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Privacy policy

The purpose of this Privacy Policy is to provide an individual – a client of SIA “Food Society” (hereinafter – the Company) – with information on the purpose, scope, protection and retention period of personal data processing, and on the rights of the data subject when data is collected and when the client’s personal data is processed.

Data controller and contact information

The data controller responsible for processing your data is SIA “Food Society”, reg. No. 40203077301. The Company is responsible for the secure storage, processing and deletion of your data. If you have any questions about the processing of personal data, please contact the Company by email at gdp@foodsociety.lv or by phone at 20021022.

Scope of the document

Personal data is any information relating to an identified or identifiable natural person. The categories of personal data and examples are listed below:

Data category Examples
Client and business partner data Name, surname, workplace and position, personal identity number, bank account number, address, phone number, mobile phone number, email, preferred language of communication.
Job applicant data (a natural person applying for a vacancy at the Company) Name, surname, phone number, email, LinkedIn profile address, CV received.

The Privacy Policy applies to ensuring the privacy and protection of personal data of the data subjects listed below (hereinafter – Clients):

  • natural persons – clients and other users of the Company’s services (including potential, former and current ones), as well as third parties who, in connection with the provision of services to a natural person (client, partner), receive from or provide to the Company any information (including contact persons, payers, etc.);
  • visitors to the Company’s restaurant, bar and other premises, including those subject to video surveillance;
  • visitors to the websites maintained by the Company, and callers to phone numbers registered in the Company’s name;
  • natural persons – applicants for vacancies at the Company.

The Company cares about Clients’ privacy and the protection of personal data, and respects Clients’ right to lawful processing of personal data in accordance with applicable law – 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 (hereinafter – the Regulation) and other applicable legislation in the field of privacy and data processing.

The Privacy Policy applies to data processing regardless of the form and/or environment in which the Client provides personal data (on the website, in mobile apps, in a self-service portal, on paper or by phone) and in which Company systems or paper form it is processed.

Specific additional rules may be set for specific types of data processing (for example, cookie processing, etc.), environments and purposes; the Client is informed of them at the moment they provide the relevant data to the Company.

Purposes of personal data processing

Food Society processes data for the following purposes:

  • Providing services and selling goods:
    • identifying the client;
    • preparing and concluding a contract and proving that it has been concluded;
    • delivering goods and providing services (performing contractual obligations);
    • ensuring the operation of services;
    • fulfilling warranty obligations;
    • improving goods and services, developing new goods and services;
    • promoting, advertising and distributing the use of services;
    • customer service;
    • reviewing and processing applications and objections;
    • customer retention, building loyalty, satisfaction measurement;
    • payment administration;
    • debt recovery and collection;
    • maintaining and improving websites and mobile apps.
  • Business planning and analytics:
    • statistics and business analysis;
    • planning and accounting;
    • measuring efficiency;
    • ensuring data quality;
    • market and public opinion research;
    • preparing reports;
    • conducting customer surveys;
    • as part of risk management activities.
  • Ensuring the security of information, information systems and the company.
  • Providing information to public administration authorities and law enforcement bodies in the cases and to the extent set out in national and municipal legislation.
  • Assessing the suitability of job applicants.
  • For other specific purposes of which the Client is informed at the moment they provide the relevant data to the Company.

Legal basis for processing personal data

The Company processes the data of natural persons on the following legal bases:

  • Client’s consent – the Client, as a data subject, gives consent to the collection and processing of personal data for specific purposes. The Client’s consent is their free will and independent decision, which may be given at any time, thereby allowing the Company to process personal data for the specified purposes. The Client’s consent is binding if given orally (during a phone call after the Client has been identified) or in writing (by filling in a form at the Company’s premises, or by sending an electronic request after the Client has been identified). The Client has the right to withdraw previously given consent at any time using the specified communication channels with the Company. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
  • Job applicant’s consent – an applicant for a vacancy at the Company, as a data subject, gives consent to the collection and processing of personal data so that the Company can assess as accurately as possible the applicant’s suitability for the vacancy. The applicant’s consent is their free will and independent decision, which may be given at any time, thereby allowing the Company to process personal data for the specified purposes. The applicant’s consent is binding if given orally (during a phone call after the applicant has been identified) or in writing (by filling in a form at the Company’s premises, or by sending an electronic request). The applicant has the right to withdraw previously given consent at any time using the specified communication channels with the Company. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
  • Conclusion and performance of a contract – in order for the Company to conclude and perform a contract with the Client, providing quality services and serving the Client, it needs to collect and process certain personal data collected before concluding a contract with the Company or during an existing contract.
  • Compliance with legal obligations – the Company is entitled to process personal data in order to comply with legal requirements and to respond to lawful requests from national and municipal authorities.
  • Protection of vital interests – the Company is entitled to process personal data in order to protect the vital interests of the Client or another natural person, e.g. where processing is necessary for humanitarian purposes, for monitoring natural and man-made disasters, in particular epidemics and their spread, or in humanitarian emergencies (acts of terrorism, technological disasters, etc.).
  • Performance of official authority or public interest – the Company is entitled to process data in order to perform a task carried out in the public interest or in the exercise of official authority lawfully vested in the Company. In such cases, the basis for processing personal data is laid down in legislation.
  • Legitimate (lawful) interests of the Company or a third party – taking into account the Company’s interests, which are based on providing quality services and timely support to the Client, the Company is entitled to process the data of natural persons to the extent objectively necessary and sufficient for the purposes set out in this Policy. The Company has the following legitimate interests:
    • to carry out commercial activities;
    • to provide the Company’s services;
    • to verify the Client’s identity before concluding a contract;
    • to ensure the performance of contractual obligations;
    • to prevent unjustified financial risks to its business (including carrying out a credit risk assessment before and during the sale of goods and services and the performance of the contract);
    • to retain Clients’ applications and requests regarding the purchase of goods and provision of services, other applications and requests and notes on them, including those made in writing or orally by calling the Company’s phone numbers and on its websites;
    • to record conversations with the Client regarding the provision, maintenance of and payment for services, in order to monitor the quality of customer service;
    • to record conversations with the Client in order to organise the performance of contractual obligations for a service;
    • to record conversations with the Client during which an oral contract is concluded, as proof that the contract was concluded;
    • to analyse the operation of the Company’s websites and mobile applications, and to develop and implement improvements to them;
    • to take measures to retain Clients;
    • to segment the customer database for more efficient provision of services;
    • to design and develop goods and services;
    • to advertise the Company’s goods and services;
    • to send other notices about the progress of the contract and events essential to its performance, and to conduct Client surveys about goods and services and the experience of using them;
    • to prevent fraud;
    • to ensure corporate governance, financial and business accounting and analytics;
    • to ensure efficient company management processes;
    • to ensure efficiency in the provision of services, the sale of goods and their delivery;
    • to ensure and improve the quality of services;
    • to administer payments;
    • to administer outstanding payments;
    • to select the best candidate for a job at the Company;
    • to apply to public administration and law enforcement authorities and to court to protect its legal interests;
    • to inform the public about the Company’s activities.

Processing of personal data

The Company processes the Client’s data using modern technology, taking into account existing privacy risks and the organisational, financial and technical resources reasonably available to the Company.

In order to ensure high-quality and prompt performance of obligations under the contract concluded with the Client, the Company may authorise its partners to perform certain activities of delivering goods or providing services, such as delivering goods, sending invoices and the like. If, while performing these tasks, the partners process the Client’s personal data held by Food Society, those partners are considered Food Society’s data processors, and the Company is entitled to transfer to them the Client’s personal data necessary to perform these activities, to the extent necessary for them.

The Company’s partners (acting as personal data processors) will ensure compliance with personal data processing and protection requirements in accordance with the Company’s requirements and the law, and will not use personal data for any purpose other than performing the obligations of the contract/agreement concluded with the Client on behalf of Food Society.

Protection of personal data

The Company protects the Client’s data using modern technology, taking into account existing privacy risks and the organisational, financial and technical resources reasonably available to the Company, including the following security measures:

  • data encryption in transit (SSL encryption);
  • data encryption on servers;
  • firewalls;
  • intrusion protection and detection software;
  • other protective measures in line with current technological developments.

Categories of personal data recipients

The Company does not disclose to third parties the Client’s personal data or any information obtained while providing services and during the term of the contract, including information about the services received, except:

  • where data must be transferred to the relevant third party within the framework of a concluded contract, in order to perform a function necessary for the performance of the contract or delegated by law (for example, to a bank for payments, or to provide a service such as the delivery of goods, of which the Client is informed);
  • in accordance with the Client’s clear and unambiguous consent;
  • to persons provided for in external legislation upon their justified request, in the manner and to the extent set out in external legislation;
  • in cases set out in external legislation, to protect the legitimate interests of Food Society, for example, by applying to court or other state institutions against a person who has infringed these legitimate interests of the Company.

