for the processing and other information that we are required to provide pursuant to applicable legislation.

 

1. What personal data do we process and why?

The categories of personal data that we process about you, purposes and legal basis for the processing are the following:

1.1 Recruitment (including internship)

Categories of personal data

  • Name
  • Surname
  • Contact details
  • Address
  • Employment history
  • Education history (including training courses, certificates)
  • Languages
  • Salary expectations
  • Contacts for references
  • Other skills relevant for the position you are applying for
  • Notes from the interview process (such notes may include our assessment of you as a candidate).

 

Legal basis for the processing

Your consent – by applying for a job in our company you agree that we process your personal data included in your curriculum vitae (CV) and application letter.

However, if we retain your personal data in order to protect our legal rights, e.g. if you initiate a discrimination process in relation to the recruitment process for a specific position in our company, such processing of personal data is based on legitimate interest to protect our rights.

We process your personal data for the purposes of administrating the recruitment process that includes inter alia a follow-up on your application, and for communicating with you in an appropriate manner (e.g. inviting you to an interview). We will also process your personal data in order to evaluate your application, which includes determining if you are eligible for a certain position, if your education, experience and language skills meet the requirements for this position, whether the salary level is in line with your expectations. During the recruitment process (interviews), we may take notes that may contain personal data. We process such data in order to evaluate your eligibility for the position.

Please note that we will use your application data only when recruiting for the vacancy that you applied for. In case we have an intention of processing your personal data for other purposes than the one for that the data was originally collected, we will notify you of such processing before initiating it and request your consent if necessary. For example, if we process your personal data in connection with the recruitment for a specific position, we may ask for a consent to process your personal data in the future in connection with another position in case we find you a suitable candidate for another role within our company. If you consent to this, we will process your data for the purpose of future recruitments and you will become a part of our “talent bank”.

We also process contacts of reference providers in order to assess references about a candidate during the selection process in case the candidate has indicated reference providers.

We obtain information about you when you submit your application (your curriculum vitae and application letter). We may collect personal data from a recruitment company, or career portals or databases such as CV Online, or an employment agency, or education provider or organisation that promotes education.

Submitting the application is voluntarily and you can choose what kind of personal data you want to provide and at what extent. In some cases, depending on the position you have applied for, we may ask you for additional information, e.g., about your driver’s license. It is your responsibility to provide only valid and genuine personal information. When evaluating an application, we will process the personal data provided in CV and application letter. If you submit information that is not required for the recruitment process, we will not take it into account.

Please be informed, that in case you choose not to provide your personal data, you cannot participate in the recruitment process.

You can submit an application if you are at least 18 years of age. If you are not yet 18, you should be represented by legal guardians (except special cases when you can submit application starting from 15 years of age).

Your personal data will be stored in paper and in digital format. The retention period of the data is no longer than 3 months after the vacancy that you have applied for is closed. In case you give your consent to participate in the future recruitment processes for a different vacancy, we will store your personal data for no longer than 1 (one) year starting from the moment, when we receive the consent.

We transfer your personal data to our data processors, e.g. the ones that provide us IT maintenance services etc.

 

1.2. Public relations

Categories of personal data

  • Name
  • Surname
  • Company (media)
  • E-mail
  • Phone
  • Address
  • Social media (Messenger, Viber, WhatsApp etc.) account or other communication channel’s (like Skype) account.

 

Legal basis for the processing

We are processing personal data based on your consent or on our legitimate interest of maintaining public relations.

We process your personal data for the purposes of distributing relevant information to the general public or specific groups. If you would like to receive the corporate news of our company, we will collect certain information about you. We use the collected data in order to send you our corporate news like press releases by e-mail, event invitations by e-mail (or printed ones to the indicated address) and communicate on phone, through social media (Messenger, Viber, WhatsApp, etc.) or via other communication channels (like Skype) in urgent cases, in order to provide you important information of our company that is relevant for the society.

We obtain information about you when you provide personal data to us by expressing your wish via e-mail (for example info@lignum.lv) to Public Relations or Marketing employees in order to receive company’s news, or agree to receive news when attending our events or communicate directly with our Marketing or Public Relations representatives.

You have no obligation to provide all personal data, you may provide only that which you prefer to use for communicating with us (for example, you may provide only company’s name and e-mail). If you do not provide the necessary data, you will not receive our news. If you find the information we send irrelevant, you can unsubscribe by expressing your wish via e-mail to company’s Public Relations/Marketing employees.

