Limited liability company "Poetica" is committed to ensuring the protection of your personal data and privacy in accordance with:
- Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation);
- other legal acts in force in the Republic of Latvia in the field of personal data processing and privacy;
- this Privacy Policy.
By means of this Privacy Policy, limited liability company "POETICA" provides you with information about the principles, types, purposes, scope, conditions, and terms of the personal data processing it carries out, as well as about your rights in connection with the personal data processing performed by us.
1. Definitions
1.1. Personal data – any information relating to an identified or identifiable natural person.
1.2. Data subject – an identified or identifiable natural person (hereinafter – the client).
1.3. Profiling – automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a natural person.
1.4. Controller – limited liability company "POETICA" (hereinafter also – POETICA).
1.5. Processor – a natural or legal person who processes personal data on behalf of the controller (POETICA).
1.6. Third party – a natural or legal person, public authority, agency, or body other than the data subject, controller, processor, and persons who, under the direct authority of the controller or processor, are authorized to process personal data.
1.7. Consent of the data subject (client) – a freely given, specific, informed, and unambiguous indication of the Client's wishes, given by statement or by clear affirmative action, that the Client agrees to the processing of his/her personal data.
1.8. Cookies – text files that are stored on a device used by the user, in order to personalize the usability of the POETICA website for each specific user of the website.
2. Personal data controller and processor
2.1. The personal data controller is limited liability company "POETICA", reg. No. 40003392226, legal address: Brīvības iela 58-6, Riga, Latvia.
2.2. Personal data processors are legal persons who, on behalf of and in accordance with the instructions of POETICA, process personal data, and who have undertaken to comply with the requirements of legal acts in the field of data processing.
3. Categories and types of client personal data being processed
3.1. The categories of client personal data processed by POETICA differ depending on which POETICA services the client wishes to use.
3.2. The categories of client personal data processed by POETICA are divided as follows:
3.2.1. processing of client personal data for the issuance of POETICA client cards and other related activities;
3.2.2. processing of client personal data for registration in the POETICA online store and other related activities;
3.2.3. processing of client personal data for sending POETICA news by email, SMS, or by post;
3.2.4. processing of client personal data for security purposes;
3.2.5. processing of client personal data for other marketing purposes (publicity events).
3.3. To ensure the issuance of client cards and to provide related marketing offers, POETICA may, in accordance with the scope of information the client has chosen to provide, process the following client personal data: first name, last name, or username; gender; birth data (date, month, and year of birth, optional); address; mobile phone number; email.
3.4. For client registration in the POETICA online store, POETICA may, in accordance with the scope of information provided by the client, process the following client personal data: first name, last name, or username; gender; birth data (date, month, year of birth); address; mobile phone number; email, address.
3.5. For fulfilling transactions carried out in the POETICA online store – delivery of goods – POETICA may process the following client personal data depending on the delivery method chosen by the client: email, first name, last name; address; mobile phone number.
3.5. For sending POETICA news by email, SMS, or by post, POETICA may, in accordance with the scope and purpose of information provided by the client, process the following client personal data: email, phone number, address.
3.6. For the purpose of property protection, POETICA processes the following client personal data: video image obtained from video camera recordings located in POETICA stores.
3.7. To promote publicity during publicity events organized by POETICA (presentations, store opening events, etc.), POETICA may process the following client personal data: photograph.
4. Purposes of personal data processing
4.1. POETICA processes the personal data of clients obtained solely in accordance with the purposes (objectives) set out below, in compliance with the requirements of legal acts governing personal data processing, and depending on the scope of personal data provided by the client and the consent given for the specific processing purposes.
