Personal data processing principles

Personal data are processed to ensure the conduct and administration of the Latvenergo AS Annual Award, final thesis and scholarship competition (hereinafter collectively – the Competition), including the evaluation of Competition applications and the selection of the winner, communication with the Competition participant and/or winner, the issuing of prizes, as well as informing the public about the Competition results by publishing information about the Competition winner.

If you express a wish to participate in a final thesis or scholarship competition and submit an application form and/or CV, we will process the information provided in your application, for example, your first name, surname, e-mail address, telephone number, the name of your educational institution and faculty, specialisation, work and study/education history, the title of your final thesis and, if applicable, its grade, as well as the final thesis or its draft attached to your application.

If you express a wish to participate in the Annual Award competition and submit an application form and/or CV, we will process the information provided in your application, for example, your first name, surname, e-mail address, telephone number, information on academic and scientific research activities, as well as the collection of scientific or practical works attached to your application, including publications.

In addition, we will process information related to the conduct of the Competition and the organisation of the award ceremony, for example, information related to the assessment of compliance with the Competition requirements, information on whether we have contacted you, as well as notes on the timing and course of the potential award ceremony.

If you win a Competition cash prize, we will process your bank account number and other information necessary for making the payment.

In order to inform the public about the winners of a final thesis or scholarship competition, the winner’s information (first name, surname, educational institution, study programme, title of the thesis, academic degree, name of the award granted) will be published on the Latvenergo AS website: https://latvenergo.lv/lv/karjeras-iespejas/konkursi-un-stipendijas. Information on the Annual Award winners (first name, surname, scientific degree, name of the award granted, video and photo recordings) will be published on Latvenergo AS websites, in printed publications and on social media, for example, Twitter, Instagram, Facebook and YouTube, and will also be provided to the Latvian Academy of Sciences and to providers of public information services (for example, the media) for publication in the press or other mass media.

If, when submitting your application, you have indicated that you wish to be included in the list of potential candidates for future recruitment, we will process your first name, surname, contact details, and information on your education and work experience.

In order to organise the conduct of the Competition and select the Competition winner, as well as to communicate with you on matters related to the conduct of the Competition, the legal basis for processing your personal data is point (b) of Article 6(1) of the Regulation, i.e. taking steps, in accordance with the application, to ensure your participation in the Competition, assess the compliance of the submitted data with the Competition requirements and select the Competition winner.

The legal basis for publishing and transferring the personal data of the Competition winner is point (f) of Article 6(1) of the Regulation (processing of personal data for the purposes of the legitimate interests of the Controller, i.e. to inform the public about the Competition winner). On the basis of the Controller’s legitimate interests, we will secure evidence and, in the event of a potential dispute, retain personal data for a specified period until the dispute is resolved, as well as examine possible claims regarding the conduct of the Competition and turn to law enforcement institutions in the event of a violation of legal interests.

When administering the awarding and payment of cash prizes, the Controller will carry out accounting in accordance with point (c) of Article 6(1) of the Regulation (compliance with a legal obligation) and the Accounting Law.

If you have agreed to be included in the list of potential candidates for future recruitment, the legal basis for processing personal data will be point (a) of Article 6(1) of the Regulation (consent to the processing of personal data).

Your personal data will be processed by authorised employees of the Controller within the scope specified in their job duties, in compliance with the requirements of personal data protection and other laws and regulations, as well as the personal data processing requirements set out in the Controller’s internal regulations.

We may disclose your personal data to, and receive it from, the following cooperation partners and authorities:

• members of the Competition evaluation committee and the experts involved;
• members of the Latvian Academy of Sciences, councils or boards of scientific institutes, higher education institutions accredited in the Republic of Latvia and their structural units (hereinafter collectively – the Institution), if the Institution submits an application to the Competition in your interests and/or on your behalf;
• banks and other providers of payment and financial services;
• service providers that ensure the exchange of information between the Controller and financial service providers;
• the Controller’s outsourced service providers (processors), who may be authorised to carry out certain data processing activities on behalf of and under the supervision of the Controller, for example, providers of services for organising the award ceremony, and security and protection service providers;
• providers of public information services (for example, the media) and the public, including social media account users who access the published information;
• audit service providers;
• under certain circumstances (for example, if a complaint is received about the Competition concerned), data may be transferred to law enforcement or supervisory authorities, courts, as well as the Controller’s processors – providers of legal services;
• maintainers and service providers of online communication solutions.

It is not intended to transfer personal data to recipients outside the European Union or the European Economic Area, except where, for example, communication with you takes place using online communication solutions, in which case your personal data may be processed outside the European Union to provide the respective service.

The CV and/or application form for the Competition will be retained for 6 months from the day the Competition results are announced or, in the case of a scholarship competition, for 6 months from the application deadline.

