LIKTA

Latvian Information and Communications Technology Association

PRIVACY POLICY

Introduction

This privacy policy describes how the Latvian Information and Communications Technology Association (LIKTA) processes personal data within its activities.

LIKTA cares for the protection of your privacy and we collect and process personal data for specific purposes. Information on the processing of personal data within the framework of specific activities, including implemented projects, training programmes and certification by LIKTA, has been provided separately.

LIKTA processes personal data in accordance with the General Data Protection Regulation (GDPR) (2016/679), the Latvian Personal Data Processing Law and other applicable legal acts.

Data controller and contact information

The data controller for the personal data processing is the Latvian Information and Communications Technology Association (hereinafter – LIKTA), unified registration number 40008038242, registered address: Stabu iela 47-1, Riga, LV-1011.

If you have any questions about the processing of personal data, you can contact us by e-mail: office@likta.lv.

LIKTA processes personal data in order to implement the objectives set out in LIKTA’s Articles of Association for the following purposes:

  1. Membership;
  2. Events;
  3. Public activity and public relations;
  4. LIKTA website – association news, contact forms and cookies.

Membership

We process personal data to recruit new members and ensure the management and membership of the members in the association in accordance with the LIKTA Articles of Association, including:

– to contact members;

– to inform members about news;

– to invite members to events organised by LIKTA;

– to ensure participation of members in LIKTA work groups, meetings, seminars and other events;

– to ensure co-operation with organisations, enterprises, institutions, as well as the opportunity to express an opinion to governmental institutions and organisations on issues relevant to the ICT industry;

– to provide other advantages and benefits associated with membership in LIKTA.

LIKTA can also process members’ data to better understand their desires and interests in order to evaluate and develop its activities to suit the needs of their members as much as possible.

Considering the above-mentioned goals, we process the following data in order to process an application for the admission of new members: name, surname, e-mail address, telephone number, residential address, personal code (in accordance with Section 28(2) of the Latvian Law on Associations and Foundations), professional activity data, other data in the application, which are optionally provided by the person at his/her own initiative.

In order to ensure member participation and management in the organisation, besides the above-mentioned data we may also process the following personal data:

– payment details, such as a bank account required for the payment of membership fees;

– professional experience (job, position) and educational data;

– data contained in the minutes of the meetings;

– photos, videos;

– ID card / passport details – if required to provide access to event premises for security purposes;

– other data – any other information provided by the members within their membership in LIKTA, for example by participating in work groups, giving opinions, etc.

LIKTA can process members’ personal data to inform the public about its activities by posting information on the LIKTA website. The following personal data are indicated about the board members: name, surname, place of employment, position, e-mail, telephone number, photo, link to LinkedIn profile. Information about associate members of LIKTA – name, surname, e-mail (optional), is placed on the website with the consent of the member.

Legal basis

The legal basis for the processing of personal data of LIKTA members is the performance of the contract (Article 6(1)(b) of the GDPR). An additional legal basis may be legitimate interests (Article 6 (1)(f) of the GDPR), consent (Article 6(1)(a) of the GDPR) and compliance with a legal obligation (Article 6(1)(c) of the GDPR), for example, Section 28(2) of the Law on Associations and Foundations provides that the association must keep a register of its members, indicating the member’s name, surname, personal identity number and address of the place of residence.

Data recipients

Personal data is processed by LIKTA employees. We do not transfer data to third parties, unless it is necessary for the operation of LIKTA, to meet your request, with your consent or when required by law.

Personal data may be transferred to public authorities (e.g., ministries, the Saeima, the Cabinet of Ministers), organisations and companies to ensure membership in working groups, meetings, seminars and other events, as well as expressing opinions and co-operation. If necessary, LIKTA may share your information with partners and service providers (e.g., payment data recipients may be accounting service providers, revision experts, auditors). Personal data may be transferred to other organisations and authorities, including, for example, to enable the organisation of events and access. With regard to the interest of members in engaging in public information activities as well as participation in events, personal data may be transferred to public relations service providers, the media and other organisations for publishing purposes.

