Действует с 16.04.2024
1. SCOPE OF THIS POLICY
1.1 The following privacy policy (“Политика конфиденциальности”) applies to all cases where law firms WIDEN (“WIDEN”, “we”, “us” or “Члены”) process personal data of natural persons (“Data Subject” or “you”) as controllers when providing legal services, operating and managing the website widen.legal (“Website”) or interacting with Data Subjects in any other way.
1.2 We are committed to protecting and respecting your privacy. Please read this Privacy Policy carefully to understand our rules and practices regarding processing personal data.
1.3 This Privacy Policy applies from the date as set above. We have the right to unilaterally make amendments to the Privacy Policy. In such case the amended Privacy Policy shall be made available on the Website.
2. DATA CONTROLLERS
2.1 WIDEN consists of three Baltic law firms. Depending on which law firm is providing you legal services or is fulfilling any other purpose stated in this Privacy Policy, the data controller is the corresponding law firm entity, acting as a separate individual data controller, if not explicitly indicated otherwise, meaning either:
2.2 For avoidance of doubt – if data is processed under or in relation to the legal assistance agreement, then in such cases the data controller is always the law firm that is or will be providing you legal services under said contract.
3. WHY WE PROCESS PERSONAL DATA, WHAT DATA, AND ON WHAT TERMS?
Why do we use your personal data? | Whose data we process? | What type of data do we use? | What allows us to use your personal data (legal basis)? | How long do we keep your personal information | Other important issues |
Providing legal services | |||||
Why do we use your personal data? | Whose data we process? | What type of data do we use? | What allows us to use your personal data (legal basis)? | How long do we keep your personal information | Other important issues |
To provide legal services (“Services”) to persons that are a client of WIDEN (“клиент”) | Client – natural person | First and last name, main field of activity, personal identification number (in its absence, date of birth), address, postal address (if different from the above), telephone, e-mail, signature, Bank account number, date of the Service agreement’ signature, payment information, communication, any other personal data, the processing of which is necessary to fulfil the task given by the Client or to protect the Client’s legal interests (e.g. personal data that can be seen from evidence or documents, extracts from the register) | Processing of the Client’s data is necessary for the fulfilment of a contract concluded between us and the Client for provision of the Services | During the validity period of the Service agreement | It includes collecting evidence and analysing documents Data might be received directly or from public sources, such as registers or third persons |
In certain cases health data, trade union membership and other special categories data where necessary for the proper performance of Services | Service contract and your explicit consent | ||||
Representatives of the Client | Client representative’s first and last name, telephone, e-mail, job and position, communication, signature, other information, collected during performance of the Service agreement | Our legitimate interest to duly perform the Service Agreement | |||
Any other persons | Name, surname, personal code, date of birth, address, any other personal data, the processing of which is necessary to fulfil the task given by the Client or to protect the Client’s legal interests (e.g. personal data that can be seen from evidence or documents, extracts from the register) | § 41(41)) of the Bar Association Act of Estonia in case of Advokaadibüroo WIDEN OÜ; Section 48 of Advocacy Law of the Republic of Latvia in case of ZAB WIDEN SIA; totality of professional rights and obligations (Article 6 (1) (e) of the GDPR) in case of Advokatų profesinė bendrija WIDEN Legal | |||
In certain cases health data, trade union membership and other special categories data where necessary for the proper performance of Services | Processing is necessary for the establishment, exercise or defence of legal claims and legal basis indicated right above | ||||
Communication with the potential client | |||||
Why do we use your personal data? | Whose data we process? | What type of data do we use? | What allows us to use your personal data (legal basis)? | How long do we keep your personal information | Other important issues |
To communicate with the potential Client | Potential Client – natural person | Any data the person makes voluntarily available, usually being first and last name, e-mail address, information regarding the inquiry | taking steps at the potential Client’s request prior to entering into a contract | 1 year after the last communication | |
Potential Client’s representative | Client representative’s first and last name, telephone, e-mail, job and position, information regarding the inquiry | legitimate interest of the Client (in general cases protection of client interests) | |||
Newsletters and offers | |||||
Why do we use your personal data? | Whose data we process? | What type of data do we use? | What allows us to use your personal data (legal basis)? | How long do we keep your personal information | Other important issues |
To send newsletters, offers and general information about the Services to you | Client/ representative of the Client | First and last name of the Client and/or the Client’s representative, if applicable, main field of activity, address, postal address (if different from the above), telephone, e-mail, job and position | If you are our Client, we use your e-mail on the basis of our legitimate interest to keep you in the loop of any information or advancements regarding the Services | During the validity period of the Service agreement and 1 year following its expiry | You always have the possibility to opt-out from receiving such data (e.g., unsubscribe button below each e-mail). If you opt-out, we shall no longer send such information. |
Client or other person who gives consent | Your consent | 3 years | |||
Meetings and events | |||||
Why do we use your personal data? | Whose data we process? | What type of data do we use? | What allows us to use your personal data (legal basis)? | How long do we keep your personal information | Other important issues |
To organize meetings and events | Persons invited or participating in events | Names, surnames, e-mails addresses, telephone numbers, places of work and job titles | Our legitimate interest in inviting you to attend meetings and events | 1 year after the event | |
Accounting duties | |||||
Why do we use your personal data? | Whose data we process? | What type of data do we use? | What allows us to use your personal data (legal basis)? | How long do we keep your personal information | Other important issues |
To process settlement and other payments and complying with accounting rules | Clients | Client’s name, surname, payment details | Necessity to comply with the legal obligations to which we are subject | 10 years | |
Agreements with suppliers and partners | |||||
Why do we use your personal data? | Whose data we process? | What type of data do we use? | What allows us to use your personal data (legal basis)? | How long do we keep your personal information | Other important issues |