Information related to payments will be retained for no less than 5 (five) years, in compliance with the provisions of the Accounting Law.

A copy of the final thesis or its draft submitted by Competition participants and a copy of the scientific or practical works that receive an award are stored by Latvenergo AS permanently.

Information on the Competition winners will be published on the Latvenergo AS website https://latvenergo.lv/lv/karjeras-iespejas/konkursi-un-stipendijas for 1 (one) year from the closing day of the Competition.

If you have chosen to be included in the list of potential candidates for future recruitment, the information will be stored until you withdraw your consent, but for no longer than two years from the day you applied to be included in the list of potential candidates for future recruitment.

If a complaint is received or a legal interest of the Controller is infringed, the relevant information may be retained until the dispute is resolved, for example, until the relevant court judgment enters into force.

Right of access. You have the right to access your personal data and to receive information from Latvenergo AS about the processing of your personal data. Using the contact details specified above, you may request information on the processing of your personal data if the information provided in these Principles does not seem sufficiently comprehensive to you.

Right to rectification. If you notice inaccuracies in your personal data, you have the right to request that Latvenergo AS rectify the inaccurate personal data.

Right to erasure. You have the right to request that Latvenergo AS erase your personal data; however, please note that your request may be complied with if:

• you have withdrawn your consent to the processing of personal data, bearing in mind that the withdrawal of consent does not affect the processing carried out while the consent was valid;
• the personal data are no longer necessary in relation to the purposes specified in the Principles for which they were processed;
• you have objected to the processing and the legitimate grounds of Latvenergo AS do not override your legitimate grounds;
• the personal data have been processed unlawfully;
• the personal data must be erased in accordance with the requirements of laws and regulations.

Please note that the right to erasure does not apply in cases where, under laws and regulations, Latvenergo AS is obliged to process the personal data, or where the processing is necessary for archiving, for the exercise of tasks in the public interest or for statistical purposes, as well as for the establishment, exercise or defence of legal claims.

Right to restriction of processing. You have the right to request that Latvenergo AS restrict the processing of your personal data if:

• you believe that the data are being processed unlawfully or are inaccurate (the restriction will apply while the contestation process is under way);
• you believe that the processing is unlawful, but you do not wish to have the personal data erased;
• you have objected to the processing and pending verification of whether the legitimate grounds of Latvenergo AS override your legitimate grounds;
• Latvenergo AS no longer needs your data for a specific purpose, but you need them to defend your legitimate interests and rights.

Right to object to processing. You have the right to object at any time to the processing of your personal data that is based on the legitimate interests specified in the Principles. Latvenergo AS has the right to continue processing your personal data if Latvenergo AS demonstrates compelling legitimate grounds for the processing that override your interests, rights and freedoms, or for the establishment, exercise or defence of legal claims.

Right to withdraw consent. Where you have given consent to the processing of certain personal data, you have the right to withdraw it at any time; however, such withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal. To withdraw consent, you may use the contact details specified in the Principles.

Right to data portability. You have the right to receive the personal data that you have submitted to Latvenergo AS in a structured, commonly used and machine-readable format, and you have the right to request that these data be transmitted to another controller if the legal basis for processing your personal data is your consent under point (a) of Article 6(1), or if these personal data are processed on the basis of a contractual relationship under point (b) of Article 6(1). Please note that you may request the exercise of the right to data portability only in respect of the personal data that you have submitted to us.

Right to lodge a complaint. You have the right to lodge a complaint with Latvenergo AS, as well as with the Data State Inspectorate (Elijas iela 17, Riga, pasts@dvi.gov.lv), if you believe that Latvenergo AS has violated your rights or has not sufficiently protected your personal data. However, before contacting the Data State Inspectorate, we ask you to approach Latvenergo AS or the data protection officer

To exercise all of the above rights, you may use the contact details of Latvenergo AS specified in these Principles, indicating the following personal data in your request: first name, surname, personal identity number, postal address (if you wish to receive the reply by registered mail) or e-mail address (if you wish to receive the reply to the e-mail address from which you sent the request), as well as additional identifying information, for example, by indicating the type or timing of the Competition.

We encourage you to submit your request in one of the following ways:

• send a free-form application electronically to info@latvenergo.lv or fpda@latvenergo.lv, signing the e-mail with a secure electronic signature;
• send your signed free-form application by post to: Latvenergo AS, Pulkveža Brieža iela 12, Riga, LV-1230.

In addition to these Principles, the Controller processes personal data in accordance with:

• the Principles of Customer Personal Data Processing, available at www.latvenergo.lv/dati;
• the Principles of personal data processing in candidate selection processes, available at https://latvenergo.lv/lv/personas-datu-apstrades-principi/pretendentu-atlase.

The Controller may make changes to the Principles at any time and will inform of them by publishing the current version of the Principles on its website.