We understand the special importance of the protection of your personal data, therefore, we collect and process only such data that is necessary for the performance of our activities. We process personal data lawfully, transparently and honestly, for predefined purposes and only to the extent that is necessary for the achievement of the purposes. When we process personal data, we strive to ensure that it is accurate, secure, confidential, and is properly stored and protected.
When processing your personal data, we comply with the General Personal Data Protection Regulation (EU) 2016/679 (hereinafter referred to as the GDPR) adopted on 27 April 2016, the Republic of Latvia Personal Data Processing Law, as well as the personal data processing requirements established in other legal acts.
1. WHAT IS THIS DOCUMENT?
2. WHO ARE WE?
2.1. This Website is managed and administered by joint data controllers (hereinafter referred to as Us, We), i.e.:
2.1.1. SIA Pētersona patents – AAA law, legal entity code 40102013203, registered office address Citadeles iela 12, Rīga, LV-1010, Latvija, information e-mail email@example.com, contact telephone number +371 67324695.
3. WHAT PRINCIPLES DO WE FOLLOW?
3.1. By processing your personal data we:
3.1.1. shall comply with the requirements of valid and applicable legal acts, including the GDPR;
3.1.2. shall process your personal data in a lawful, fair and transparent manner;
3.1.3. shall collect your personal data for specified, clearly defined and legitimate purposes and will not continue to process it in a way incompatible with those purposes, except to the extent permitted by law;
3.1.4. shall take all reasonable steps to ensure that personal data which are inaccurate or incomplete, having regard to the purposes for which they are processed, are rectified, supplemented, suspended or destroyed without delay;
3.1.5. shall keep them in such a form that your identity may be established for no longer than is necessary for the purposes for which the personal data are processed;
3.1.7. shall ensure that your personal data is processed in such a way as to ensure the proper security of personal data, including protection against unauthorised processing or unlawful processing of data, and accidental loss, destruction or damage, by applying appropriate technical or organisational measures.
4. FOR WHAT PURPOSES DO WE PROCESS YOUR PERSONAL DATA?
4.1. We shall process your personal data for the following purposes:
4.1.1. For the purpose of concluding, performing and administering legal and other service contracts.
We shall process your personal data in order to conclude and perform contracts for the provision legal and patent attorney services (consultations of legal and patent attorneys, advice on legal and intellectual property protection), preparation of documents with legal significance, representation in legal matters, defence and representation in litigation, etc. For this purpose, we may process your personal data such as: name, surname, date of birth, personal identification number, VAT identification number, contact data (telephone number, e-mail address, residential address), correspondence, bank account number, personal data provided by the customer (e.g. information about contracts concluded by him/her, relations with other persons, correspondence with the Customer); data that we shall collect from other sources when providing legal services (e.g. from publicly available sources, registers, etc.)). Such data shall be processed on the basis of the contract and/or in order to take action at your request before concluding the contract, and/or for the fulfilment of obligations set forth in legal acts, and/or for legitimate interest.
For the purposes of providing and administering legal and patent trusted services, we shall process your special categories of personal data only with your express consent and/or in order to assert, fulfil or defend your legal claims and/or in cases where you have obviously made this data public.
For this purpose, we shall provide or transfer your personal data or a part thereof:
(b) to courts, bailiffs, notaries, state or local government institutions or other competent institutions and organisations;
(d) If there is a question about the application of Lithuanian law, the data may be transferred to the Lithuanian companies UAB AAA Law, code 111593841 and Domkutės ir partnerių advokatų profesinė bendrija AAA LAW (Domkutė and Partners Attorneys at Law Professional Partnership AAA LAW, code 304559463.
(e) If there is a question about the application of Estonian law, the data may be transferred to the Estonian company AAA Patendibüroo OÜ, code 10223576.
For this purpose, we shall store your personal data during the validity of the contract for legal services or other services and for 10 years after its termination, if no other personal data storage term is established by the legal acts of the Republic of Latvia. The specified 10-year term may be extended if a (judicial) dispute is initiated – in such a case, personal data shall be stored until the date of mutual agreement and/or the final decision. If a separate contract is not concluded, we shall store your personal data for no longer than 1 month from the moment of making such a decision, unless another term for the storage of personal data is established by the legal acts of the Republic of Latvia.
4.1.2. For the purpose of combating money laundering and the prevention of terrorist financing.
When providing legal services, patent attorneys and patent attorney assistants must comply with the Republic of Latvia Law on the Prevention of Money Laundering and Terrorism and Proliferation Financing, and the requirements of customer familiarisation established by these legal acts before starting or continuing business relations with customers, as well as to mandatorily inform the relevant authorities about certain cash transactions or transactions that may be related to money laundering. Therefore, we draw your attention to the fact that in the cases specified by the specified legal acts, if you do not provide the specified data, we shall not be able to provide you with legal services.
