Privacy Policy
This Privacy Policy informs and explains how SILAF SIA (hereinafter SILAF) processes personal data on the website www.silaf.lv (hereinafter the Website) in compliance with the requirements of the General Data Protection Regulation 2016/679 (hereinafter GDPR).
Controller:
SILAF SIA (Reg. No. 40103727777, legal address Juridiskā adrese: Sesku iela 39, Rīga, LV-1082. Contact information: e-mail address: info@silaf.lv, telephone: +371 28809011.
1. Purposes and grounds for processing personal data.
The purpose for processing personal data indicates the result to be achieved. The processing legal basis refers to the legal basis recognised by the GDPR on which your personal data is obtained, used or retained. SILAF collects and uses personal data for the following main processes:
1.1. SILAF processes your name, surname, personal identity number (if applicable), e-mail address, telephone number, position as an employee/representative of the customer in order to sign contracts, execute them and/or contact you on matters related to the execution of contracts. The processing legal basis is the legitimate interest to conclude and perform contracts with customers and to establish new business relationships with potential customers (Article 6(1)(b) and (f) GDPR);
1.2. SILAF processes your name, surname, personal identity number (if applicable), e-mail address, telephone number, position as an employee/representative of a business partner in order to sign contracts, execute them and/or contact you on matters related to the execution of contracts. The processing legal basis is the legitimate interest to conclude and perform contracts with business partners and to establish new business relationships with potential business partners (Article 6(1)(b) and (f) GDPR);
1.3. By completing the “Send a request” section, SILAF processes your name, telephone number, e-mail address and delivery address in order to prepare and send an offer for the product you are interested in. The processing legal basis is the performance of pre-contractual measures and the conclusion of a contract (Article 6(1)(b) GDPR);
1.4. By using the “Contact us” section, SILAF processes your name, e-mail address, telephone number and company name (if the legal entity is represented by an employee) and the submitted message will be used to examine the matter and respond on the basis of consent to your request for information about our service offers and contract performance (Article 6(1)(a) of the GDPR);
1.5. when sending out SILAF newsletters, your e-mail address will be processed in accordance with the consent you have provided (Article 6(1)(a) GDPR);
1.6. SILAF may process your personal data to comply with the GDPR if you have submitted a query about the processing of your data or if you wish to exercise one of your data subject rights under the GDPR. Personal data processed: name, surname, address, e-mail address, in the case of an electronic submission also personal identity number. Legal basis for processing: performance of a legal obligation and legitimate interest of the controller (Article 6(1)(c) and (f) GDPR);
1.7. If you sign up for the newsletter, your e-mail address will be used to send you SILAF newsletters and other useful information about SILAF. Legal basis for processing: consent to receive the newsletter by e-mail (Article 6(1)(a) GDPR);
1.8. Video surveillance is carried out on SILAF premises, where your personal image (appearance, behaviour), the location (room, camera location), the time (date, time, start and end of recording) of the personal image are processed to control access, ensure the security of infrastructure, employees and customers, including to prevent, detect and investigate theft of items belonging to SILAF, its employees and customers, prevent or detect physical threats to the security of SILAF employees and customers. The legal basis for processing of video surveillance is legitimate interest (Article 6(1)(f) GDPR);
1.9. When applying for a vacancy, SILAF processes the data you provide in your CV and application letter, such as your name, surname, address, personal identity number, gender, contact details, photograph and other information that identifies you, as well as information from individuals who have provided references about you, where you have explicitly given your permission to contact the individuals concerned. SILAF processes your data for the purposes of administering the recruitment process, for example, to respond to your application and to contact you (to invite you to interviews). If you have provided a reference, SILAF will also process the contact details of the reference in order to be able to evaluate the references during the selection process. SILAF also processes your data in order to assess your competence and suitability for the position. During interviews, SILAF may ask you to complete some tests to check your suitability for the advertised vacancy. The legal basis for processing is consent (Article 6(1)(a) GDPR). Upon receipt of your application, SILAF has a legitimate interest in processing your application by assessing the information provided in it, organising an interview procedure, conducting interviews and providing evidence to support the lawful conduct of the relevant process. In the event of a dispute, the information obtained during the selection process may be used to reflect the legitimate conduct of the process.
If you choose to apply for the advertised vacancy on social media accounts (Facebook, LinkedIn), SILAF will process your data on the basis of your consent. The information on your social network accounts will only be reviewed if this is necessary for the position in question and only to the extent necessary for the performance of the duties of the position for which you have applied.
Please note that we will only use your application data in the selection process for the vacancy for which you have applied. If SILAF plans to process your personal data for a purpose other than that for which the data was originally collected, SILAF will inform you before processing and, where necessary, seek your consent. For example, if your personal data is processed as part of a recruitment process for a specific position, where SILAF considers that you would be suitable for another position within the company, SILAF may seek your consent to process your personal data in relation to that other position in the future.
2. Categories of recipients of personal data
2.1. SILAF does not provide access to its database to unauthorised persons and protects the personal data you submit. Certain personal data may be transferred to other parties only:
2.1.1. to ensure the operation of the website and the functioning of the service (e.g. website maintenance and server hosting service providers);
2.1.2. to data processors that maintain SILAF ‘ business data as an outsourced service;
2.2. SILAF is obliged to transfer data to public authorities upon receipt of a request from the authority in the cases provided for by the legislation.
