Under the privacy policy, the performance of functions laid down in the Ministry’s by-laws implies not only but also the following functions:
- provision of consular assistance and consular services;
- control of strategic goods;
- issuing quota permits for timber imports;
- the management of sanctions issues by the Ministry as the coordinating authority specified in the Law on International Sanctions and National Sanctions of the Republic of Latvia;
- organising and conducting official and working visits to Latvia and abroad;
- accreditation of foreign ambassadors extraordinary and plenipotentiary, employees of foreign diplomatic and consular missions, international organisations and representations thereof, and their family members and private domestic staff, as well as non-resident diplomats and their family members, and dealing with other matters related to such persons.
The Controller may use the information contained in your application in order to ensure the performance of the Controller’s functions. Your applications may contain your name, surname, identification number, address and contact details, information on the companies you represent, permits or certificates granted to your company, as well as information on your identity document data, marital status, income level, employer, information on permits you have been granted, for instance, visas and other travel documents.
A specific amount of personal data may vary depending on the service you wish to receive from the Controller or what process the Controller has begun on their own initiative in order to perform the functions specified in laws and regulations.
In individual cases, the Controller may collect additional information using the accessible databases to ascertain whether there are no hindrances for the specific data subject to receiving the service requested or services they are entitled to (e.g., to enter Latvia or other Schengen Area member states). In view of the purpose of the processing of personal data when performing a function of the Ministry laid down in legislation, the amount of the personal data processed may vary depending on the amount needed to fully prepare a response letter to the request.
Legal basis for the processing of data
To ensure the performance of functions laid down in legislation, the Controller carries out the processing on the basis of point (e) of Article 6 (1) of the Regulation, that is, in the public interest, and of point (f), or for the legitimate interests pursued by the Controller.
In cases where complaints or claims are received regarding the conduct of the Controller, the Controller has a legitimate interest in providing evidence regarding the conformity of their actions with law. Where the legal interests of the Controller are or are likely to be prejudiced, the Controller may use all the information at their disposal to protect their interests or to reduce the risks of being put in a position to prejudice their legal interests.
Who will receive your personal data
The processing of your personal data will be performed by duly authorised employees of the Controller in accordance with the scope of duties specified in their job description, observing the requirements set out in laws and regulations governing personal data protection and other fields, as well as the requirements for the processing of personal data specified in the internal regulations of the Controller.
Personal data may be handed over to:
- the external service providers to the Controller (processors), who may be authorised to carry out certain data processing operations, acting on behalf and monitored by the Controller, e.g., experts engaged to perform some functions;
- law enforcement and control authorities;
- legal service providers, courts.
Personal data are not intended for transfer to recipients outside the European Union and the European Economic Area countries, unless the need to do that clearly arises from the process of data processing in relation to the person in question.
How long your personal data are stored
Information on the processing of personal data related to ensuring the state protocol, is stored for no longer than ten years. Your requests related to the exercise of the Controller’s functions are stored for no longer that five years. To ensure the protection of the Controller’s legitimate interests, the Controller may keep the obtained information for at least ten years and determine other storage period, if provided so in external law.
In separate cases, information on the data processing period may be included in forms or draft applications as you apply for and request a respective service. In order to specify the duration of data processing in your individual case, please contact the Controller or the Controller’s Data Protection Officer.
