Personal Data Processing Policy of the National Library of Latvia

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1. General Provisions

1.1. The National Library of Latvia (hereinafter – NLL) is a state cultural institution of national significance under the supervision of the Ministry of Culture, which operates in accordance with the Law "On the National Library of Latvia", regulations approved by the Cabinet of Ministers and other regulatory enactments.

1.2. According to the law, NLL has the following functions:

1.2.1. NLL, in coordination with other libraries:

1.2.1.1. creates a collection of national literature, ensures its use and preservation for future generations;

1.2.1.2. selectively collects (by purchasing, acquiring through exchange, receiving in the form of donations) and stores those foreign printed works and documents that are important for the development of Latvian statehood, science, national economy, education and culture, as well as ensures the use thereof;

1.2.1.3. performs the functions of the Latvian Central Depository Library;

1.2.1.4. is responsible for the development of the national bibliography in the country, creates, maintains and manages the national bibliography and the national bibliographic data and knowledge organisation system and resources. The National Bibliography is a set of information on publications issued in physical and digital form in Latvia, which is a part of the national cultural heritage, and related structured, systematised information and authoritative data, which comprise standardised, structured, verified and reliable information about persons, institutions, places, events, works, objects and other word designations of controlled classifiers;

1.2.1.5. organises and creates a system of joint catalogues of Latvian libraries in order to provide users with information regarding all information resources in the country;

1.2.1.6. performs the functions of the Latvian interlibrary loan centre;

1.2.1.7. organises and ensures the operation of the librarian and information service for servicing the parliament;

1.2.1.8. implements the processes of digitisation of cultural heritage, develops the digital resources of the national cultural heritage, including the creation of a digital library of Latvian cultural heritage and ensures its long-term preservation;

1.2.2. NLL maintains the thesaurus database of the cultural sector and ensures its public availability;

1.2.3. NLL ensures the creation, support, issuing, publishing and publication of the National Encyclopaedia in book and electronic form on the internet;

1.2.4. while maintaining and developing the data centre infrastructure at its disposal, as well as cooperating with other institutions, NLL may provide paid services of the data centre, provision of computing resources, data processing, provision of short-term data storage resources, accommodation of information systems, as well as long-term data storage, in particular research institutions, educational establishments and cultural institutions.

1.3. The purpose of the NLL personal data processing policy is to provide a natural person – data subject, with information on the purpose, scope, protection of personal data processing, as well as other information when processing their personal data.

1.4. In order to perform its functions and provide services in the most efficient way, NLL needs to collect, process and use certain types of information about individuals and organisations.

 

2. Data Controller and Its Contact Information

National Library of Latvia
Registration No. 90000057827
Legal address: Mūkusalas iela 3, Riga, LV-1423
Phone: +371 67806100
E-mail: lnb@lnb.lv

 

3. Purpose of Personal Data Processing

3.1. The processing of personal data is necessary for NLL to be able to fulfil its functions and tasks in the five main areas of activity implemented by it:

3.1.1. library collection in the digital age;

3.1.2. the library as an environment open to growth;

3.1.3. the library collection as a unique and irreplaceable resource of research and its studies;

3.1.4. creating cultural experience in the library;

3.1.5. library as a driver of industry development.

 

4. Legal Grounds for the Processing of Personal Data

4.1. NLL only processes personal data within the legal framework.

4.2. The main legal frameworks for the processing of personal data at NLL:

4.2.1. the processing of personal data is necessary to fulfil a legal obligation applicable to NLL;

4.2.2. the processing of personal data is necessary to fulfil a task performed by NLL in the public interest or in the exercise of official powers legally conferred on it as a controller.

4.3. Additional legal frameworks may include:

4.3.1. processing necessary for the performance of a contract or for taking action on request before the conclusion of a contract;

4.3.2. consent to the processing of personal data for one or more specific purposes;

4.3.3. processing necessary to protect the vital interests of a natural person - life and health.

4.4. The data subject may revoke the given consent at any time by contacting NLL in general or by directly contacting the relevant structural unit of NLL, to which the consent was previously given.

 

5. Automated Decision-Making

There is no automated decision-making regarding the processing of personal data.

 

6. Categories of Recipients of Personal Data

6.1. In order to provide services efficiently and perform its functions, NLL exchanges data between institutions, organisational units, as well as other organisations that provide services to or on behalf of NLL.

6.2. NLL may transfer personal data to third parties, but only if it is necessary to fulfil the obligations specified in legal enactments or if permitted by legal enactments in the field of personal data protection.

6.3. If it is necessary to exchange personal data, NLL will exchange them with legal and natural persons who will provide sufficient guarantees that appropriate technical and organisational measures will be implemented in such a way that processing will comply with legal data protection requirements and ensure the protection of the rights of the data subject, as well as will fulfil the obligations set out in the legislation in the field of personal data protection. Such guarantees and conditions will be set out in the agreements with those persons.

6.4. NLL will not use personal data for commercial communications unless express consent has been given to do so.

 

7. Transfer of Personal Data to a Third Country or to an International Organisation

When transferring personal data to a third country that is not an EU or EEA member state or to an international organisation, the preconditions specified in the regulatory enactments are observed.

 

8. Duration of Storage of Personal Data

In accordance with the nomenclature of record keeping, NLL shall store personal data for no longer than is necessary for the achievement of the relevant purpose of personal data processing and/or within the term specified in regulatory enactments.

 

9. Rights of the Data Subject

9.1. The data subject has the following rights:

9.1.1. to obtain information collected about them for the purposes of processing personal data referred to in Article 4 of the Regulations;

9.1.2. to obtain information regarding those natural or legal persons to whom information regarding this data subject has been issued. It is prohibited to include state institutions which are the promoters of criminal proceedings, subjects of operational activities, or other institutions in respect of which the law prohibits the disclosure of such information, in the information provided to the data subject;

9.1.3. to request the correction or erasure of the data or the processing restriction in relation to the data subject;

9.1.4. the right to object to the processing;

9.1.5. to withdraw their consent at any time to the processing of data, the legal basis for which is the consent of the data subject.

 

10. Need to Provide Personal Data

The obtained personal data are used for the provision of the respective services and for the implementation of the NLL functions to the extent necessary for it in accordance with the requirements of regulatory enactments. In the event that personal data are not provided, NLL has no legal basis to provide the relevant service to the data subject.

 

11. Video Surveillance

11.1. NLL performs video surveillance of public premises for the following purposes:

11.1.1. to reduce risks to public order and public security;

11.1.2. prevention or detection of criminal offences related to the protection of property and the protection of vital human interests, including life and health.

11.2. NLL performs video surveillance with stationary and mobile video cameras, which are used to obtain and store video surveillance records.

11.3. Before the video surveillance zone, NLL provides information about the performed video surveillance.

11.4. Video surveillance recordings may only be accessed by authorised persons for specific purposes for the processing of personal data or to ensure that the system is operational.

 

12. Cookies

In order to improve the functionality of https://www.lnb.lv/ and adjust it to the habits of users, as well as to obtain statistics on the activities performed by users, cookies are used on the NLL website.

 
12.1. What are cookies and how do they work?

Cookies are small text files that a computer or mobile device stores when you visit a website. The next time you visit https://www.lnb.lv/, the browser will remember the previous steps and perform some of them instead of the user; for example, it will choose the language.
 

12.2. What cookies are used?

The following types of cookies are used to improve the functionality and ease of use of the website:

12.2.1. Session cookies – temporary cookies that are only stored until the browser is closed. Session cookies help to remember the choices made on the previous page so that one does not have to re-enter the information;

12.2.2. Persistent cookies – identify a unique user and help to remember information about previous actions when returning to the website;

12.2.3. Tracking cookies – used for website visit statistics;

12.2.4. Third-party cookies – cookies from third parties, such as Google, are used to serve ads and optimise marketing communications;

12.2.5. Cookies from other websites – may contain links to other websites. NLL is not responsible for the protection and confidentiality of any information provided by the user when visiting other sites, as well as such sites are not covered by this notice. The user should exercise caution and review the privacy statement of the relevant website.

12.3. How can one restrict the storage of cookies or remove cookies?

If the user wants to restrict (not allow) the storage of cookies or delete stored cookies, this can be done through the browser settings or otherwise. More information: https://www.aboutcookies.org/ or http://www.allaboutcookies.org/manage-cookies/. By restricting (not allowing) cookies, some website services may not work properly.

 

13. NLL Personal Data Protection Specialist

13.1. Contact information for personal data protection issues:

Personal data protection specialist Kaspars Ozols
Phone: +371 27228777
E-mail: persondati@lnb.lv

13.2. If there is a suspicion that NLL processes personal data improperly, it is necessary to contact the personal data protection specialist, and report the possible personal data protection violation.

 

14. Control of State Institutions for Personal Data Processing

The data subject may submit a complaint to the Data State Inspectorate regarding the processing of personal data (11/13-15 Blaumaņa Street, Riga, LV–1011, e-mail: info@dvi.gov.lv).

 

15. Changes in Personal Data Processing Policy

NLL updates the Personal Data Processing Policy as necessary by publishing the current version of the personal data processing policy.