By registering on the portal Dabasdati.lv, you entrust the Latvian Fund for Nature (registration number 40008019379, contact information: Blaumaņa Street 32-8, Riga, LV-1011, phone +371 67830999, e-mail address: dabasdati@ldf.lv) and the Latvian Ornithological Society, Skolas Street 3, Riga, as the Controllers of processing of personal data of natural persons (hereinafter – the Company or we or the Manager) with your personal data and give us the right to process them in accordance with the amounts, types and purposes specified in the Terms of Use (hereinafter ­– the Terms) of the portal Dabasdati.lv and this Policy (hereinafter – the Policy).

By implementing Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation) ) (hereinafter – Regulation), we provide you with a particularly transparent and fair processing of your personal data, and we take care of your privacy and the security of your personal data.

In this Policy, you will find all information about what personal data we collect and process about you as a natural person, for what purpose we use it, for how long we store it and other information that is important to you.

This information is important to you, so we encourage you to read this Policy carefully before providing us with your personal data.

We also draw your attention to the fact that both the Policy and the Terms may be changed, supplemented or updated, and the updated Policy and Terms will be posted on the portal Dabasdati.lv.

If you do not accept the Terms, this Policy or any of its terms, unfortunately we will not be able to give you the opportunity to use all or some of the services we provide (the Services).

1.  For what purpose and what personal data do we process, what is the legal basis and term for data processing?

Before registering on the portal Dabasdati.lv, you must first read the Terms and this Policy. You can then fill in the registration form. When registering, it is necessary to receive your confirmation that you have read this Policy and Terms and Conditions and want to enter into an agreement on the use of the portal functionality. If you provide us with such confirmation when you register, then the agreement is considered concluded, and you can add your observation on our portal Dabasdati.lv. In order to enter into an agreement, the submission of your personal data is mandatory, because without submitting them, you will not be able to enter into an agreement and use our portal Dabasdati.lv to add your observation. By registering, you enter into the agreement and confirm that the personal data provided by you is accurate and correct and that you can enter into the agreement and you are not younger than 13 years. We do not take responsibility for inaccurate, incomplete or incorrect personal data submitted by you.

According to the personal data submitted by you, when registering on the portal Dabasdati.lv, after concluding the Agreement, a unique profile (account) of your user is created, which we will use to identify you as a registered user of the portal Dabasdati.lv, which will enable you to use the Services applicable to registered users in accordance with the provisions of the Agreement and the provisions of this Policy.

Using the personal data you provide, we recognize you when, for example, you want to update or change your data, contact us in connection with the submission of the relevant personal information, exercising rights related to the processing of personal data, etc.

We may use the contact information (e-mail) provided by you to communicate with you in fulfilling our obligations under the Agreement, including responding to your requests, claims, providing important information about the Service, its provision and/or changes to this Policy, or finding difficulties in the fulfillment of the Agreement obligations related to the placed observations, etc.

It is very important that the personal data you provide is accurate and correct. If you provide incorrect (false) personal data, forget it or do not update it, when your personal data changes, we may have difficulties in ensuring the fulfilment of the Agreement obligations and the provision of the Services to you, as well as there may be other difficulties in exercising your rights. We will not be liable for any damage you may suffer as a result of providing incorrect or inaccurate personal data.

If the data submitted by you changes, you must immediately inform us about it, or you can make changes independently by changing the relevant personal data in the profile of your registered user on the portal Dabasdati.lv.

We are not in a position to verify the accuracy and veracity of the personal data you provide if you do not provide it to us. By accepting your registration and concluding an Agreement with us, we believe that the personal data submitted by you is accurate and correct.

Special conditions for the processing of personal data of minors: According to the Terms of Use, you can register on the portal and use its functionality if you are at least 13 years old. In this case the legal basis for the processing of your personal data, i.e., – your name, surname, year of birth, User name, contact information (e-mail address), observation information (including photo, audio recording, location and time of the observation marked on the map (GPS) and time of adding the observation, administrative territory, name of the place, username of the observer, and other information specified by you, as well as comments), signing-in to the profile and profile activity data, incl. technical browsing data (IP address, sign-in and browsing technical information), is your consent, which you can revoke at any time by deleting your profile. At the same time, we explain that even in the event of withdrawal of consent, we, on the basis of our legitimate interests, may retain information about you in order to provide evidence if the terms of use of the portal are violated. Please also note that we may at any time ask you to ensure that you submit the consent of your parents (legal representatives), which allows you to continue to use the functionality of the portal. If we do not receive the requested consent, we reserve the right to delete your personal data, but to retain information about observations by anonymizing your data.

2. From what sources do we obtain and compile your personal data?

We obtain almost all of your personal data only from you. By registering and submitting observations on the portal Dabasdati.lv, you submit data directly to us.

When we need to obtain additional information or investigate significant circumstances in order to qualitatively and objectively review your observation, we may link your observation data to our existing data and/or data collected during the review of your observation, for example, we may review your profile usage history, survey our employees, etc.

3. How do we store and destroy data?

At the end of the period of processing and storing your data set out in this Policy (except as set out below), we will destroy (anonymise) your data in a secure manner, as soon as possible, within a reasonable and valid period of time required to perform such activities.

Your personal data may be stored longer than specified in this Policy only if any of the following conditions exists:

- it is necessary for us to be able to defend ourselves against claims and to be able to exercise our rights;

- the term of storage of personal data is determined or follows from the regulatory enactments of the Republic of Latvia and/or the European Union;

- there are reasonable grounds for suspecting unlawful conduct which is the subject of investigation;

- your data is necessary for proper handling of a dispute or complaint;

- it is necessary to provide a backup and for other similar purposes;

- in the presence of other grounds provided for by law.

In the event of such circumstances, the information containing personal data will be stored until the relevant proceedings (criminal proceedings, administrative violations proceedings, completion of administrative proceedings) are transferred to the law enforcement authority or until its final decision.

4. In which cases and to which recipients of personal data do we disclose your data?

We may transfer your data for processing to the recipients of personal data, i.e., other users of the observations of the portal Dabasdati.lv who provide comments on your observations or view your observations, as well as persons who help us to perform and administer the provision of the Services (for example, administrators and moderators of the portal). Such persons may include IT database software providers, database administration service providers, providers of data centres, maintenance and cloud service, as well as Biolovision Sàrl, which has developed an interactive Ornithobase information system implemented on the Dabasdati.lv portal dedicated to the collection, analysis, distribution etc. of wildlife observations. In any case, we provide data processors with only as much data as is necessary to perform a specific task or provide a specific service. The processors involved by us may only process your personal data according to our instructions and may not use them for other purposes or transfer them to other persons without our consent. In addition, they must ensure the protection of your data in accordance with applicable law and in accordance with the written agreement concluded with us.

Data may also be transferred to competent/supervising public, local government or law enforcement authorities, such as the police, the prosecutor's office, the court or supervisory authorities, but only upon their reasonable request or only if required by applicable laws or in the cases and in accordance with the procedures specified by law in order to ensure the security of the state, local government or law enforcement authorities and/or our rights, our employees and IT resources, to raise, submit and defend legal claims, etc. Information on recorded observations may be transferred to the Nature Protection Board for use for nature protection purposes.

5. In what territory do we process your personal data?

We process your personal data only within the European Union and the European Economic Area. We do not currently intend to transfer and we do not transfer your personal data to third countries.

6. What are your rights and how can you exercise them?

Data protection law gives you many rights that you are free to exercise, and we give you the opportunity to exercise them. We provide information about your specific rights and ways of exercising them in this Policy, please read it carefully:

6.1. The right to access your personal data that we control

You have the right to receive our confirmation as to whether we process your personal data, as well as the right to access your personal data we process and information about the purposes of the processing, the categories of data we process, the categories of data recipients, the data processing period and the sources.

We provide most of this information in this Policy, and we believe it will be useful to you.

If you are a registered account user of the portal Dabasdati.lv – you have created a profile and you can at any time get acquainted with the personal data we process in your user profile (for example, check the personal data information submitted by you, update information, etc.).

If the information provided in this Policy, your User Profile on the portal Dabasdati.lv is not sufficient for you, you can always contact us in the ways specified in Clause 8 of this Policy.

6.2. Right to rectify personal data

If the data provided at the time of your registration has changed or you see that the information we process about you is inaccurate or incorrect, you have the right to request that this information be changed, clarified or corrected by contacting us in the manners specified in clause 8 of this Policy or you can independently correct (update) your data in your profile account on the Dabasdati.lv portal.

6.3. Right to submit a complaint

If you believe that we are processing your data in violation of data processing/protection legislation, we first ask you to contact us directly. We believe that we will be able to dispel all your doubts, satisfy your requests and correct any mistakes we have made, if any.