For the purpose of combating money laundering and terrorist financing prevention, the following personal data shall be processed: name, surname, personal identification number (for a foreigner – date of birth (if available – personal identification number or other unique sequence of characters assigned to this person to identify the individual), number and validity period of the residence permit in the Republic of Latvia, place and date of its issuance (applicable to foreigners), photograph, signature (unless it is optional in the identity document), citizenship (unless it is optional in the identity document), in the case of a stateless person – the country that issued the personal identity document, bank account number, data confirming the origin of funds, sources of income, tax payer code. As well as other data provided in questionnaires on the prevention of money laundering and terrorism.
For this purpose, we shall provide or transfer your personal data or a part thereof:
(a) to the Financial Crimes Investigation Service;
(b) to law enforcement authorities.
For this purpose, we shall store your personal data during the validity of the contract for legal services or other services and for 10 years after its termination, if no other personal data storage term is established by the legal acts of the Republic of Latvia.. The specified 10-year term may be extended if a (judicial) dispute is initiated – in such a case, personal data shall be stored until the date of mutual agreement and/or the final decision. If a separate contract is not concluded, we shall store your personal data for no longer than 1 month from the moment of making such a decision, unless another term for the storage of personal data is established by the legal acts of the Republic of Latvia.
4.1.3. For direct marketing purposes.
After receiving your consent and in order to provide you with newsletters, including offers and information about our goods and/or services, events or other information of our related persons and partners, while improving our services, we shall process your personal data.
For this purpose, we shall process the following personal data: e-mail address, telephone number, and/or name, surname.
For this purpose, we shall receive your personal data from you.
For this purpose, we shall provide or transfer your data to companies providing newsletter automatic message sending services;
For this purpose, personal data shall be stored:
(a) until the end of the validity period of the contract with the data subject, unless the consent of the data subject has been obtained to store personal data longer;
(b) 3 years from the moment of receiving consent to process personal data, in cases where the data subject has not entered into a contract with us.
4.1.4. For the purpose of publicising recommendations, when you or other persons provide recommendations about us, which we share.
For this purpose, we may process such personal data as: name, surname, position, related company (name thereof), related trademark, the content of the comment to be made public (including, description of the services provided, without indicating the specific details of a separate order and without disclosing confidential information entrusted to us, except in cases where the customer (or other recommending persons) clearly states otherwise).
For this purpose, we shall receive your personal data from you.
For this purpose, we shall provide or transfer your data: the data shall be made public on our Website and/or in our Accounts, and it may also be transferred to legal entities providing Website maintenance and other information technology services.
For this purpose, we shall store your personal data for 5 years from the date of uploading them to the Website or a specific Account.
4.1.5. For the purpose of resolving potential or arising disputes with data subjects. When you contact us (or we, after receiving your request, contact you), we shall process the information of the communication that took place by telephone, e-mail, through the Website, Account or otherwise.
For this purpose, we shall process your personal data: name, surname, e-mail address, telephone number, place of residence (address), Internet address (IP), nickname, related company (name thereof), content of the complaint and/or request, date and time of contacting us, communication information, content of the comment to be made public.
For this purpose, we shall receive your personal data: from you, we may create personal data ourselves when carrying out a request or analysing a complaint (e.g. after receiving your complaint, we shall contact third parties about the factual circumstances and record them, etc.).
For this purpose, we shall store your data for 3 years from the date of its recording, except in cases where there is reason to believe that a crime or other illegal actions have been recorded or an internal investigation has been initiated until the end of the relevant investigation and/or trial.
4.1.6. For the selection of candidates to join our team. We shall process your personal data in order to find candidates who meet our needs to work for us, select them and assess whether the candidates are suitable for the job offered.
For this purpose, we shall process your personal data received from you (e.g. your CV, data provided in the motivation letter, data collected during communication, such as name, surname, e-mail address, telephone number, education, fields of activity, information about professional experience, foreign languages spoken, links to social network accounts (if you have provided them), information about special needs or wishes and other information provided by you), and/or received from other persons (e.g. recommendations from familiar persons, social networks, public information tools, personnel selection companies and their employee databases, etc.).
For this purpose, we shall store data during the selection process for the proposed job, except for the case where we have received your separate consent to store data after the end of the competition, in order to apply for other job vacancies offered to you. In such a case, the data shall be stored for 1 year.