2.3. Only authorised persons may have access to CCTV recordings in accordance with the purpose of the processing of personal data. Video surveillance recordings are not transferred to a third party without a legal basis; they may be transferred to law enforcement authorities in accordance with the procedure established by the laws and regulations and are transferred to a security company which processes personal data only in accordance with the instructions of the Controller and may not use them for other purposes. The security company is contractually and legally obliged to protect your personal data.
2.4. Your personal data will not be transferred to third countries or international organisations, unless this is provided for in a contract concluded between the parties or by express consent.
3. Period of storage of personal data
3.1. Personal data is stored and used in accordance with the defined purposes and legal basis for processing personal data for as long as SILAF has at least one of the following criteria
3.1.1. a legal obligation to store the data for a certain period of time in accordance with laws and regulations;
3.1.2. it is necessary to pursue its legitimate interests;
3.1.3. it is necessary to fulfil the contractual obligations assumed, as well as for a certain period after the performance of the contract;
3.1.4. the data subject’s consent to the respective processing of personal data is valid.
3.2. A CCTV recording shall be kept for 15 days from the date of its creation, except in cases where unlawful offences have been detected or law enforcement requests have been received in relation to which additional processing of CCTV recordings for a certain period of time is necessary.
3.3. Your personal data as an employee/representative of the customer and as an employee/representative of the business partner shall be stored for 10 (ten) years after the expiry of the contract. If the contract provides for a guarantee period that exceeds the above storage period, all personal data related to the contract shall be stored until the end of the guarantee period. If the contract is necessary for legal proceedings which extend beyond the above storage period, all personal data relating to the contract shall be stored until the final decision of the responsible authority has been taken or enforced. Your personal data (as an employee/representative of a potential customer) shall be stored until the end of the competition/recruitment.
3.4. Data provided during the recruitment process shall be stored until the end of the competition for the advertised vacancy at the latest. In the event that you have consented to participate in the selection process for another vacancy in the future, SILAF will store your personal data for a maximum period of 1 (one) year from the time this consent was obtained.
4. Your rights, their exercise and limitations in relation to processing of personal data
We inform you of the rights that SILAF provides to you as a data subject. We draw your attention to the fact that the GDPR or the law may impose restrictions on the exercise of these rights and each application for the exercise of rights is assessed on an individual basis.
4.1. Right to access your personal data SILAF will provide you with confirmation as to whether SILAF processes personal data about you and will provide you with a summary of the data processed as additional information in accordance with the GDPR. SILAF is entitled not to provide personal data or not to disclose the recipients of personal data in the event that disclosure of personal data or recipients is prohibited by law.
4.2. Right to request the rectification or completion of inaccurate personal data SILAF invites you to submit changes to your name, surname, delivery address, contact details or other personal data in order to ensure the correct processing of personal data.
SILAF will consider a request for rectification of incorrect or inaccurate data and, if justified, the personal data will be rectified by providing you with an appropriate notification of the decision taken. The right to rectification of personal data does not apply to documents held in archives or in other exceptional cases.
4.3. Right to request the restriction (suspension) of processing of personal dataSILAF will automatically restrict the processing (other than storage) of your personal data if:
• you submit a request to correct inaccurate personal data;
• you object to processing of personal data.
The processing is limited for the period during which the request for rectification of the personal data or the request for objection, as the case may be, is being processed. In other cases, you shall request SILAF to restrict the processing of personal data, stating the reason.
4.4. Right to object to processing of personal dataYou have the right to object to processing of certain personal data where SILAF carries out the processing for SILAF or on the basis of legitimate interest. SILAF is entitled to comply with the request in whole or in part upon consideration of the request. In the event that SILAF determines that it has a compelling legitimate interest in processing your personal data, the request will not be fulfilled.
4.5. Right to request erasure of personal dataSILAF will consider whether there are grounds under the GDPR for erasure of personal data and will inform you of its decision. There is no right to erasure where the data is required to be retained by law.
4.6. Right to withdraw consentIf the processing of personal data is based on consent, it may be withdrawn. SILAF will cease processing for the purpose for which consent was given, except where the personal data is retained for the protection of SILAF legitimate interests.
Withdrawal of consent may not affect the processing of personal data which is necessary to comply with the requirements of laws and regulations or which is based on a contract, the legitimate interests of SILAF or other grounds for lawful processing of personal data set out in laws and regulations.
4.7. By submitting any of your rights requests, you are providing SILAF with your personal data. In this case, the purpose of processing the personal data is to make a decision and provide you with a response to that request. The personal data you provide in the request to exercise your rights as a data subject and the request itself will be stored for five years from the date of SILAF response in order to preserve evidence of the exercise of the data subject’s rights.
4.8. You may exercise the aforementioned data subject rights by submitting a request in one of the following ways:
4.8.1. a written and handwritten request addressed to SILAF at the address indicated in this Privacy Policy;
4.8.2. a request signed with a secure electronic signature addressed to SILAF and sent to the following e-mail address: info@silaf.lv. In order for SILAF to send a substantive response to your e-mail address, the submission signed with a secure electronic signature must include your e-mail address to which you wish to receive a response.
Each application for the exercise of the right will be dealt with as soon as possible, but no later than within one month.
4.9. The data subject has the right to lodge a complaint with the supervisory authority. In case of any questions concerning the processing of personal data, you should contact SILAF at the following e-mail address: info@silaf.lv. In case of dissatisfaction with the reply, you have the right to lodge a complaint with the Data State Inspectorate.