Retention of data

LIKTA processes and stores personal data for no longer than is necessary for the purposes for which the personal data is processed. Members’ personal data may be stored and processed while there is at least one of the following grounds:

– Until the termination of membership;

– To comply with a legal obligation (e.g., payment data is stored in accordance with the deadlines set forth in the Accounting Law);

– If data is processed on the basis of consent, they are processed while the consent of the person concerned is in place, unless there is another legal basis for the processing of data. You have the right to withdraw consent to data processing at any time. The withdrawal of consent does not affect the data processing of data carried out while the consent was effective;

– In accordance with the procedure prescribed by external regulatory enactments, LIKTA or the member can realise its legitimate interests (for example, to submit objections). We can keep the LIKTA board members’ data for historical and archiving purposes related to the history of LIKTA as a member association. Such personal data are: name, surname, company, date of election and retirement.

Events

LIKTA processes personal data in relation to its organised events – conferences, including LIKTA annual conference, seminars, discussions and other events.

LIKTA processes the personal data of stakeholders and participants insofar as it is necessary for organisational purposes and to provide information about the event before, during and after the event. For these purposes, LIKTA may invite data processing operators.

 The purposes of the processing operation are:

– to register stakeholders;

– to include the person on the list of participants;

– to provide access to the venue of the event;

– to keep track of and participate in the event;

– to receive feedback and contact in connection with further activities after the event;

– to inform about news and other events. We offer the opportunity to refuse to receive news at any time.

For these purposes, the following personal data is processed:

– contact details: name, surname, e-mail, telephone number (optional), organisation name, position (optional);

– payment details, such as a bank account, for the purpose of payment of a conference fee;

– ID card / passport details – in individual cases where necessary to provide access to the event venue for security purposes;

– other data – any comments, additional information provided by any person who registers or participates in the event.

The participant’s consent is required to enable a list of participants of the event to be sent, which includes your name, surname, contact information (optional), to other participants of the event.

Photography and filming

In order to inform the public about the activities of LIKTA, as well as educate and inform the public about ICT activities, photography, filming and live streaming of video may take place at the events. In such cases, information signs are placed at the entrance to the event, indicating that the event is captured in photos, video or is streaming video. Photos and videos of a person can be posted on the LIKTA website and / or social networks as well as in the mass media.

If you do not want to be photographed or displayed in photos and / or videos, you are asked to contact us before the event so that we can take appropriate preparatory measures (e.g., offer a special seat or place an indication in one part of the conference room), to the extent that it is practically possible.

If your photo is captured during the photo-shooting of such event and you want it removed, please contact us by email office@likta.lv and we will do it as soon as possible.

Event speakers

LIKTA processes the following data of speakers and moderators hosting the events organised by LIKTA: name, surname, contact information (e-mail, phone number), place of work, position, photo, video, professional activity data (CV) and payment details. We may publish information about the speakers, their participation in the event, undertake live-streaming of the event, store and publish personal photos, video and voice recordings, speakers’ presentations, including publish these on the LIKTA website and on the internet. We collect, store and process this data on the basis of legitimate interests, in individual cases – on the basis of performance of the contract as a legal basis.

Platinum Mouse

For the purpose of organising the Information and Communication Technologies annual award of LIKTA – Platinum Mouse – the following personal data of tenderers are processed subject to consent:

– name, surname, e-mail, telephone number, organisation (company, institution) name, position;

– a person’s photo and video;

– other data – information contained within the CV and other information provided by the applicant upon filing.

Any person providing any kind of information about another person is responsible for the prior informing and consent of that person.

Legal basis

The legal basis for processing data may be: performance of a contract (Article 6, paragraph 1, point (b) of the GDPR), consent (Article 6(1)(a) of the GDPR), legitimate interests (e.g., to process speakers’ data, photo and video, sending of news) (Article 6(1)(e) of the GDPR), legal obligation (e.g., for the storage of payment data) (Article 6,(1)(c) of the GDPR).

Data recipients

Personal data is processed by LIKTA employees involved in organising events, as well as – in case the events are organised together with co-organisers – by their employees. If necessary, LIKTA can share your information with other service providers (e.g. payment data recipients may be accounting service providers), co-operation partners, moderators for the purpose of organising events, and organisations that provide conference facilities for security purposes. Personal data may be communicated to public relations service providers and the media for public information purposes. At the 2018 LIKTA conference, the registration of participants for the conference is ensured by the LIKTA co-operation partner.

Retention of data

We keep personal data for no longer than is necessary for the purposes for which the personal data is processed. Your contact information will be kept for a maximum of one and a half year after the end of the event to contact you and receive feedback after the event, as well as invite you to further similar events. If you indicated in the application form that you would like to receive information about the next LIKTA events or LIKTA newsletters, such information will be sent to the indicated email, offering the opportunity to refuse further notifications at any time. Any ID card / passport data will only be kept until the event is completely finished. The list of event visitors (name, surname, organisation), as well as any payment details processed for the purposes of the participation fee, will be kept for a maximum of 5 years after the event, for audit purposes and in order to comply with the legal obligation. After the above deadlines have expired, all your personal data will be deleted.

Public activity and public relations

LIKTA processes personal data through other types of public activities and public relations in order to implement the goals set out in the LIKTA Articles of Association. We process data for specific and relevant purposes, including:

– cooperation with governmental, municipal institutions, organisations, enterprises;

– developing and expressing an opinion on issues relevant to the ICT industry (e.g., in working groups and meetings, in the process of drafting legislation);

– organising of and participating in events (information on the processing of personal data for the purpose of organising LIKTA events is provided in the “Events” section of this privacy policy);

– conducting studies, surveys and market research;

– attraction of external experts in relation to LIKTA activities;

– dissemination of information to educate and inform the public about the trend and issues in the ICT industry (on the LIKTA website, social networks, sending to the media and other organisations, by publication of a newsletter (information about the processing of personal data in connection with the sending of news is provided in the “LIKTA newsletter and other news” section of this privacy policy);

– other purposes related to the above.

Categories of personal data that are processed:

– Identification data, such as name, surname, personal identity number, date of birth or year, identity document (passport, ID);

– Professional and educational data;

– Contact information: address, telephone number, e-mail address;

– Payment details, such as a bank account number;

– Individual’s visual data (photo, video);

– Other data – information, documents that LIKTA collects, receives or is provided by the individuals at their own initiative.

Data collection

We may receive personal data from you, when you engage in any way in the operation of LIKTA, cooperates or communicates with LIKTA. If you contact us by email or otherwise, we can process your personal data (such as name, surname, email, message content) to give you an answer. Your data will not be transferred to third parties.

We can also obtain personal information in a different way, for example, we can be provided with these by our partners and service providers in connection with joint co-operation activities, participation in events, etc.

LIKTA may also collect information by itself, for example, to publish publicly available or other information on its website and social networks for the purpose of informing the public, e.g. about the trends in the ICT industry. If you want the information published by LIKTA about you to be removed, you have the right to submit an application for exercising the “right to be forgotten” by sending us an e-mail at office@likta.lv.

Legal basis

The legal basis for data processing is for the purpose of the legitimate interests pursued by LIKTA (Article 6 (1)(e) of the GDPR) and the public interests (Article 6(1)(f) of the GDPR)). Article 10 of the Law on Associations and Foundations establishes the right of a society to exercise a public activity and the right to freely disseminate information about its activities. An additional legal basis may be performance of a contract (Article 6(1)(b) of the GDPR), consent (Article 6 (1)(a)of the GDPR) and compliance with a legal obligation (Article 6(1)(c) of the GDPR)).

Data recipients

Personal data is processed by LIKTA employees. If necessary, personal data can be transferred to governmental institutions (for example, ministries, the Saeima, the Cabinet of Ministers), organisations, educational institutions and enterprises, for example, in order to enable cooperation, to ensure the development of opinions and statements (in working groups, meetings, etc.). Personal data may, if necessary, be transferred to partners and service providers (for example, accounting and public relations service providers). Personal data may also be transferred to other organisations and authorities, for example, for organising events. For public information and education, personal data may be released for publication to the media and other organisations. 