4.1.7. For candidates who wish to undergo an internship with us. If you contact us concerning the opportunity to do an internship with us. For this purpose, we shall process your personal data such as: data collected during communication, data filled in by you in your CV, motivation letter or internship application form (name, surname, date of birth, personal identification number (if an internship contract is concluded), education, e-mail address, telephone number, city, data on the intern’s training institution and the intern’s studies, information on professional experience, foreign languages spoken, links to social network accounts (if you have provided them), information on special needs or preferences, information on possession of a driver’s licence, etc.).
If you apply for a specific intern position, but you are not offered an internship, we shall destroy your personal data immediately after the selection, except for the case when the candidate consents to store his/her personal data in order to apply for internship positions that become vacant at a later time. In such a case, the data shall be stored for 1 year for this purpose.
4.1.8. For the purpose of debt administration.
For this purpose, we shall process your name, surname, residential address, information about payments, basis and amount of debt, telephone number, e-mail address.
For this purpose, we shall receive your personal data directly from you, from publicly available sources (such as the population register, data provided by third parties, etc.) and from third parties.
For this purpose, we shall provide or transfer your data to:
(b) to courts, bailiffs, notaries, state or self-government institutions.
For this purpose, we shall store your data until the end of debt administration (debt liquidation) and taking into account the statute of limitations set by the Civil Law of the Republic of Latvia, which is 10 years.
4.1.9. For the purpose of our organised trainings and other events.
We shall process your personal data in order to administer the trainings and other events we organise (hereinafter occasionally referred to as the Events), if you have expressed your desire to participate in them, to inform the public about the Events (e.g. Event hosts, persons who participated in the Events, video and voice recordings of persons, video photographs taken during the events) and results thereof). For this purpose, we may process your name, surname, telephone number, e-mail address, social network accounts and other contact information, workplace name, position held (if the employer sends you to the Event or you specify this information), information about the Event (topic, date, time, duration, place, etc.), in which you participated, IP address and login data (if the event is remote), other data necessary for proper organisation of the Event. Personal data shall be processed on the basis of consent, conclusion and performance of a contract or our legitimate interest in presenting our activities to the public, considering that the processed personal data is necessary to achieve a legitimate interest.
For this purpose, we shall store the data until the end of the organisation and performance of the Events.
4.1.10. For the purpose of improving the managed Website and in order to offer you better and customised services.
We shall use your personal data, including the personal data we receive when you use our Website and/or when you visit our Website, in order to improve and develop the Website and offer you better and more personalised services. For this purpose, we shall use your personal data received from you, received when you are using our Website and received from other persons.
5. HOW DO WE COLLECT AND PROCESS YOUR PERSONAL DATA?
5.1. We process your personal data obtained in the following ways:
5.1.1. When you submit it to us.
5.1.2. When you use the Website operated by us, certain information (such as Internet address (IP) or others) shall be collected automatically.
5.2. You provide us with your personal data and other information by using the Website and/or visiting our Accounts, actively participating in them, i.e. by writing to us or communicating with our team, making inquiries and/or submitting your complaints, orders, comments or otherwise when you subscribe to our newsletter. If you contact us in writing or by e-mail, we shall save the correspondence data.
5.3. The information you provide may include your or the person’s you represent name and surname, e-mail address and telephone number, the text of the message and other data.
5.4. When you use the Website and/or visit our Accounts, certain non-personal information (e.g. Internet address (IP), type of Internet browser used, number of visits, viewed Website pages, time spent on the Website, the Internet source from which you came, information about the device used, language, country, etc.) shall be collected automatically. This information shall be used to improve the content, functionality and attractiveness of the Website, as well as our social media accounts.
5.5. We may combine personal data received from you with data collected by us from other public and/or accessible sources (e.g. we may combine personal data provided by you with data obtained using Website cookies or with data legally obtained from third parties, etc.).
6. DO WE USE YOUR PERSONAL DATA FOR DIRECT MARKETING?
6.1. Yes, we may use your personal data for direct marketing purposes in order to provide you with offers and information about our services that we believe may be of interest to you. However, we shall only use your personal data for this purpose with your additional consent.
6.2. For this purpose, we shall process your personal data specified in Clause 4.1.3. of the Policy.
6.3. You may choose whether you allow us to use your personal data for direct marketing purposes. You may do this by giving your consent, which you may revoke at any time.
6.4. By granting the right to process data for the purpose of direct marketing, you also give permission for us to contact you for this purpose by means of communication (e.g. e-mail, telephone, text message (SMS)) or other means of communication (e.g. Facebook, LinkedIn, Skype, Viber etc.).
