PRIVACY POLICY (Services)

SIA "Paul Mason Properties" (hereinafter “we”) (hereinafter “company” or “we”) respects your privacy and is committed to protect it through compliance with this privacy policy (hereinafter the “Privacy policy”). In this Privacy policy we will inform you about our processing of your personal data. We commit ourselves to be transparent with you by providing clear information about what personal data we process, the purpose of processing, the retention period of the personal data as well as the legal basis for the processing and other information that we are required to provide pursuant to applicable legislation. 

Content:
1.    What personal data do we process and why?
1.1.    Ordering goods 
1.2.    Home delivery of goods
1.3.    Assembling and/or installation of furniture (including measurement of the premises) 
1.4.    Kitchen planning and ordering parts of kitchen
1.5.    Replacement and/or return of goods, refund
1.6.    Addressing enquiries, requests, suggestions, notes, complaints, requirements and feedback 
1.7.    VAT invoices for acquired goods, services
1.8.    Wheelchair loan
1.9.    Issuing leasing cards
1.10.    Lost and found
2. To whom we can disclose your personal data?
3. Protection of personal data
4. Your rights 
5. Changes to our Privacy Policy
6. Contact information

1.    What personal data do we process and why?
By ordering goods, using our services, submitting us enquiries, requests, suggestions, notes, complaints, requirements and feedback you provide us with your personal data that we shall process. We are legally processing the data you are providing and use it for the following purposes.

1.1    Ordering goods
Categories of personal data   Legal basis for the processing
•    Name
•    Contact details (phone or e-mail)  
We process personal data in order to conclude an agreement with you. 

When you ask for specific goods, for example, you ask when a missing item will appear in the store etc. we process your data (name and phone number or e-mail) to inform you about that.
We receive your personal data once you give it to our employees in store.
You don’t have obligation to provide your personal data, but if you will not provide we will not be able to inform you about the goods you asked for.  
Your personal data shall be stored until we inform you.

1.2    Home delivery of goods
Categories of personal data    Legal basis for the processing
•    Order date and number
•    Name
•    Surname
•    Address (including door code)
•    Phone number
•    Signature
We process personal data in order to sign an agreement on delivery of goods and fulfil it. 

We process your data in order to fulfil your order of home delivery of goods as well as label packages of all ordered goods by specifying the address to make sure all of the goods are successfully delivered to you. 
We receive your personal data when you submit your order of home delivery of goods.
If you order the service of home delivery of goods, you must provide your personal data. If you fail to provide it, we will not be able to fulfil your order.
We transfer your personal data to our partners, i.e. companies providing home delivery services that deliver goods directly to your door. 
Your personal data shall be stored for 5 years from the date of order fulfilment.

1.3    Assembling and/or installation of furniture (including measurement of the premises)
Categories of personal data    Legal basis for the processing
•    Order date and number
•    Name
•    Surname
•    Address (including door code)
•    Phone number
•    Signature 
We process personal data in order to sign an agreement and fulfil it. 
  
We process your personal data in order to fulfil your order for assembling and/or installation of furniture (including measurement of the premises). We receive your personal data when you submit the aforementioned orders to us.
If you order these services, you must provide your personal data. If you fail to provide it, we will not be able to fulfil your order.
We transfer your personal data to our partners, i.e. companies that provide services of assembling and/or installation of furniture (including measurement of the premises).
Your personal data shall be stored for 5 years from the date of order fulfilment.

1.4    Kitchen planning and ordering parts of kitchen
Categories of personal data   Legal basis for the processing
•    Name
•    Surname
•    E-mail
•    Phone number
•    City (if you want delivery price to be included into the price)
•    Layout and description of kitchen
We process personal data in order to sign an agreement and fulfil it.
   
We process your personal data in order to fulfil the kitchen layout order you submitted. Also in such cases when you submit inquiry on kitchen parts, we process your data, so we could order and notify you of the received (manufactured) parts.
We receive your personal data when you fill out kitchen layout questionnaire on our website or in kitchen furniture section within the store, as well as when you notify us about missing parts and order them. 
You must provide your personal data when you order this service or request to order particular kitchen parts. If you fail to provide it, fulfilment of your order or ordering of parts may be aggravated or not completed.
Your personal data shall be stored for 1 year from the date of kitchen layout order receipt. In such cases when you provide personal data in regards to kitchen parts, we shall store the personal data for 3 months from the date of acquisition of goods.

1.5    Replacement and/or return of goods, refund
Categories of personal data    Legal basis for the processing
•    Name 
•    Surname 
•    Phone number (optional)
•    Bank account number (in case of refunding to a bank account)
•    Signature
We process personal data in order to fulfil purchase agreement.
   
We process your personal data in order to ensure your right to return and/or replace goods in accordance with our internal procedures, as well as to carry out refunds to your bank account in such cases when you e.g. overpay for our goods, when refundable amount exceeds EUR 300, etc. Your contact information is processed, so we could contact you, if needed (e.g. when you provide us with incorrect information). 