In individual cases, including through international cooperation, personal data may be transmitted to third countries (e.g., countries outside the European Union and European Economic Area) or international organisations. In such cases, it will be ensured that your data is carefully protected and safe. Some countries have been recognised by the European Union as having an adequate level of data protection, in which case no additional measures are required. In other cases, the transfer of data is carried out in accordance with the regulatory enactments, providing appropriate guarantees in order to ensure a level of data protection equivalent to that provided by the EU.

Retention of data

We keep personal data for no longer than is necessary for the purposes for which the personal data is processed. LIKTA may store and process personal data while one of the following conditions exists: while the contract with you is in effect; while there is a legal obligation to store data; while data processing is necessary for the realisation of the legitimate interests of LIKTA or the public; as long as it is set out in the Regulation of the European Parliament and of the Council (for EU co-funded projects); as long as your consent to the relevant processing of personal data is in effect, unless there is another legal basis for the processing of the data. You have the right to withdraw consent to data processing at any time. The withdrawal of consent does not affect the data processing of data carried out while the consent was valid. After the above conditions expire, your personal data will be deleted.

LIKTA website

LIKTA newsletter and other news

To subscribe for LIKTA newsletters using our website, you must provide an email address.

By subscribing to the LIKTA newsletter, you agree that your personal data will be collected and further processed by LIKTA to send you a newsletter. The data will not be used for any other purpose.

In the case that by subscribing to a newsletter you indicated that you agree to be informed about other LIKTA news and events, your personal data will be used to send this type of information. 

If you subscribe to receiving the newsletter through the LIKTA website, LIKTA uses your data on the basis of consent (Article 6(1)(a) of the GDPR). In other cases, LIKTA may process personal data (name, surname, e-mail) in order to send news and other information about events, for example, about LIKTA conferences and seminars, and activities, also on the basis of LIKTA’s legitimate interests (Article 6(1) (e) of the GDPR) as a legal basis.

We use outsourced service providers to send newsletters. Outsourced service providers only process your personal data to send you a newsletter on our behalf. We do not sell or share your personal information with third parties for marketing purposes. 

Your personal data will be kept with LIKTA for as long as you are a subscriber to our newsletters – until you have withdrawn your consent or objected to the processing of your personal data. You can unsubscribe from the newsletter at any time by clicking on the relevant link in the newsletter or emailing us at office@likta.lv. Upon receipt of the request, we will stop sending you newsletters. The withdrawal of consent does not affect the data processing of data carried out while the consent was valid.

Registration for events

LIKTA can use the website to enable the registration of participants to specific events, such as conferences or seminars organised by LIKTA. Information about the processing of personal data for this purpose is provided in the “Events” section of this Privacy Policy.

Contact forms

LIKTA may invite communication via contact forms on the website or by activating the end user’s email and inviting an e-mail. Whenever you send us a message using the contact form or email, you give your consent to the collection and further processing of your personal data by LIKTA, so that we can give you an answer. Such data includes your email address, first and last name, the title of the post, the subject and content of the message. Your personal data will not be forwarded to third parties.

Cookies

A cookie is a small text file stored by your site on your computer or mobile device whenever you visit a site. Cookies are widely used to make websites more effective and provide information to site owners.

We use cookies on our website to ensure its operation and functionality, as well as to compile statistics.

We use technical, analytical and target (ad) cookies.

Technical cookies

Technical cookies are required to allow you to freely visit and browse the website and use the features it offers. These cookies identify your device, but they do not disclose your identity as well as they do not collect and gather information. Without these cookies, the website will not be able to function properly. These cookies do not collect information about you that can be used for marketing purposes and do not remember where you’ve been online. This category of cookies cannot be disabled and cannot be withdrawn from. These cookies are stored on your machine until the cookie has completed its function, but not longer than one year.

Analytical cookies

Analytical cookies collect information about how the website is used, establish the most frequently visited sections, including the content you choose when browsing the site. The information is used for analytical purposes and helps to improve the functionality of the site and make it more convenient to use. 

LIKTA uses the software Google Analytics, developed by the legal entity Google Inc. The program uses cookies, enabling the site maintainer to analyse how the site is used. You can read more about Google Analytics Terms of Service at http://www.google.com/analytics/terms/us.html. You can opt-out of collecting information from Google Analytics by downloading and installing the browser’s add-on: https://tools.google.com/dlpage/gaoptout. These cookies are stored in your machine for up to one year.