Your personal data will be stored until you unsubscribe or otherwise request us to delete your data, until we find out that the recipient is no accessible no more (e.g. receive automatic notification that the contacted person is not working there anymore or that such e-mail address has ceased to exist) or for 5 (five) years from the registration. The list of media participants in an event will be stored for 2 (two) years from the end of this event, while the list of others participating in the event – 1 (one) month from the end of the event. If we have collected additional data, e.g., preferences for food, such data will be stored for no longer than until the end of the event.

The personal data is disclosed to companies that provide services to us, i.e. in some cases we may transfer your personal data to the company’s Public Relations agency to share information on our behalf, to data processors, e.g. who provide us IT maintenance services etc.

 

1.3. Agreements with natural persons, including received/issued invoices

1.3.1. Agreements with natural persons

Categories of personal data

  • Name
  • Surname
  • Date of birth or personal ID number
  • VAT registration number (if registered as VAT payer)
  • Business certificate number
  • Address
  • Contacts – email address and/or phone number.

 

Legal basis for the processing

We process personal data in order to perform a contract with you or to enter into contract with you, as well as for the compliance with the legal obligations to which we are a subject.

However, if we retain your personal data in order to protect our legal rights, e.g. in legal dispute, such processing of personal data is based on legitimate interest to protect our rights.

We process your personal data for the purposes of concluding a contract with you, of performing this contract, monitoring its execution, processing payments under concluded contracts and deal with complaints related with the conclusion, execution and/or termination of a contract.

In addition, we process your personal data in order to ensure a correct execution of our tax obligations, i.e. to ensure that we have the personal data that is necessary for a proper execution of our legal obligations: for calculating taxes and for declaring to tax authorities’ information about the services we have obtained from you and the payments to you.

We process your personal data in order to recover debts and/or other payables if necessary and fulfil our legitimate interest when bringing, presenting and defending legal claims.

We obtain information about you when you submit it to us by concluding a contract and/or providing services (if not contracted) under a business certificate. In addition, we collect personal data about you from the State Revenue Service database in order to check whether you have a business certificate.

You have to provide us your name, surname, date of birth (or personal identification number), VAT registration number (if registered as a VAT payer), address, business certificate number and contacts. If you do not provide the mandatory information, we will not be able to conclude an agreement with you and not be able to buy services provided by you.

Your personal data will be stored for 10 (ten) years starting from the date of termination of a contract. If the contract provides for a warranty period that exceeds the aforementioned storage term, all personal data related to the contract will be retained until this warranty period expires. If the contract is necessary in a legal proceeding that extends beyond the above-mentioned retention period, all personal data relating to the contract concluded will be kept for 1 (one) year after the final decision of the relevant institution has been taken. If you have provided us services, but there was no contract concluded with you, your personal data will be stored for 10 (ten) years starting from the provision of the service and the issuance of the accounting document.

We transfer your personal data to banks, state institutions (mainly tax authorities), auditors, document archiving company, legal, financial advisers, debt collection companies, data processors, e.g. IT maintenance companies etc.

 

1.3.2. Invoices to/from natural persons

Categories of personal data

  • Name
  • Surname
  • VAT registration number (if registered as a VAT payer)
  • Business certificate number
  • Address
  • Contacts – email address and/or phone number.

 

Legal basis for the processing

We process your personal data for the compliance with legal obligations to which we are a subject.

However, if we retain your personal data in order to protect our legal rights, e.g. to recover of debts and/or other payables, such processing of personal data is based on the legitimate interest to protect our rights.

We process your personal data for the purposes of issuing/receiving invoices properly i.e. according to legal requirements and also in order to ensure that the information which needs to be provided to tax authorities is correct. We process your personal data in order to recover debts and/or other payables if necessary and fulfil our legitimate interest when bringing, presenting and defending legal claims.

We obtain information about you when you submit it to us in order to issue an invoice for the goods and services that you have purchased or when you are provide such invoice.

When we issue an invoice, you have provide your name, surname, VAT registration number (if registered as a VAT payer), address, business certificate number. If you do not provide the mandatory information, we will not be able to issue an invoice.

Your personal data will be stored for 10 (ten) years from the issue/receipt date of the invoice.

