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Privacy Policy

Last updated: October 31, 2018

Ventspils Augstskola (the “Organizer”, “we”, “us” and “our”) are committed to safeguarding your privacy and ensuring that you continue to trust the Organizer with your personal data. When you interact with us, you may share personal information with us that allows identification of you as an individual (e.g. name, email address, address, and telephone number). This is known as “personal data”.
This Privacy Policy applies where the Organizer is acting as a data controller with respect to the personal data of you as a visitor to our websites and as a user of the Organizer platforms and/or services, in other words, where the Organizer determines the purposes and means of the processing of your personal data.

1. SCOPE AND ACCEPTANCE OF THIS PRIVACY POLICY

The Organizer has developed this Privacy Policy to describe how and what type of personal data will be collected from users of the Organizer websites and/or platforms and the purposes, for which the Organizer may collect, share or disclose the personal data.
By using Organizer websites, platforms, mobile apps or through the Organizer branded pages or applications on third-party social networks (e.g. Facebook) (“Organizer Sites”) or by giving us your personal data when registering for events or other services, you accept the collecting and processing of your personal data as described in this Privacy Policy. If you do not agree to this Privacy Policy, please do not use Organizer Sites or give us any personal data.
This Privacy Policy applies to any information obtained by the Organizer through your use of the Organizer Sites. It is not applicable to any websites controlled by third parties not affiliated with the Organizer that the Organizer Site may link to (“Third Party Sites”). Please review the privacy statements of each of these Third Party Sites as the Organizer is not responsible for and has no influence on the content or the privacy practices of Third Party Sites.
The Organizer reserves the right to make changes to this Privacy Policy at any time. We encourage you to regularly review this Privacy Policy to make sure you are aware of any changes and how your personal data may be used.

2. WHAT INFORMATION DO WE COLLECT AND FOR WHAT PURPOSES?

When you visit the Organizer Site, our web server automatically records details about your visit: for example, your IP address, the website from which you visit us, the type of browser software used the Organizer Site page that you actually visit including the date and the duration of your visit. Please see our Cookie Notice for information on these technologies and your rights in relation to them (See section 5).
In addition, we process personal data that you provide through the Organizer Site, for example, when you enter personal details (e.g. name, address, email address, phone number) on a registration page or if you sign up for an email newsletter.
The Organizer may use the personal data that you provide to us with your consent for a specified purpose or when you interact with Organizer Site or we process your data if we have legal basis, namely, with regards to your registration to Organizer events or your request of Organizer services.

3. CHILDREN’S PERSONAL DATA

The Organizer does not knowingly solicit or collect personal data from children below the age of 18. If the Organizer discovers that it has accidentally collected personal data from a child below the age of 18, it will remove that child’s personal data from its records as soon as reasonably possible. However, the Organizer may collect personal data about children below the age of 18 years if authorized by the holder of parental responsibility over the child.

4. HOW DO WE SHARE PERSONAL DATA?

We do not share your personal data with any third party that intends to use it for direct marketing purposes, unless you have provided specific consent in relation to this.
The Organizer may share your personal data with third parties for other purposes, but only in the following circumstances:
I. With your consent
We will share personal data with third parties outside of the Organizer when we have your consent to do so. We require explicit opt-in consent for the sharing of any sensitive personal information.
II. For legitimate interests
We will share personal data based on legitimate interests as, for example, when you register for one of our events, except where such interests are overridden by your interests or fundamental rights, in which case we will request your explicit consent.
III. For external processing (service providers)
We may engage service providers, agents or contractors to provide services on our behalf, including to administer Organizer Sites and services available to you. These third parties may come to access or otherwise process your personal data in the course of providing these services.
The Organizer requires such third parties, who may be based outside the country from which you have accessed the Organizer Site or service, to comply with all relevant data protection laws and security requirements in relation to your personal data, usually by way of a written agreement.
IV. Compliance with laws
We will share personal data with third parties outside of the Organizer if we have a good-faith belief that access, use, preservation or disclosure of the personal data is reasonably necessary to:
– Meet any applicable law, regulation, legal process or enforceable governmental request
– Enforce applicable Terms of Use, including investigation of potential violations
– Detect, prevent or otherwise address fraud, security or technical issues
– Protect against harm to the rights, property or safety of the Organizer, our users or the public as required or permitted by law

5. COOKIE NOTICE

5.1 ABOUT COOKIES

A cookie is a small piece of information that a web server asks the user’s browser to store on the user’s local computer, and then later their browser presents this information to the web server. In its simplest form, a cookie is an identifying number.