4.2. POETICA processes the personal data obtained from clients for the following specific purposes:
4.2.1. first name, last name, or username – to identify the client in POETICA stores, allowing the client to use the client card without presenting it; as well as for client registration in the POETICA online store and to provide access to the POETICA online store;
4.2.2. gender – to create special POETICA offers most suitable for the gender;
4.2.3. birth data (date, month, year of birth) – to grant discounts on the client's birthday;
4.2.4. address – to send seasonal catalogs, informational materials, and invitations by post to the client, as well as for the delivery of goods ordered in the POETICA online store, if the delivery method chosen by the client requires an address in order to deliver the goods to the client;
4.2.5. mobile phone number – for SMS messages about current promotional offers and invitations to events; as well as, if the client has indicated a phone number while placing an order in the POETICA online store – for communication regarding questions about the delivery of goods ordered in the POETICA online store;
4.2.6. email – for sending POETICA news electronically; to provide the client with access to the POETICA online store; for notifications necessary to provide the client with information about an order, payment, and delivery, if the client places an order for goods in the POETICA online store;
4.2.7. video image – video surveillance on the premises of POETICA stores in order to protect POETICA's property, prevent theft in POETICA stores, detect thefts committed in POETICA stores, identify persons committing thefts, as well as ensure the protection of vitally important interests of persons, including the protection of life and health;
4.2.8. photograph – for POETICA's publicity promotion during publicity events it organizes.
4.3. POETICA informs that part of the data processing purposes specified in clause 4.2 may be carried out in an automated manner, including through client profiling, with the aim of providing new, special, individual POETICA offers to a specific client, taking into account information obtained and automatically compiled by POETICA from the personal data provided by the client and previous purchases in POETICA stores, if the client has consented to this.
5. Basis and term of personal data processing
5.1. Personal data processing carried out by POETICA may be performed only on the basis of one of the following grounds:
5.1.1. Client's consent – a personal, freely given, specific, and informed indication by the client that the client agrees to the processing of his/her personal data. For each type of personal data to be provided, POETICA has indicated one of the purposes referred to in clause 4.2 for which the client, at his/her own discretion, may give POETICA consent to the processing of his/her personal data. By personally providing his/her personal data, the client confirms his/her consent to the processing of his/her personal data.
When sending invitations to publicity events organized by POETICA, during which POETICA plans to carry out photography for publicity promotion purposes, POETICA includes a notice about the photography in the invitation to the event. By attending the event, the client expresses active, informed consent that the client's personal data – a photograph – may be processed.
5.1.2. Fulfillment of a legal obligation – if this arises from legal acts or administrative acts issued by state institutions, or from lawful requests, POETICA is entitled to process the data received from the client to the extent necessary to fulfill the requirements of the relevant legal acts or administrative acts, or to respond to official lawful requests from state institutions.
5.1.3. Observance of legitimate interests – POETICA is entitled to process the personal data of clients in order to ensure the observance of its legitimate interests, in particular but not limited to, the protection and security of property in POETICA stores and to ensure the protection of the vitally important interests of persons, including the protection of life and health (video surveillance), and for the needs of investigation or legal proceedings (reporting criminal offenses committed in POETICA stores; filing claims, defending against claims in court, etc.).
In the case of video surveillance POETICA always clearly informs the client about the video surveillance carried out in the store by placing a special sticker at the store entrance. If the client does not wish to enter the video surveillance zone, the client has the option to shop in SIA "POETICA"'s online store www.poetica.lv .
5.2. POETICA processes the personal data provided by clients for as long as the client's consent to data processing remains valid, or for as long as POETICA needs to protect its legitimate interests or fulfill the legal obligations imposed on it, and until the purpose of the personal data processing has been achieved. Video surveillance material is stored for no more than four weeks. If a specific video surveillance recording is required to detect a theft, for investigation purposes, to punish the person who committed the theft, or to protect POETICA's legitimate interests, it is stored until these purposes are achieved.
6. Recipients of personal data
6.1. When processing client personal data, POETICA maintains strict confidentiality and ensures protection against unauthorized access by third parties to personal data, and against accidental loss or destruction of personal data. Where there is a lawful basis, POETICA may, as an exception, also transfer client personal data to the following persons:
6.1.1. Data processors who process personal data on behalf of and in accordance with the instructions of POETICA, for example, service providers who, on behalf of POETICA, send clients SMS about current special promotional offers;
6.1.2. state administration institutions and law enforcement authorities, upon a lawful request from these institutions;
6.1.3. persons who provided services to POETICA, for example, lawyers, if there is a lawful basis for the transfer of personal data to service providers.