You must provide your personal data, so we could return and/or replace goods in order to make refunds to your account. If you fail to provide the data, we shall not be able to ensure your right to return and/or replace goods, nor shall we be able to make refunds to your bank account.
We receive information about you once you fill out a form of replacement and/or return of goods or a refund request. Also, in such cases when you contact companies providing home appliance warranty services, these companies provide us with your personal details, so we could contact you and make refund or deliver a new high quality home appliance to a company providing home appliance warranty service. 
Your personal data present in the form of replacement and/or return of goods or a refund request shall be stored for 5 years. Personal data received from companies providing home appliance warranty services shall be stored for no longer than 6 months.

1.6     Addressing enquiries, requests, suggestions, notes, complaints, requirements and feedback
Categories of personal data   Legal basis for the processing
•    Name
•    Surname
•    Address
•    E-mail
•    Phone number 
•    Description of complaint or other request
•    Documents supporting the complaint that aside other personal data may also include health data given that the request is related to a compensation for damage as a result of health impairment.
•    Loyalty card number
•    Purchase history
    Your personal data are processed based on our legitimate interests to make sure that your complaint or other request is legitimate as well as to analyse it and respond to you, while we process personal data of special categories in order to declare, fulfil or protect legal requirements.
Personal data may also be processed based on your consent. 

We process your personal data, so we could evaluate and address your enquiries, requests, suggestions, notes, complaints, requirements, feedback, as well as to make sure that they are reasonable and to provide you with an answer by also seeking to declare, fulfil or protect legal requirements.
In the case of complaint, you must provide us with your first name, surname, contact information, complaint description and documents supporting legitimacy of your complaint. If you fail to provide the mandatory information, we shall not be able to evaluate and address your complaint. We allow you to choose whether you want to receive an answer to your enquiry, request, suggestion, note, complaint, requirement or feedback, and in what way you want to receive it, therefore specify your phone number or email e-mail based on your preference. If you fail to provide the specified information, we shall not be able to answer you.
We receive your personal data once you provide us with the aforementioned enquiries, requests, suggestions, notes, complaints, requirements or feedback by mail, via email, through the call centre phone line, our Facebook account, public space, live support line on our website, as well as when you fill out a feedback form (“Help us to improve”) within our store.
We may transfer your data to an insurance company or legal advisors. Also, in such cases when you submit request regarding missing parts of goods, subject to your separate consent, we may transfer personal data (first name, surname, address, postal code, phone) to manufacturer of good, so that the manufacturer could send the missing goods directly to you. 
All the personal data related to complaints being addressed or submitted enquiries, requests, suggestions, notes, requirements or feedback shall be stored for no longer than 2 years from the date of their settlement, if there is no other deadline in the legislation. Personal data may be stored longer if settlement of a complaint or enquiry, request, suggestion, note, requirement or feedback fails or is still in progress, also if personal data is required in order to protect our or any third parties’ legitimate interests, e.g. for the period of statutory limitation or in case of a legal dispute. If a complaint is to be settled by signing a peace agreement, your personal data shall be stored for 10 years. 

1.7    VAT invoices for acquired goods, services
Categories of personal data  Legal basis for the processing
•    Name
•    Surname
•    Address
•    Personal ID number or VAT payer code (if you are a registered VAT payer)
Your personal data are processed in order to fulfil our legal obligation.
  
We process your data, so we could ensure fair fulfilment of tax obligations, correct invoicing of accounting documents and declaration of good acquisition to state institutions, as well as we can invoice you and administer accounting documents, e.g. VAT invoices, credit VAT invoices when you purchase goods in our supermarket.
We receive information about you when you provide it to us, so we could provide you with a VAT invoice for the acquired goods, services, and a credit VAT invoice for returned goods. 
You must provide us with your first name, surname, address, personal ID number or VAT payer code (if any). Such personal data is required in order to correctly invoice documents as well as to declare acquisition of good to state institutions. 
If you fail to provide your personal data, we shall not be able to invoice you accounting documents and declare your acquisition of goods to state institutions.
Your personal data shall be stored for 5 years from the date of acquisition and accounting document invoicing.
We transfer your personal data to state institutions (tax institutions mostly) and auditors.

1.8    Wheelchair loan
Categories of personal data   Legal basis for the processing
•    Name
•    Surname 
•    Phone number
•    Signature 
Your personal data is processed in order to fulfil an agreement. 

We process your personal data, so we could provide you with a wheelchair for temporary use free of charge during your visit at our store during its working hours and in case we need to contact you (e.g. if a wheelchair is not returned).
So we could provide you with a wheelchair for temporary use, you must provide us with your personal data. If you fail to provide the data, we may refuse to hand it over to you. 
We receive information about you once you fill out your application for wheelchair loan. 
Your personal data is stored until you return a wheelchair.