5.2 WHAT TYPE OF COOKIES DO WE USE?

We use two types of cookies on Organizer Sites: persistent cookies and session cookies. A persistent cookie helps us recognize you as an existing user, so it’s easier to return to Organizer Sites or interact with our services without signing in again. In the event you sign up to one of our platforms, a persistent cookie stays in your browser and will be read by the service when you return to one of our sites. Session cookies only last as long as the session (usually the current visit to a website or a browser session).
We use cookies for anonymous user tracking. The Organizer web server assigns each user a unique numerical ID (“ID”). All requests for pages are tagged with that ID, and by analyzing the log files, the Organizer can determine how many unique users use Organizer Sites.

5.3 HOW DO WE USE COOKIES?

The Organizer does not know the identity of a person based on the ID. The cookies used by the Organizer do not contain any personal data about you nor are they used to look up your personal data. Even if you have entered personal data about yourself in one of the Organizer’s registration forms, the Organizer does not relate that information to the cookie data.
The Organizer Sites may use cookies for analytics and to improve your user experience. Organizer Sites will usually not natively use cookies but our analytics providers do use these cookies to improve user experience.
You are free to decline the cookies if your browser or browser add-on allows, except if the cookies are required to prevent fraud or ensure the security of Organizer Sites that the Organizer controls. However, disabling the use of cookies will result in a less user-friendly experience of the Organizer Sites or can fully prevent you from using the Organizer Sites.

6. SECURITY OF PERSONAL DATA

The Organizer is committed to protecting the security of your personal data. Any information provided to the Organizer by you is handled with due care and security, and will not be used in ways other than as set forth in this Privacy Policy, or in any site/area-specific policies, or in ways to which users have not explicitly consented. The Organizer employs a range of technologies and security measures to protect the information maintained on Organizer systems from loss, misuse, unauthorized access or disclosure, alteration or destruction.
However, since the internet is not a 100% secure environment, the Organizer cannot ensure nor guarantee the security of any information that the user may transmit to Organizer Sites. There is no guarantee that information may not be accessed, disclosed, altered or destroyed by breach of any of the Organizer’s physical, technical or managerial safeguards.
All Organizer employees who have access to and are associated with the processing of personal data are obliged to respect the confidentiality of all such personal data.

7. HOW LONG DO WE RETAIN PERSONAL DATA?

The Organizer will retain your personal data for the period necessary to fulfill the purposes outlined in this Privacy Policy and/or as long we require the personal data to provide you with the Organizer services or products you requested, unless a longer retention period is required to comply with our legal obligations, resolve disputes and enforce our agreements.

8. HOW CAN YOU ACCESS YOUR DATA OR CONTACT US?

You have a right to request access to your personal data. You may send us a request for access, provision of such information will be subject to the supply of appropriate evidence of your identity. You also have the right to request that the Organizer corrects any inaccuracies in your personal data.
You have the right to opt out of receiving marketing communications or any other information from the Organizer or about Organizer events and can do so by (a) following the instructions for opt-out in the relevant marketing communication or (b) by contacting us.
Should you have any questions, concerns and/or complaints about this Privacy Policy or if you would like to make any recommendations or comments to improve the quality of our Privacy Policy, please email us at alumni@alumni.lv.

9. PHOTOS AND VIDEOS

By participating in Organizer events, you agree that the photos and videos taken will be used to further promote the activities. Organizer organizers has taken all necessary measures to ensure the security of personal data and to prevent its unjustified access to third parties.

CONTACTS

The Organizer is the data controller for personal data we collect through means stated in this Privacy Policy.

Our address is:
Baiba Reimane

Project manager of VIRAC and BALTICS project coordinator
+371 26445403
baiba.reimane@venta.lv