Privacy and Personal Data Processing Policy

  1. Purpose of the Privacy and Personal Data Processing Policy
    • The purpose of this Policy is to provide the data subject with information about the purposes, scope, protection measures, and retention periods of the processing of their personal data, both at the time the data is obtained and during its subsequent processing.
  2. Responsible Person for Personal Data Processing and Contact Information
    • The responsible person for personal data processing is SIA “Future Technology”, unified registration No. 40103315952, registered address: 143 Liepas Street, Jāņupe, LV‑2113, phone: +371 22077707, e‑mail: ft@ft.lv.
    • You can obtain answers to questions related to the processing of personal data by calling +371 22077707, by sending an e‑mail to ft@ft.lv, or by sending a registered letter to the legal address of SIA “Future Technology”.
    • A request for the exercise of your rights may be submitted in accordance with Section 12 of this document.
  3. Scope of the Privacy Policy
    • Personal data means any information relating to an identified or identifiable natural person. Definitions of personal data, explanations, and data categories are provided in Annex 1.
    • This Privacy Policy applies to ensuring the protection of privacy and personal data in relation to:
      • natural persons who are clients or employees of SIA “Future Technology”, including prospective, former, and current ones, who, in connection with the provision of services to a natural person (the Client), transfer or receive any information from SIA “Future Technology” (including data of contact persons, payers, and other related individuals);
      • real estate properties — the territory, yard, and adjacent areas owned or leased by SIA “Future Technology”, where video surveillance is carried out for the purposes of ensuring security, preventing unlawful activities, and protecting property;
      • visitors of the website maintained by SIA “Future Technology” (hereinafter — the Clients).
    • SIA “Future Technology” is committed to ensuring the privacy and protection of Clients’ personal data, safeguarding their right to the lawful, fair, and transparent processing of personal data in accordance with the applicable regulatory enactments of the Republic of Latvia and the European Union — Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR), the Law of the Republic of Latvia “Par fizisko personu datu apstrādi”, as well as other legal acts in the field of data protection and privacy.
    • This Privacy Policy applies to all personal data processing activities, regardless of the form and/or medium through which the Client provides the data (on the SIA “Future Technology” website, in paper form, by phone, or in any other way), as well as regardless of the information systems or storage media in which the data is processed.
  4. Purposes of Personal Data Processing
    • SIA “Future Technology” processes personal data for the provision and delivery of various types of services, including:
      • client identification and preparation of an individual offer;
      • preparation, conclusion, amendment, renewal, and termination of contracts;
      • customer service and communication with clients;
      • delivery of goods and fulfillment of other contractual obligations;
      • ensuring and maintaining the operation of the services provided;
      • improvement of existing goods and services, as well as the development of new products;
      • promotion, advertising, and distribution of goods and services for commercial purposes;
      • review and processing of claims;
      • processing of payments and settlement of accounts;
      • assessment of creditworthiness and monitoring of credit obligations;
      • recovery and collection of debts;
      • maintenance, development, and improvement of the website’s functionality;
      • data quality control and evaluation of process efficiency;
      • preparation of internal and external reporting.
    • SIA “Future Technology” also processes personal data for the purpose of providing information to state authorities and operational entities in the cases and to the extent prescribed by regulatory enactments, as well as for other specific purposes of which the Client is informed at the moment the relevant data is provided.
  5. Legal grounds for the processing of personal data
    • SIA “Future Technology” processes the Client’s personal data on the following legal grounds:
      • for the conclusion and performance of a contract – in order to enter into a contract based on the Client’s application and ensure its fulfillment;
      • for compliance with regulatory requirements – in order to fulfill the obligations imposed on SIA “Future Technology” by applicable legislation;
      • based on the Client’s (data subject’s) consent – in cases where the processing is carried out on the basis of voluntary and informed consent;
      • based on legitimate interests – for the purpose of pursuing the legitimate interests of SIA “Future Technology” arising from the relationship between SIA “Future Technology” and the Client, the concluded contract, or legal requirements.