If you are not satisfied with the solutions we offer or if, in your opinion, we do not take the necessary action in accordance with your request, you have the right to submit a complaint to the supervisory authority, which in the Republic of Latvia is the Data State Inspectorate.

6.4. The right to object to the processing of data where the processing is justified by a legitimate interest

You have the right to object to the processing of personal data if the personal data is processed on the basis of our legitimate interests. However, given the purposes of providing the Services and the balance of legitimate interests of both parties (both you as the data subject and we as the controller of personal data), your objections may mean that by terminating the processing of your data that ensure our legitimate interests, we will not be able to give you the opportunity to continue to use the Services and the Agreement concluded will be terminated.

If you wish to exercise the rights set out in this section, please submit a written request to us at the contact address we provide in clause 8 of this Policy.

6.5. Right to delete data (right to be forgotten)

In certain circumstances under data processing law (e.g., if personal data are processed unlawfully, the legal basis for the data processing is no longer valid, personal data is no longer necessary for the purposes for which they were collected or otherwise processed, etc.), you have the right to request that we delete your personal data. If you wish to exercise this right, please submit a written request to us at the contact address provided by us in clause 8 of this Policy.

It is important to note that the data of the user registered in your profile account will be deleted without your separate request if you stop using the Services on the Dabasdati.lv portal, you have not registered any observations, and 3 (three) years have passed since your last activity as a registered user on the Dabasdati lv portal.

6.6. Right to restrict data processing

In certain circumstances referred to in the data processing legislation (if personal data is processed unlawfully, you dispute the accuracy of the data, you file objections to the processing of data that protects our legitimate interests, etc.), you also have the right to restrict your data processing. However, we should note that due to restrictions on data processing and for the duration of these restrictions, we may not be able to provide you with the Services and fulfil our obligations under the Agreement.

If you wish to exercise this right, please submit a written request to us at the contact address provided by us in clause 8 of this Policy.

7. How do we review and process your requests?

In order to protect the data of the user of our portal from unauthorized disclosure, we will have to verify your identity when we receive your request for the provision of your data or the exercise of your other rights. For this purpose, we may ask you to indicate the current data registered on the portal Dabasdati.lv in your user profile (for example, name, surname, year of birth, e-mail address), then we will compare whether the data you provide matches the relevant data of the registered user. During this verification, we may also send a control notice to the contact information provided in the registration form for communication (by email) requesting authorization. If the verification procedure is unsuccessful (for example, the data provided by you does not match the data specified in the profile of a user registered on the portal Dabasdati.lv or you do not carry out authorization after receiving the sent e-mail notification), we will be forced to establish that you are not the data subject concerned and we will be forced to reject your request.

Upon receipt of your request for the exercise of any of your rights and the successful completion of the above verification procedure, we undertake to provide you with information in accordance with your request without delay, but in any case no later than one month after receipt of your request and completion of the verification procedure. Due to the complexity and number of requests, we have the right to extend the one-month period for another two months, informing you about it before the end of the first month and stating the reasons for such an extension.

If your request is submitted by electronic means, we will also provide an answer by electronic means, unless this will not be possible (for example, due to the large amount of information) or if you ask for an answer in another way.

We will refuse to grant your request with a reasoned reply if the circumstances specified in the legislation are established, in cases where we are unable to provide you with information by informing you in writing about it.

8. How can you contact us?

You can contact us – the Latvian Fund for Nature – about all matters of personal data processing and protection in the following ways:

- by e-mail, writing to the e-mail address: Dabasdati@ldf.lv

- by calling to our phone +371 67830999

- postal correspondence address: Blaumaņa Street 32-8, Riga, LV-1011, Latvia.

9. How secure is your data?

We respect your privacy, so the security of your personal data is our priority. We use appropriate organizational and technical means to ensure ongoing security of your personal data and the compliance of data processing with the requirements of personal data protection legislation and our internal policy. We consistently adhere to the principle of personal data minimisation and do not collect data that we do not need to achieve the objectives set out in this Policy.

We use a variety of personal data protection and security technologies and procedures to protect your personal information from unauthorized access, use or disclosure. Our partners are carefully selected, and we require them to use appropriate means to protect the confidentiality of personal data and ensure the security of your personal information. However, complete security cannot be guaranteed in the transmission of your information to us via the Internet or mobile communications; any transmission of your information to us in the ways indicated above is at your own risk.

10. Policy validity and changes

The privacy policy of the portal Dabasdati.lv can be changed or updated.

On the portal Dabasdati.lv, you will always find the latest version of the Policy.