This Privacy Notice sets out the procedure for the processing of personal data by the NATIONAL SCIENTIFIC INSTITUTE OF EXCLUDED PUBLIC ENTITY “NATIONAL BOTANICAL GARDEN” (hereinafter – NBG) in accordance with Article of General Data Protection No.2016/679 (hereinafter – Article), the Law on Processing of Personal Data, as well as other laws and regulations in force in Latvia.

NBG ensures the confidentiality of personal data and has taken appropriate technical and organisational measures to protect personal data. Personal Data Protection specialist is involved in the accountability of the NBG.

Personal Data Protectin specialist Artūrs Mezītis can be reached by e-mail datu.specialists@nbd.gov.lv or by phone +371 27753113

We inform you that NBG may change this Privacy Notice (hereinafter – Notice), so please check the Notice to ensure that you are aware and familiar with any changes.

THIS NOTICE WAS LAST RENEWED ON 10th JANUARY 2024

Purposes of processing of personal data, legal grounds

The NBG processes personal data mainly for the following purposes:

• Performing legal duties, record-keeping functions, public procurement, and sub-threshold procurement;
• For the establishment and maintenance of a contractual relationship with the data subject;
• Personnel management, conclusion and implementation of the employment contract, accounting requirements for payroll, including the relevant supporting documents, provision of social benefits (health insurance, etc.), control of working time and performance of duties;
• Financial management.

The legal bases for the processing of personal data by the NBG are the fulfilment of a contract (Article 6, section 1 (b)), the performance of a legal obligation (Article 6, section 1 (c)), legitimate interest (Article 6, section 1 (f)) and, in certain cases, the data subject’s consent (Article 6 section 1 (a)).

Please note that the list of purposes of processing contained in this Privacy Notice is not comprehensive.

Video surveillance and audio recordings

NBG conducts video surveillance in the area for following reasons:

• To ensure public order and reduce the risk of threats to public safety;
• to prevent or detect criminal offences, in connection with the protection of property and the protection of vital interests of persons, including life and health.

Information about video surveillance is posted in the form of warning signs in the video surveillance areas.

Please be informed that the video surveillance recordings may only be accessed by persons authorised by the NBG in connection with the purposes of the processing of personal data.

Recipients of personal data

Personal data may be received from the NBG by state and local government institutions in accordance with the procedure set out in regulatory enactments, such as the State Revenue Service, the Ministry of Environmental Protection and Regional Development, NBG employees, etc.

We inform you that we do not transfer personal data to third parties without a legal basis, as well as we register persons who have obtained information from NBD in accordance with the procedure established by the laws and regulations.

We may also use data processors to process personal data. In such cases, we take the necessary steps to ensure that such processors process personal data in accordance with the NBG instructions and in compliance with the applicable laws and regulations, requiring appropriate security measures to be taken.

Please be advised that personal data is not intended to be transferred to a third country or international organisation.

Retention periods for personal data

The NBG shall retain personal data in accordance with the defined purposes and legal grounds for processing personal data for as long as at least one of these criteria exists:

• There is a legal obligation to keep the data;
• It is necessary for the pursuit of legitimate interests;
• It is necessary for the performance of a contractual obligation;
• The data subject’s consent to the processing of the personal data concerned is valid;
• The video surveillance data shall be stored for a maximum of 10 days after recording and deleted after that period (except where storage is requested by law enforcement authorities for the investigation of criminal offences).

Access to your personal data and other rights of the data subject

• In order to obtain information on personal data processed by the NBG concerning the data subject, the data subject shall have the right to apply to the NBG and obtain information in accordance with the procedure established by the regulatory enactments.
• The data subject has the right to request the restriction of the processing of personal data, to object to the processing of personal data, to request the rectification of personal data and, in certain cases, their erasure, in accordance with the provisions of the .
• The NBG can communicate with the data subject: in person, having first identified the data subject; by post, by sending items to the person’s registered address of residence as registered mail; by e-mail, by replying to the same e-mail from which the data subject sent the application, signed with a secure electronic signature; by receiving the application via www.latvija.lv website.
• In the event of a personal data breach or suspected personal data breach, we encourage you to contact the NBG or the NBG Data Protection Specialist. Complaints about personal data breaches may also be submitted to the data supervisory authority, the State Data Inspectorate.

Profiling

Profiling is any automatic processing of personal data for the purpose of analysing or predicting your actions. NBG does not do this.

System	Purpose of data processing	Retention periods for personal data	Data subject’s rights
Recruitment	Selection of potential employees	4  (four) months after the end of the specific recruitment process	You have the right to withdraw your consent, request the restriction of processing of your personal data, object to the processing of your personal data, request the rectification of your personal data and, in certain cases, their removal, in accordance with the provisions of the Regulation. You can do this by sending a written request to the following e-mail: datu.specialists@nbd.gov.lv
Processing of enquiries	For the production of enquiries at the request of an employee of the NBG or another data subject	5 (five) years	The NBG can communicate with the data subject: in person, having first identified the data subject; by post, by sending items to the person’s registered address of residence by registered post; by e-mail, by replying to the same e-mail from which the data subject sent the application, signed with a secure electronic signature.
Communication between NBG employees	Use of private phone number to organise and communicate NBG work duties	Until termination of employment

Informing the data subject about the data processing is considered as data subject’s consent to the achievement of the stated purpose.