    • The legitimate interests of SIA “Future Technology” include:
      • carrying out commercial activities;
      • provision of services related to the sale of goods, installation and maintenance of video surveillance systems, office maintenance, as well as consulting services in the field of information technologies, hosting, and other types of services;
      • provision of premises and territory maintenance services;
      • verification of the Client’s identity before entering into a contract or during the provision of services – by phone, electronically, or in person;
      • ensuring the fulfillment of contractual obligations;
      • preventing unjustified financial risks to its commercial activities (including the assessment of credit risk prior to the sale of goods and services and during the performance of the contract);
      • retention of Client requests and inquiries regarding the provision of services, as well as other applications and inquiries, including verbal ones, submitted by email or through the website;
      • analysis of the SIA “Future Technology” website, as well as the development and implementation of its improvements;
      • administration of the Client’s account on the SIA “Future Technology” website;
      • carrying out client retention activities;
      • segmentation of the Client database for more effective service delivery;
      • development and improvement of goods and services;
      • advertising its goods and services, including the sending of commercial notifications;
      • sending other messages regarding the performance of the contract and important events related to the contract, as well as conducting Client surveys about goods, services, and their usage experience;
      • informing about changes in the procedure for the provision of services and in the price list;
      • informing Clients about industry news;
      • prevention of fraud;
      • ensuring financial and business accounting and analytics;
      • ensuring effective corporate governance processes;
      • improving the efficiency of the sale and delivery of goods;
      • ensuring and improving the quality of services;
      • administration of payments;
      • administration of overdue payments;
      • contacting state authorities, law‑enforcement bodies, and courts to protect its legitimate interests;
      • informing the public about its activities.
  6. Rules for the processing of data from one data controller to another
    • These data processing rules apply only to the processing of personal data arising from cooperation agreements that SIA “Future Technology” concludes with another legal entity.
    • Both Parties act as independent data controllers.
    • The Parties shall implement appropriate technical and organizational measures to ensure the security of personal data processing.
    • The Parties shall promptly, but no later than within two (2) business days, inform the other Party of any data subject request received, if such request concerns or affects the processing of personal data carried out by the other Party (for example, a request to restrict data processing) or impacts the personal data (for example, a request for data rectification). The Parties shall cooperate in good faith (including by exchanging information regarding the processing of personal data) in order to fulfil justified data subject requests and to ensure the accuracy of personal data throughout the entire processing period.
  7. Personal Data Processing
    • SIA “Future Technology” processes the Client’s personal data using modern technological solutions, taking into account potential privacy risks as well as the organizational, financial, and technical resources reasonably available to the company.
    • SIA “Future Technology” may apply automated decision‑making in relation to the Client. The Client shall be informed separately about such cases in accordance with the requirements of applicable legislation. The Client has the right to object to automated decision‑making; however, the Client should be aware that in certain situations this may limit the possibility of using some of the services available to them (for example, receiving personalized commercial offers).
    • Automated decision‑making that may produce legal effects for the Client (for example, approval or rejection of an application) is permitted only in the course of concluding or performing a contract between SIA “Future Technology” and the Client, or on the basis of the Client’s explicit consent.
    • For the proper and timely fulfilment of contractual obligations, SIA “Future Technology” may entrust its partners with the performance of certain tasks related to the delivery of goods or the provision of services previously agreed with the Client. If, in the course of performing such tasks, the partners process the Client’s personal data held by SIA “Future Technology”, they are considered data processors. In such cases, SIA “Future Technology” is entitled to transfer the Client’s personal data to its partners to the extent necessary for the performance of the relevant contractual obligations.
  8. Personal data protection
    • SIA “Future Technology” processes the Client’s personal data using modern technological solutions, taking into account potential privacy risks as well as the organizational, financial, and technical resources reasonably available to the company.