7. POETICA cookie policy
7.1. The POETICA website uses cookies that store information about the actions performed by the website user on the website, such as the IP address used by the user, domain name, the web browser and operating system type used, the duration of the website visit, and the information searched for on the website.
7.2. POETICA uses cookies only on the basis of unambiguous consent given by website users for their use. This condition does not apply to those cookies which are necessary for the uninterrupted functioning of the POETICA website, but which do not store information about the user's actions on the POETICA website over a long period.
7.3 Without undue delay, but no later than within 14 days from the day on which POETICA received the User's application for exercising the right of withdrawal, POETICA shall refund to the User the amount he/she paid, including the delivery costs paid for the delivery of goods. The money will be refunded using the same means of payment that the client used when carrying out the transaction.
8. Client's rights in connection with the personal data processing carried out by POETICA
8.1. The client has the right to choose to what extent and which data to provide to POETICA, as well as to withdraw consent to the processing of his/her personal data, in whole or in part, by asking POETICA to stop processing all or a certain part of the client's data. Withdrawal of consent does not affect the lawfulness of the client's personal data processing carried out prior to the withdrawal.
8.2. If the client chooses not to provide personal data in a certain part, or withdraws consent in whole or in a certain part (with respect to specific data provided), POETICA will not be able to provide the client with those services for which the relevant personal data are necessary.
8.3. Given that POETICA needs to unambiguously identify the client who fully or partially withdraws consent to personal data processing, the client may send a withdrawal to POETICA in the following ways:
8.3.1. If the client has been granted a client discount – by sending a withdrawal to POETICA's email info@poetica.lv from the email address that the client indicated in the client questionnaire submitted at a POETICA retail location to receive a client card, or which was indicated when registering in the POETICA online store. In such case, in the withdrawal email, the client must indicate their first name, last name, or username (if the client has chosen one) and the client card number (if such a card has been issued to the client), as well as the extent to which consent is being withdrawn.
8.3.2. By sending a withdrawal to POETICA's email info@poetica.lv, signed with a secure electronic signature, indicating the client's first name, last name, or username (if the client has chosen one) and the client card number (if a client card has been issued to the client), as well as the extent to which consent is being withdrawn.
8.3.3. By sending a withdrawal by post to POETICA's legal address: Brīvības iela 58, Riga, LV-1011, indicating the client's first name, last name, or username (if the client has chosen one) and the client card number (if a client card has been issued to the client), as well as the extent to which consent is being withdrawn. The client may also submit a handwritten signed withdrawal of consent at any POETICA store.
8.4. The client has the right, at any time, to object to the personal data processing carried out by POETICA, as well as to request that POETICA perform certain actions in relation to the client's personal data, by sending a request to POETICA in one of the ways specified in clauses 8.3.1.–8.3.3. The client is entitled to request POETICA to:
8.4.1. provide the personal data about the client held by POETICA;
8.4.2. correct, delete, or supplement personal data in accordance with the client's instructions, with justification for the request;
8.4.3. restrict (suspend for a certain period) the processing of a certain type of data, or of all the client's data;
8.4.4. stop automated processing of client data (automated individual decision-making concerning the client), including profiling;
8.4.5. transfer personal data to another controller – to the extent and in the form in which the data is held by POETICA.
8.5 The client has the right to obtain from POETICA information about the fact of the transfer of personal data to third parties, and about the persons (natural or legal) and/or state institutions to which POETICA has provided any information related to the specific client's personal data, except in cases where such information was provided on the basis of a request from a subject of operational activity or another competent institution within the framework of criminal proceedings, or in other cases where legal acts directly prohibit the disclosure of the relevant information.
8.6. In the event of a dispute in connection with the personal data processing carried out by POETICA, the client has the right to file a complaint with the supervisory authority – the Data State Inspectorate.