In some cases, LIKTA uses Google AdWords Remarketing Services, which will place ads on third-party sites (including Google) aimed at our past visitors. You can make settings for how Google advertises through the Google Ad Preferences page. You can opt out of interest-based ads used by cookies by visiting: https://support.google.com/ads/answer/2662922?hl=en. These cookies are stored on your machine for up to one year.

Confirmation and disabling of cookies

When visiting the LIKTA website, a notice will be displayed – a cookie preferences customisation tool with information that the website uses cookies and will require your consent to use certain types of cookies. If consent is not granted, your computer or internet-connected device will not be used for analytics or marketing activities. The consent tool specifically controls the marketing cookies and analytical cookies that are determined through our sister page. If consent is not granted, your computer or internet-connected device will not be used for analytics or marketing activities. The instrument will be registered when you agree to our cookie policy and will request consent every 90 days to ensure that users update their consent. Technical cookies cannot be disabled, and the tool cannot be used to block cookies on third-party sites that are linked to our site.

Cookie control and deletion

You can manage or delete cookies. Most web browsers can be set up to block cookies stored on your device. Note that then you will need to adjust the individual settings each time you visit the site, and some services and features on the site may not work. Read more at: https://www.aboutcookies.org/.

Other websites and social media

This Privacy Policy only applies to the content posted on the LIKTA website. LIKTA’s website and publications may contain links to other organisations’ websites. By clicking on the link, you will be redirected to the third-party site and you will be subject to third-party privacy policies. LIKTA does not control in any way and is not responsible for the content provided by this third party web site or personal data collected about you.

LIKTA uses social media networks: Facebook, YouTube, Twitter, LinkedIn to promote online presence and visibility. You can follow links from our website to Twitter, Facebook and LinkedIn LIKTA public profiles. By clicking on the social media button on our website, you will be redirected to the corresponding link that has its own cookie and privacy policy, over which we have no control.

Data security

We have taken appropriate technical and organisational measures to ensure that your personal data is processed securely. LIKTA applies appropriate security policies and procedures for protecting personal information from unauthorised access, unauthorised processing, disclosure, alteration or destruction. Your data is stored in information systems with limited access. Your personal information is only available to those who need to know it, and individuals who have access to personal data must comply with the confidentiality requirements for such information. We train our employees in ensuring the protection of personal data and safety in accordance with legal acts.

Your rights

You have the right to know about the processing of your personal data by LIKTA, as well as to receive detailed information about the data processing and its purposes.

You have the right to access your personal data, as well as, if incomplete or incorrect, to request them to be updated or corrected.

If your personal data is processed on the basis of your consent, you can freely choose to consent or not to consent to the processing of your personal data, and at any time easily and conveniently withdraw your consent without affecting the processing carried out before the withdrawal.

You have the right to object to the processing of your data if you have legitimate grounds relating to your particular situation.

You are entitled to file an application for data erasure and restriction of processing if you believe that your data is being processed in bad faith or unlawfully.

Exercising of rights

These rights are enforceable insofar as data processing does not follow from the obligations of LIKTA, imposed on the association by the applicable laws and regulations and which are carried out in the public interest.

In order to ensure that the information is provided to the right person, LIKTA must verify your identity when you want to exercise your rights.

You can file a claim for exercising your rights:

– in written form at the LIKTA office, by presenting a personal identification document;

– writing an email to office@likta.lv, by signing it with a secure electronic signature.

Upon receiving your request for exercising your rights, LIKTA will evaluate the request and inform you of the execution of the request within one month of receipt of the request. If necessary, given the complexity of the request and its timely notification, this deadline may be extended by another two months.

If you believe that your personal data is being processed incorrectly or your data subject rights have been violated , you can lodge a complaint with the Data State Inspectorate at Blaumaņa iela 11/13 – 11, Riga, LV-1011, info@dvi.gov.lv.

Changes to the privacy policy

LIKTA may amend this privacy policy to ensure that it is up to date. You will be notified of significant changes.

This version of the privacy policy is effective as of 23 October 2018.