  9. Categories of personal data recipients
      • SIA “Future Technology” does not disclose the Client’s personal data to third parties and does not reveal information obtained in the course of providing services or performing a contract, including information about the services received, except in the following cases:
        • if the transfer of data is necessary for the performance of a contract or for carrying out functions required by law (for example, transferring data to a bank for payment processing or for the provision of a service);
        • for sending invoices to the Client;
        • for sending postal notifications to Clients about changes to the contract terms or the price list;
        • on the basis of the Client’s explicit and unambiguous consent;
        • to persons who must be provided with such information in accordance with legal requirements — upon their justified request and in the manner and scope prescribed by law;
        • in cases provided by law, for the protection of the legitimate interests of SIA “Future Technology”, for example, when applying to a court or other public authorities in relation to a person who has infringed the company’s legitimate interests.
  10. Access of third‑country entities to personal data
    • SIA “Future Technology” ensures compliance with all procedures required by applicable legislation in order to guarantee a level of personal data processing and protection that meets the requirements of the Regulation and provides appropriate data security in the event of any potential transfer to third‑country entities.
  11. Personal data retention period
    • SIA “Future Technology” stores and processes the Client’s personal data for as long as at least one of the following conditions applies:
      • the contract between SIA “Future Technology” and the Client remains in force;
      • in accordance with external regulatory requirements, SIA “Future Technology” or the Client may exercise their legitimate interests, for example, by submitting objections, filing a claim, or participating in legal proceedings;
      • one of the parties has a legal obligation to retain the data;
      • the Client’s consent for the relevant data processing is in effect, provided that no other lawful basis for processing exists.
    • Once all of the above conditions cease to apply, the Client’s personal data must be deleted.
  12. Access to personal data and other rights of the Client as a data subject
    • The Client has the right to receive the information required by applicable legislation regarding how their personal data is processed.
    • In accordance with applicable legislation, the Client has the right to request from SIA “Future Technology” access to their personal data, as well as to request that such data be supplemented, rectified, deleted, or that its processing be restricted; to object to the processing of data (including processing based on the legitimate interests of SIA “Future Technology”); and to exercise the right to data portability. These rights may be exercised to the extent that the data processing does not arise from the obligations of SIA “Future Technology” established by applicable legislation and performed in the public interest.
    • The Client may submit a request to exercise their rights:
      • by registered mail to the legal address of SIA “Future Technology”
      • during the period in which, in accordance with the procedures established by external regulatory acts, SIA “Future Technology” or the Client may exercise their legitimate interests (for example, submit objections, file or pursue a claim in court);
      • in electronic form.
    • Upon receiving a Client’s request to exercise their rights, SIA “Future Technology” verifies the Client’s identity, reviews the content of the request, and processes it in accordance with the requirements of applicable legislation.
    • SIA “Future Technology” sends its response to the Client by registered mail to the correspondence address specified by the Client.
    • SIA “Future Technology” ensures compliance with data processing and protection requirements in accordance with applicable legislation and, in the event of a Client’s objections, takes the necessary steps to resolve them. However, if the situation cannot be resolved, the Client has the right to contact the supervisory authority — the State Data Protection Inspectorate.
  13. The Client’s consent to data processing and the Client’s right to withdraw it
    • The Client may give consent to the processing of personal data if the legal basis for such processing is consent (for example, analysis of service‑usage habits, preparation of personalized advertising, etc.). Consent may be provided on the SIA “Future Technology” website, in SIA “Future Technology” service application forms, by calling the office at 22077707, by email at ft@ft.lv, or by sending a registered letter to the company’s legal address.
    • The list of categories of personal data that may be processed on the basis of the Client’s consent or other legal grounds is provided in Annex No. 1.
    • The Client has the right to withdraw previously given consent at any time in the same manner in which it was provided, that is, on the SIA “Future Technology” website, by calling 22077707, by email at ft@ft.lv, or by sending a registered letter to the company’s legal address. Once consent is withdrawn, the data processing based on that consent and carried out for the specific purpose is terminated.
    • Withdrawal of consent does not affect the lawfulness of data processing carried out during the period in which the Client’s consent was valid.
    • Withdrawal of consent does not terminate data processing if such processing is carried out on other legal grounds.