To conclude and execute agreements other than on provision of Services | Contractor -natural person | First and last name, personal identification number (in its absence, date of birth), address, postal address (if different from the above), telephone, e-mail, signature, bank account number, date of the agreement’ signature, payment information, communication, other information, collected during performance of the agreement | Processing of the data is necessary for the fulfilment of a contract concluded between us and you | During validity period of the agreement | |
Contractor’s – legal person’s -representative | Client representative’s first and last name, telephone, e-mail, job and position, communication, signature, other information, collected during performance of the agreement | Our legitimate interest to duly perform the agreement | |||
Money laundering and terrorist financing prevention | |||||
Why do we use your personal data? | Whose data we process? | What type of data do we use? | What allows us to use your personal data (legal basis)? | How long do we keep your personal information | Other important issues |
Our legal obligation to assess the risk of money laundering and terrorist financing | Client natural person, managers, shareholders, ultimate beneficial owners, other persona participating in ownership structure | We process your personal data (taking into account, for example, your place of residence, field of activity, whether you are a person with a national background; in the case of a legal entity represented by you – its location, field of activity, transparency of management bodies and ownership structure) and the nature of the transaction Usually, we process such personal data as name, surname, citizenship, personal code, passport data, number of shares, position in the company | Legal obligations to which we are subject | 8 years | We shall apply due diligence measures either in a simplified or enhanced manner. |
Recruitment | |||||
Why do we use your personal data? | Whose data we process? | What type of data do we use? | What allows us to use your personal data (legal basis)? | How long do we keep your personal information | Other important issues |
To select candidates | Candidates | Name, surname, preferred position, work experience (workplace, position, person who can recommend), education, other data provided in the CV, questionnaire or cover letter and / or other information provided by you, recommendation, given by previous employee | Your consent | 2 days following the signing of the service or employment contract with the selected candidate | |
Persons, giving recommendations | Name, surname, job title, company, telephone, e-mail, recommendation | Our legitimate interest to select the most appropriate candidate | 2 days following the signing of the service or employment contract with the selected candidate or 5 years in case the candidate gives consent for his data storage in our candidate data base | ||
Management of candidate data base | Candidates | Name, surname, preferred position, work experience (workplace, position, person who can recommend), education, other data provided in the CV, questionnaire or cover letter and / or other information provided by you, recommendation, given by previous employee | Your consent | 5 years | |
Persons, giving recommendations | Name, surname, job title, company, telephone, e-mail, recommendation | Our legitimate interest to select the most appropriate candidate | 5 years | ||
Protection of confidential information and continuity of activities | |||||
Why do we use your personal data? | Whose data we process? | What type of data do we use? | What allows us to use your personal data (legal basis)? | How long do we keep your personal information | Other important issues |
To protect our confidential information and the continuity of our activities | Our employees, lawyers and persons who send or receive letters from employees or lawyers | Name, surname, e-mail, address, date, content of information in electronic work media | It is our legitimate interest to ensure the confidentiality and uninterrupted operations | 4 years for protection of confidential information, and 3 months for continuation of the activities | Sometimes we may review the correspondence of our employees, lawyers and legal assistants with Clients or contractors |
Defending of our interests | |||||
Why do we use your personal data? | Whose data we process? | What type of data do we use? | What allows us to use your personal data (legal basis)? | How long do we keep your personal information | Other important issues |
To enforce and defend our legal rights | Any persons whose data we collect for the purposes indicated in this Privacy Policy | Any of the categories of personal data listed above in this Privacy Policy, determined case-by-case according to the legal right we are entitled to execute | It is our legitimate interest to enforce and defend our legal rights if we see it as necessary. | 10 years |
3.1. If the entry of any personal data has been made mandatory before or during provision of the Services, then the submission of the respective personal data is required for entering into the agreement between us and you (or the Client represented by you) or for performing the respective agreement. As such, in these cases the submission of personal data is mandatory and if it is not submitted, it is impossible either to enter into said agreement or perform the agreement. If the entry of personal data has not been made mandatory and the submission of personal data is not required from you in any other way, the submission of personal data is voluntary and non-submission does not have any direct adverse consequences for you.
4. DISCLOSING PERSONAL DATA
4.1. We shall not transfer your personal data to third parties except for the following cases:
4.2 All authorized third-party processors to whom we transmit personal data shall ensure the protection of personal data as required by the legislation regulating the protection of personal data.
4.3 Furthermore, we shall send personal data to a relevant institution requiring personal data, if we are under a duty to disclose or share such personal data in order to comply with any legal or regulatory obligation or request deriving from the law.
5. COOKIES ON THE WEBSITE
5.1 Cookies are files with small amount of data which are stored on your relevant device when visiting the Website.
5.2 Cookies remember your actions and preferences and thereby enable us (as the operator and manager of the Website) to provide the best possible experience when you visit the Website. Without the cookies, the full functionality of the Website may be unavailable. As a general rule, the cookies used by us do not collect any personal data.
5.3 In general, we use cookies to make your experience on the Website as smooth and convenient as possible and to maintain the functionality of the Website. To be more specific, we use:
5.4 Regarding cookies you have the following rights:
5.5 However, the Strictly Necessary Cookies are used in any case on the basis of our legitimate interest and without your consent because the usage of the Website is not possible without them. Usage of the Website without any other cookies is possible but, in such case, the full functionality of the Website may be limited.
6. YOUR RIGHTS AS A DATA SUBJECT
6.1 You have the right to contact us by writing an e-mail at international@widen.legal to exercise the Data Subject’s rights concerning processing of personal data. Such rights include the: