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2020-06-19
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Privacy policy on use of audio-visual material

We care about your privacy

Your trust is important to us. Our aim is that you feel safe when you share your personal data with us. Personal data is any information that can be used to identify an individual.

We take appropriate measures to ensure that your personal data always is safe with us and that the processing of your personal data is compliant with present data protection laws, our internal policies, guidelines and routines. We have also assigned a Data protection officer whose task is to monitor that we follow these laws, guidelines and routines.

It is important for us to be transparent with how we handle your personal data. In this information text, we therefore describe how and where we process personal data in the context of use of audio-visual material (based on Contract or Consent).

Which categories of personal data do we collect and why
To carry out the activity that you have approved by Consent form regarding use of audio-visual material

We process your personal data for the purpose of carrying out the activity that you have approved by Consent form for creation, processing and publication of audio-visual and related material.

Categories of personal data Legal basis Retention period
  • Identity information, e.g., name, surname, username, customer ID etc.
  • Contact details, e.g., email, phone number, address etc.
  • Audio-visual material, e.g., photo, movie, audio file, CCTV etc.
  • Editorial content, e.g., interviews, articles etc.
  • Other data which are not explicitly outlined above but are closely related with the purpose.
Your consent Up to 5 years after the end of activities described in consent form.
To conclude and fulfil agreement with you regarding use of audio-visual material

We process your personal data for the purpose of concluding and fulfilling an agreement with you for the creation, processing and publication of audio-visual and related material under the terms of Contract Regarding Use of audio-visual material.

Categories of personal data Legal basis Retention period
  • Identity information, e.g., name, surname, username, customer ID etc.
  • Contact details, e.g., email, phone number, address etc.
  • Audio-visual material, e.g., photo, movie, audio file, CCTV etc.
  • Editorial content, e.g., interviews, articles etc.
  • Other data which are not explicitly outlined above but are closely related with the purpose.
To conclude and fulfil an agreement with you Up to 5 years after the end of activities described in the Contract regarding use of audio-visual material.
Retention of culture-bearing materials with historical value

We may to continue to process your data after the main purposes are achieved in order to retain information that may be contained in material produced within the framework of our company’s operations and which is deemed to be of interest for documentation of our company’s history, e.g. key material from a landmark campaign etc.

Categories of personal data Legal basis Retention period
  • Identity information, e.g., name, surname, username, customer ID etc.
  • Audio-visual material, e.g., photo, video, audio file etc.
  • Editorial content, e.g., interviews, articles etc.
  • Other data necessary for the purpose.
Our legitimate interest to retain materials of our company’s history

Unlimited

From which sources do we collect personal data?
Yourself

We collect the personal data you provide to us directly, for example, by participating in a photoshoot, or by giving and interview, or disclosing other personal data in accordance to the contract you have signed or consent form you have approved.

Sharing of personal data
Service providers

We might share your personal data with companies that provide services to us, such as:

  • photography / video services;
  • data hosting services;
  • information system development and maintenance services;
  • marketing and public relations services.

These companies can only process your personal data according to our instructions and not use them for other purposes. They are also required by law and our cooperation agreement to protect your personal data.

Group companies

We might share your personal data with relevant Rimi Baltic group companies if we plan to use materials in more than one country that Rimi companies operate in.

Law enforcement authorities, state and local government institutions

To fulfil our legal obligation we may transfer your personal data to law enforcement authorities, state and local government institutions upon their request. We may also transfer your personal data to law enforcement authorities, state and local government institutions in order to meet our legitimate interest in establishing, claiming and defending legal claims.

Public

Personal data will be used in publicity materials, commercials and advertising campaigns. Therefore audio-visual and related material, obtained under Contract regarding use of audio-visual material or consent form, will be made publicly available.

Where do we process your personal data?

We always aim to process your personal data within EU/EEA. In certain cases, your personal data may be disclosed or processed in a country outside the EU / EEA. Uploading information to social networks (in particular, Facebook, Instagram, LinkedIn or Youtube) will result (either directly or indirectly) in transferring your personal data to third countries, primarily the USA. All the recipients of the personal data, that are corporations established in the USA, are certified under the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks and ensure an adequate level of protection.

For how long are my personal data stored?

Publications in internal and external communication channels will be public for 2 (two) years from their publication, unless activities, described in contract regarding use of audio-visual material or consent form have not ended.
Audio-visual and related material, obtained under Contract regarding use of audio-visual material or consent form will be retained up to 5 years after the end of activities described in the Contract regarding use of audio-visual material or Consent form.
Culture bearing materials with historical value will be retained for unlimited time period.

Your rights

Data protection laws give you a number of rights with regards to the processing of your personal data. If you want to use the rights indicated below, you should provide as accurate information as possible about the Contract regarding use of audio-visual material or Consent form or about the publicity materials, commercials and advertising campaigns your audio-visual materials are used. 

Access to personal data

You are entitled to request confirmation from us if we process personal data relating to you, and in such cases request access to the personal data we are processing about you. To carry out the mentioned right, please, provide a written request to contact person indicated in the Contract regarding use of audio-visual material or Consent form, to us or to our Data protection officer.

Rectification of personal data

Furthermore, if you believe that information about you is incorrect or incomplete, you have the right to correct it yourself or ask us to do it. To carry out the mentioned right, please, provide a written request to contact person indicated in the Contract regarding use of audio-visual material or Consent form, to us or to our Data protection officer.

Erasure

Under certain circumstances, you have rights to ask us to delete your personal data. However, this does not apply if we are required by law to keep the data. To carry out the mentioned right, please, provide a written request to contact person indicated in the Contract regarding use of audio-visual material or Consent form, to us or to our Data protection officer.

Restriction of processing

Under certain circumstances, you are also entitled to restrict the processing of your personal data. To carry out the mentioned right, please, provide a written request to contact person indicated in the Contract regarding use of audio-visual material or Consent form, to us or to our Data protection officer.

Data portability

Finally, you have the right to receive or transmit your personal data further to another data controller (“data portability”). This right solely covers only data what you have provided to us based on you consent or on a contract and where processing is carried out by automated means. To carry out the mentioned right, please, provide a written request to contact person indicated in the Contract regarding use of audio-visual material or Consent form, to us or to our Data protection officer.

Who do I contact if I have any questions?

If you have any questions about the processing of your personal data, please feel free to contact us. If you are not satisfied with the response you received, you are entitled to file a complaint with the Data Inspectorate.

Contact details of company in charge of handling your personal data

SIA Rimi Baltic, reg. No. 40003592957,
Legal address: 161 A. Deglava iela, Riga, Latvia, LV 1021
Phone number: +371 67045409
Email: info.lv@rimibaltic.com

Contact details of Customer service

Phone number: + 371 80000180
Email: info.lv@rimibaltic.com

Contact details of the Data protection officer

Email: RimiDPO@rimibaltic.com
You also can contact our Data protection officer by sending a letter to us at the above mentioned address and addressing it to Data protection officer.