  14. Communication with the Client
    • SIA “Future Technology” communicates with the Client using the contact information provided by the Client (telephone number, email address, postal address).
    • Communication related to the fulfilment of contractual obligations for the provision of services (for example, information about invoices, changes to services, etc.) is carried out by SIA “Future Technology” on the basis of the concluded contract.
    • During communication (incoming calls, emails), SIA “Future Technology” verifies the Client’s identity based on the following criteria:
      • Telephone call: the caller’s phone number — whether it matches the number specified in the contract; the Client’s contract number; the name of the legal entity / the Client’s first and last name; the service provision address.
      • Email: the sender’s email address — whether it matches the one specified in the contract; the Client’s contract number; the name of the legal entity / the Client’s first and last name; the service provision address.
      • Postal correspondence.
  15. Commercial notifications
    • Communication related to the sending of commercial notifications about SIA “Future Technology” goods and services is carried out in accordance with the requirements of external regulatory acts or on the basis of the Client’s consent. The Client may give consent to receive commercial notifications on the SIA “Future Technology” website or when completing an application form for SIA “Future Technology” services.
    • The consent given by the Client remains valid until it is withdrawn, including the period after the termination of the service agreement. The Client may refuse further receipt of commercial notifications at any time by using one of the following methods:
      • by selecting the corresponding option in their user profile on the SIA “Future Technology” website;
      • by sending an email to ft@ft.lv;
      • by calling the SIA “Future Technology” office at 22077707;
      • by using the automated opt‑out option provided in the commercial notification itself by clicking the unsubscribe link at the end of the message (email).
    • SIA “Future Technology” stops sending commercial notifications immediately after processing the Client’s opt‑out request. The processing time depends on technical capabilities and may take up to three days.
    • By expressing their opinion in surveys and providing their contact details (email, phone number), the Client agrees that SIA “Future Technology” may contact them using the provided contact information in connection with the feedback or rating submitted by the Client.
  16. Use of cookies
    • Cookies are small text files that are created and stored on the Client’s device (computer, tablet, mobile phone, etc.) when visiting the Service Provider’s web pages. Cookies make it possible to “remember” the user experience and essential information, which improves the convenience of using the Service Provider’s website. The Service Provider does not use cookies for purposes falling under Regulation (EU) 2016/679 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data.
  17. Other provisions
    • SIA “Future Technology” has the right to make amendments and additions to the Privacy Policy by publishing its updated version on the SIA “Future Technology” website and ensuring that the Client has access to the updated information.

Annex No. 1 to the SIA “Future Technology” Privacy Policy – “Data Categories”

No. Data category Examples
Personal identification data first name, last name, personal code/ID, date of birth, passport/ID card number
Individual’s contact information address, phone number, email address
Client’s contact persons’ data first name, last name, email address, phone number
Client data contract number, Client’s registration date, status, client number
Actions on the SIA “Future Technology” websites username and password, address, phone number, email, actions in the ft.lv self‑service portal
Supplier data supplier number, account information, address, bank account number
Service data document number, date, service name, service provision address, price, discount
Cooperation agreement data contract number, signing/approval date, type, annex number, annex date
Communication data type of incoming/outgoing communication, number, date, registrar, content, channel, delivery status
Product purchase data product name, product code, purchase date, invoice number, method of receiving the product, price, payment method, receipt information
Service purchase data information about the Client’s orders, purchases and requests related to the agreement; service provision address
Instalment (installment) data instalment contract number, decision, payment schedule
Creditworthiness assessment data existence of external debt, credit risk assessment, creditworthiness status
Settlement data settlement system account number, bank account number, invoice number, date, amount, method of receiving the invoice, payment date, debt amount, debt collection information
Claim data claim number, registration/decision date, type, description
Client survey data survey name, sending date, response date, questions and provided answers
Actions on the SIA “Future Technology” websites IP address, name of performed actions, website section, date and time
Photographs and images photographs from client events, shooting date
Video data video materials from client events
System access data logins and passwords provided to the Client
Consent information Client’s consent records by topic, date and time of consent, source