6.5. We may combine available information about you with the information available to third parties in order to provide you with offers.
6.6. If you give consent to use your personal data for direct marketing purposes, we may use your personal data to analyse and improve the effectiveness of our webpages, advertising and market research, and for other marketing and sales goals. In such case, we will use your depersonalised data.
6.7. Even if you have given consent to the processing of your personal data for direct marketing purposes, you may easily withdraw this consent at any time for all or part of the personal data processing activities. You may do this in the following ways:
6.7.1. notify of refusal by e-mail in the manner specified in the communications and/or offers received (e.g. by clicking on the unsubscribe link in the newsletter), or
6.8. The processing of your personal data for the purpose of direct marketing shall be terminated no later than within 3 days from the date of receipt of the request.
6.9. Withdrawal of consent shall not automatically oblige us to destroy your personal data or to provide you with information about the personal data we process, therefore, we require you to specify such a request separately for the performance of these actions.
8. HOW DO WE STORE YOUR PERSONAL DATA?
8.2. Unfortunately, online information transfer is not completely secure. Although we do our best to protect your personal data, we cannot guarantee data security when you transfer data to the Website – you assume the risks associated with data transfer to the Website. When we receive your data, we shall apply strict procedures and security measures to protect your data against unauthorised access.
8.3. If there are unlikely circumstances and we find out about a violation of your personal data security that may seriously jeopardise your rights or freedoms, we shall immediately inform you as soon as we find out and determine which information has been accessed.
9. EXTERNAL WEBSITES
9.1. The Website may contain links to external websites – websites where we have accounts that promote our services. By following such links to any of the websites, please note that these websites and the services accessed through them have their own separate privacy policies and we do not accept any liability or obligations for such policies or for personal data collected on or through these websites, such as contact or location details. Review these policies before submitting your personal information to these websites or using any services. Also, read the privacy notices of the third parties managing such websites and contact the service providers directly if you have any questions about how they use your personal data.
10. WHAT RIGHTS DO YOU HAVE?
10.1. In processing personal data, we shall guarantee your rights under the GDPR and the Republic of Latvia Personal Data Processing Law. As a personal data subject, you shall have the following rights:
10.1.1. to know (to be informed) about the processing of your personal data;
10.1.2. to access your personal data that we process;
10.1.3. to demand the correction or supplementation, revision of incorrect, inaccurate, incomplete personal data;
10.1.4. to require the destruction of personal data where they are no longer needed for the purposes for which they were collected;
10.1.5. to demand the destruction of personal data if they are processed unlawfully or if you withdraw your consent to the processing of personal data or do not give such consent, which is necessary;
10.1.6. to object to the processing of personal data or to withdraw your consent given previously;
10.1.7. to request suspension (except storage) of your personal data processing operations, in the event of disputes or the need to verify the legality of the processing, the accuracy of the data, as well as in cases where we no longer need your personal data, but you do not want us to destroy it;
10.1.8. to request, if technically possible, the provision of your personal data in an easily readable format for your consent or for the purpose of performing the contract, or to request the transfer to another data controller.
10.2. We shall endeavour to guarantee the exercise of your rights as a person of the personal data subject and to create all conditions for the effective exercise of these rights, but we reserve the right not to comply with your requirements when it is necessary to ensure:
10.2.1. fulfilment of legal obligations imposed on us;
10.2.2. security or defence of the state;
10.2.3. public order, prevention, investigation, detection or prosecution of criminal offences;
10.2.4. important economic or financial interests of the state;
10.2.5. prevention, investigation and detection of violations of professional ethics;
10.2.6. protection of your or other person’s rights and freedoms.
10.3. You may provide us with the requirements related to the implementation of your rights in person, by post or by electronic means. Upon receipt of your request, we may ask you to provide proof of identity, as well as any additional information related to the request which is necessary for us.
10.4. Upon receipt of your request, we shall respond to you within 30 calendar days of receipt of your request and of the date of submission of all necessary documents for submission of a response.
10.6. If we refuse to comply with your request, we shall clearly indicate the reason for such refusal.
10.7. If you disagree with our actions or the response to your request, you may complain to competent public authority about our actions and decisions.
11. HOW CAN YOU FILE A COMPLAINT?
11.2. If you believe that your rights have been violated in accordance with the GDPR/other applicable acts regulating the protection of personal data, you may file a complaint with our supervisory authority – the State Data Protection Inspectorate of the Republic of Latvia, you may find more information and contact details on the Inspectorate’s website (https://www.dvi.gov.lv/lv). Although, above all, we shall try to resolve all disputes together with you.
13. HOW CAN YOU CONTACT US?