1.9    Issuing leasing cards
Categories of personal data  Legal basis for the processing
•    Card number 
•    Credit amount
•    Name
•    Surname
•    Personal ID number
•    Contact information
•    Date of financing agreement
•    Signature
 Personal data is processed in order to fulfil an agreement. 

We process your personal data, so we could issue you with a leasing card that can be used to pay in our stores for goods at the cashier, where you want to purchase them based on the agreement on financing of goods. 
We receive your personal data from SIA “AIZDEVUMS.LV”, when you sign consumer credit agreement with this company.
In order to issue you a leasing card, we shall need your personal data, otherwise we shall not be able to issue it to you.
Your personal data shall be stored for 3 months from the date of issue of the leasing card.

1.10    Lost and found
Categories of personal data  Legal basis for the processing
•    Name
•    Surname
•    Signature 
Your personal data are processed subject to our legal obligation (article 944 of Civil law). 

We process your personal data in order to ensure your right to retrieve your item(s) that you lost (left) at our store.
We receive your personal data when you signed the act of acceptance of findings.
You are not obliged to provide your personal data, but if you fail to provide them it shall be more difficult to get the items back.
Your personal data shall be stored for 1 month from the date of signing of the act of acceptance of findings.

2.    To whom we can disclose your personal data?
We can disclose your personal data to:
a)    For companies that we work with
Personal data are disclosed to the companies, which provides us services, i.e. data processors, such as companies providing IT maintenance services, companies which provide IT systems, archiving companies and others, as well as companies mentioned under each processing purpose. All these companies must ensure equivalent protection of your personal data, must not use it for unauthorised purposes and ensure that their partners are to act the same way.

b)    For state and municipal institutions and other entities performing functions assigned to them by the law 
We transfer your personal data to state and municipal institutions and other entities performing functions assigned to the by the law, upon receipt of their request or if we are obliged to provide such data in accordance with legislation or if we seek our legitimate interest to declare, fulfil or protect legal requirements.

3. Protection of personal data
We treat your personal data in a responsible manner:
a)    Security
We use technical and organisational security measures to protect your data. Data is stored safely and is accessible to limited amount of persons.
b)    International transfer
We also seek to process your personal data within the boundaries of the European Union and European Economic Area. However, we have service providers and business partners in many countries worldwide. In some cases we may need to transfer your data to one of these companies located beyond the boundaries of the European Union and European Economic Area. We aim to protect your information in such cases, thus we can count on the resolution of the European Commission on eligibility. This means that the European Union considers national laws and agreements to ensure adequate protection of your personal data. If we are to store your information within the United States of America, we shall refer to the “Privacy Shield”, i.e. the agreement between the governments of the European Union and the US. In the cases when there is no resolution on eligibility, we conclude an agreement, which includes standard conditions and other clauses adopted by the European Commission, codes of conduct, certificates, etc. 
For more information on personal data protection measures submit a separate request to us.

4.    Your rights
Your rights are as follows:
a)    the right to receive information whether we process your personal data and if such personal data is processed and the right to access your personal data. That’s why we inform you in advance about our processing activities via this privacy policy. If you have any questions, or would you like to learn more about what information we process from you, you are always welcome to contact us and we will provide you with further information;
b)    the right to request that we correct any inaccurate personal data;
c)    the right to delete your personal data, if you believe there’s no longer any need for us to keep it. Or, if you previously have given your permission, you can just decide to withdraw it. This does not apply where processing is necessary to exercise the right of freedom of expression and information, for the compliance with a legal obligation or for the establishment, exercise or defence of legal claims;
d)    the right to receive yourself or transfer your personal data to another company (known as the right to data portability). This right is not applicable when personal data processing is automated based on your consent or upon signing the agreement;
e)    the right to restrict the processing of your personal data in some circumstances. This means we will continue to store your information, but we’ll temporarily stop any other processing. Why would you want to do this? For example if you’ve asked us to fix incorrect information. In this situation you may want us to stop processing until the information is correct;
f)    the right to object to our processing. This applies when data processing is based on legitimate interests pursued by us or by a third party. You can do this when you believe that your personal interest outweighs ours;
g)    the right to withdraw your consent to the processing at any time. 

In order to use these rights, please contact us in writing or contact the Data Protection Officer by using the contact details specified below. 

You also have the right to make a complaint to the Data state inspectorate (http://www.dvi.gov.lv/en/) if you believe that the processing of personal data by us does not comply with applicable legislation.

5.    Changes to our Privacy Policy
We review our Privacy Policy on a regular basis. This Privacy Policy was prepared on the 23th of August, 2018.

6.    Contact information
If you have any queries on personal data processing, any requests or notes, please contact us:
SIA Paul Mason Properties, registration number LV50103951541, legal address: Bikeru st. 2, Dreilini, Stopiņu district, LV-2130, Latvia, phone number: +371 63301000, email address: info@IKEA.lv.

Data Protection Officer: e-mail address: dpo@IKEA.lv. 
You can also contact Data Protection Officer by mail, by sending a letter to the address specified previously and addressing it to the Data Protection Officer.