We transfer your personal data to banks, state institutions (mainly tax authorities), auditors, document archiving company, legal, financial advisers, debt collection companies, data processors, e.g. IT maintenance companies etc.

 

1.4. Business partners’ or potential business partners’ employees’/representatives’ personal data

Categories of personal data

  • Name
  • Surname
  • E-mail
  • Telephone
  • Position

 

Legal basis for the processing

Legitimate interests to conclude and execute of agreements with business partners and to build new business relationships with potential business partners.

We process your, as a business partner’s employee’s/representative’s, personal data in order to sign agreements, execute them and/or to contact you about various questions about agreement fulfilment.

We process your (as a potential business partner’s employee’s/representative’s) personal data in order to build new business relationships (e.g. when receiving commercial offers in our contests).

We obtain your personal data from you or from our business partner or a potential business partner.

Your (as a business partner’s employee’s/representative’s) personal data will be stored 10 (ten) years from the date of termination of the contract. If the contract provides for a warranty period that exceeds the aforementioned storage term specified above, then all personal data relating to the contract will be retained until this warranty period expires. If the contract is necessary in legal proceedings that extend beyond the above-mentioned retention period, all personal data relating to the contract concluded will be kept for 1 (one) year after the final decision of the relevant institution has been taken.

Your (as a potential business partner’s employee’s/representative’s) personal data will be stored until the end of the contest.

We can disclose your personal data to auditors, state institutions (mainly tax authorities), finance and law consultants, data processors, e.g. document archiving company, IT maintenance companies etc.

 

2. To whom we disclose personal data?

We disclose your personal data to:

a) Companies we work with

Personal data is disclosed to companies that provide services to us and are mentioned in each section. These companies are required to adequately safeguard your personal data and to not use this data for any unauthorised purposes, and to ensure that its suppliers do the same.

 

b) State and local government institutions, other persons performing functions assigned to them by law

We transfer your personal data to state and local government institutions and other persons performing functions assigned to them by law upon their request or in order to meet our legitimate interest in establishing, claiming and defending legal claims.

 

3. Protection of personal data

We take the following precautions in relation to the personal data you provide us:

a) Security.

We use a variety of technical and organisational security measures to protect your personal data. Your personal data are stored safely and are only accessible to a limited number of persons;

b) International transfers.

We are always seeking to process your personal data within the European Union/European Economic Area.

You can obtain more information on personal data protection measures by submitting a separate application to us.

 

4. Your rights

Your rights are:

a) the right to access – you have the right obtain a confirmation from us as to whether or not we process your personal data and, when we do, access the personal data;

b) the right to rectification – you have the right to request a correction of any inaccurate personal data;

c) the right to erase – under some circumstances you have the right to the erasure of your personal data. This does not apply if the processing is necessary for exercising the right of freedom of expression and information, for compliance with a legal obligation or for the establishment, exercise or defence of legal claims;

d) the right to receive yourself or transfer your personal data to another company in certain circumstances (known as the right to data portability). This applies when data processing is based on you consent or on a contract and whenever processing is carried out by automated means;

e) the right to restrict – in some circumstances you have the right to restrict the processing of your personal data;

f) the right to object – you have the right to object to our processing. This applies when data processing is based on legitimate interests pursued by us or by a third party;

g) the right to object – you have the right to object to our processing of your personal data for direct marketing purposes;

h) the right to withdraw your consent to the processing at any time.

 

In order to carry out the aforementioned rights please provide written request to us or to the Data protection officer (contacts mentioned below).

You also have the right to complain to the Data state inspectorate (http://www.dvi.gov.lv/en/) if you believe that the processing of personal data by us does not comply with the applicable legislation.

 

5. Changes in our privacy policy

We keep our Privacy policy under regular review. This privacy policy was updated on 28 of June, 2018.

 

6. Contact information

If you have any questions about the processing of your personal data, any requests, or if you would like to give us feedback, please contact:

SIA LIGNUM LATVIJA, registration number 40103530633, legal address: Krišjāņa Barona street 96/98 – 12, Riga, LV-1001, Latvia, phone number: +371 277 88065, email address: info@lignum.lv.

 

Data protection officer:  info@lignum.lv.

You also can contact our Data protection officer by sending a letter to us at the above-mentioned address and addressing it to the Data protection officer.