9. Changes to the Privacy Policy
9.1. POETICA may make changes to the privacy policy at any time and at its own discretion, provided that such changes comply with the requirements of legal acts in the field of personal data protection. Amendments take effect after their publication on the POETICA website. It is your responsibility to periodically re-read this privacy policy to ensure that you are aware of the changes.
POETICA cookie usage policy
POETICA 's website uses programs that create cookies, allowing the user to browse pages and storing information about visited pages. These are used so that the website can recognize the user and thereby facilitate and speed up the user's access to the website's features, providing a more convenient user experience of the site, for example, for authorization, searching for offers, and/or repeat visits.
What are cookies?
Cookies are very small text files that are automatically created during a visit to the website and are stored on the computer, tablet, or smartphone (device) used by the user, thereby allowing the usability of the website to be personalized for each specific user of the website. Cookies are stored on the user's computer to the extent chosen by the user, which can be specified in the computer's browser settings.
"Session cookies" are temporary files that are stored on the user's computer, tablet, or smartphone until the user stops visiting the website.
"Persistent cookies" are files that are automatically stored on the user's computer, tablet, or smartphone during a visit to the website and remain stored on the device until the user deletes them or, depending on the user's browser settings, such files are deleted automatically.
What information is stored?
A cookie stores information about the actions performed by the user on the POETICA.lv website, such as the user's IP address, domain name, the web browser and operating system type used, the duration of the website visit, and the information searched for on the website. The data stored by cookies is anonymous.
Why are cookies necessary?
The use of "session cookies" is mandatory in order to ensure the uninterrupted and continuous functioning of the website, including the ability for the user to log in on the website. This type of cookie does not store information about the user's actions on the website over a long period, but its functionality is necessary only for the time during which the user uses the website. "Session cookies," for example, ensure that the website retains information about the user's choice from the previous website "window," so that the user, upon returning to it, does not need to repeatedly search for and enter all the information.
The use of "persistent cookies" is necessary in order to provide you with the most convenient and individually tailored experience of using the website, adjusting the content and offers of the website in accordance with your interests during previous visits. This type of cookie stores information about the actions performed by the user on the website. The information from these cookies may also be used for advertising and marketing purposes, taking into account the interest shown by users in certain types of offers available on the website.
Third-party cookies
Information that is collected using cookies is also sent to Google in order to generate statistical reports on the website. The POETICA website uses the Google Analytics tool, which helps analyze how visitors use the website.
We will never use, nor will we allow third parties to use, this statistical analysis tool to track and obtain confidential information about our website's visitors. Neither we nor Google will link the IP address to the individual computer user and any other data available to Google, except in cases where you submit personal data through a fillable form on our website.
How can the use of cookies be blocked?
Upon entering the website, users see a notice about the use of cookies on the POETICA Latvia website. By clicking "I AGREE" or by continuing to use the POETICA.lv website, the user confirms that they agree to the use of cookies when visiting the POETICA.lv website.
At the same time, every user has the ability to generally control and block the use of cookies on their device and specific browser, as well as to delete stored cookies at any time, using the device's browser settings for this purpose. Please note that the relevant settings and/or changes to settings must be made separately for each device and browser!
If you use the Google Chrome internet browser, you can find information about managing cookies here: https://support.google.com/chrome/answer/95647?co=GENIE.Platform%3DDesktop&hl=lv
More information about cookie settings, blocking, and deletion in other browsers can be found here (instructions available in English): https://www.aboutcookies.org/.
If a user blocks the use of cookies in the device's browser, cookies will not be stored on the user's computer. However, the user should note that in such case, the functionality of the POETICA.lv website may be partially disrupted, meaning that certain website functions may not be available or may operate with errors, causing inconvenience to the website user. For this reason, POETICA recommends, for the user's convenience, keeping the use of cookies enabled on your device.
Changes to the Cookie Usage Policy
POETICA informs that it may make changes to the cookie usage policy at any time at its own discretion. Amendments take effect after their publication on the website. POETICA invites you to periodically re-read this document to ensure that you are aware of the current changes.