Personal data retention period

The Company stores and processes the Client’s personal data as long as at least one of the following criteria applies:

  • only as long as the contract concluded with the Client is in force (including recordings of conversations in which an oral contract is concluded / a service order is placed);
  • the data is necessary for the purpose for which it was received;
  • as long as Food Society or the Client can exercise their legitimate interests in accordance with the procedure set out in external legislation (for example, submit objections or bring or pursue a claim in court);
  • as long as either party has a legal obligation to store the data (for example, under the laws of the Republic of Latvia, a company must keep invoices for 5 years, etc.);
  • as long as the Client’s consent to the relevant processing of personal data is in force, unless there is another lawful basis for processing the data.

Once the circumstances referred to in this section cease to exist, the Client’s personal data is deleted. Audit logs are kept for at least one year from the date they were created, in accordance with legislation.

Access to personal data and other Client rights

In accordance with legislation, the Client has the right to request access to their personal data from Food Society, and to request that the Company supplement, correct or delete it, or restrict its processing with respect to the Client, the right to object to processing (including processing of personal data based on the Company’s legitimate interests), as well as the right to data portability. These rights may be exercised insofar as the data processing does not arise from Food Society’s obligations imposed by applicable legislation and performed in the public interest.

The Client may submit a request to exercise their rights:

  • in writing, in person at the Company’s premises at Elizabetes iela 41/43, Riga, presenting an identity document;
  • by email, sending the request to gdp@foodsociety.lv and signing it with a secure electronic signature.

Upon receiving the Client’s request to exercise their rights, Food Society verifies the Client’s identity, assesses the request and fulfils it in accordance with legislation.

The Company sends its reply to the Client by registered mail to the contact address they have provided, or taking into account the method of receiving the reply indicated by the Client.

Food Society ensures compliance with data processing and protection requirements in accordance with legislation and, in the event of an objection by the Client, takes reasonable steps to resolve it. However, if this is unsuccessful, the Client has the right to apply to the supervisory authority – the Data State Inspectorate.

Client’s consent to data processing and the right to withdraw it

The Client may give consent to personal data processing whose legal basis is consent on the Company’s websites (for example, newsletter sign-up forms), by phone or in person at the Company’s premises.

The Client has the right to withdraw consent to data processing at any time in the same way it was given – that is, by phone, by email or in person at Food Society’s premises – in which case further data processing based on the previously given consent for the specific purpose will not be carried out.

Withdrawal of consent does not affect data processing carried out while the Client’s consent was in force.

Withdrawing consent cannot stop data processing carried out on other legal bases.

Communication with the Client

The Company communicates with the Client using the contact information provided by the Client (phone number, email address, postal address).

The Company communicates about the performance of contractual obligations for services on the basis of the concluded contract (for example, delivery of goods or services, information about invoices, changes to services, etc.).

Commercial communications

Food Society sends commercial communications about the services of the Company and/or third parties, and other communications not directly related to the provision of the agreed services (for example, customer surveys), in accordance with external legislation or on the basis of the Client’s consent.

The Client may give consent to receive commercial communications from the Company and/or its partners on the Company’s websites (for example, newsletter sign-up forms), by phone or in person at the Company’s premises.

The consent given by the Client to receive commercial communications is valid until it is withdrawn (including after the end of the service contract). The Client may opt out of further commercial communications at any time in one of the following ways:

  • by sending an email to gdp@foodsociety.lv;
  • by calling 20021022;
  • in person at the Company’s premises;
  • by using the automated opt-out option provided in the commercial communication, clicking the unsubscribe link at the end of the relevant commercial communication (email).

The Company stops sending commercial communications as soon as the Client’s request has been processed. Processing the request depends on technological capabilities and may take up to seven days.

By expressing their opinion in surveys and leaving their contact information (email, phone), the Client agrees that Food Society may contact them regarding the feedback provided, using the contact information left by the Client.

Website visits and cookie processing

The Company’s websites may use cookies. Cookies are small pieces of information that a website stores on your computer or mobile device when you visit the company’s websites, for example, www.wine-collectors.lv. They help the website work by storing information on your device and on our servers. The Company uses cookies to the extent necessary to ensure the operation of Food Society websites, and additionally for Google Analytics data analysis.

Enabling these cookies is not strictly necessary for the website’s main functions, but it will give you a better browsing experience. You can delete or block these cookies at any time, but if you do, some website features may not work as intended.

By using cookies, we process data about how you use the website and learn which services matter to you. This helps us improve our services and offer you relevant information on social networks, in mobile apps and on other websites.

Food Society websites may contain links to third-party websites that have their own terms of use and personal data protection rules, for which the Company is not responsible.

Other terms

The Company has the right to amend this Privacy Policy, making its current version available to the Client on the Company’s website – www.wine-collectors.lv.