Ospentos International OÜ privacy policy

Controller:     Ospentos International OÜ (hereinafter Ospentos)
Registry code: 11306955
Address: Kesk-Sõjamäe 10a, 11415 Tallinn
E-mail: info@ospentos.com
Phone: 6 058 501

Ospentos values highly your privacy and does its best to protect your personal data that has become known to Ospentos. Hereby Ospentos gives you an overview about which personal data and on which purpose Ospentos processes and what are your rights with regard to your personal data.

What personal data is Ospentos processing?

Ospentos would like to explain that “personal data” is any information relating to natural person (identified or identifiable), for example name, e-mail address, phone number etc.

Such personal data is for example, but not limited to: name; signature; personal identification code; document number; e-mail address; contact address; supply chain and address of the goods; bank account number; information about payment methods; information about employment position; information about education and language skills; special categories of personal data, collecting of which is not the purpose of Ospentos, but about which Ospentos might learn due to client- or cooperation relationship; other personal data that Ospentos is not purposefully collecting, but which might become known to Ospentos due to different communication ways.

Where does Ospentos get personal data from?

Ospentos gets the above described data through different legal sources. We get data from you, from your employer or service provider or cooperation partner or through public records such as business register.

On what purposes does Ospentos process personal data?

Ospentos follows the purpose limitation while processing your personal data. This means that Ospentos collects personal data for predetermined and legal purposes and does not process the data in a way, which is in contradiction with these purposes. The purposes for data processing are: rendering road feeder and cargo terminal services; handling cargo flights; organizing courses; handling and developing client and cooperation relations; settling claims; marketing activities, e.g. sending adds and offers; archiving; fulfilling obligations deriving from the law.

On which legal basis does Ospentos process personal data?

While processing personal data Ospentos follows principle of lawfulness. This means that Ospentos processes personal data if there is a legal basis for such action. Ospentos processes your personal data based on one or many of the following legal basis: contract negotiations and fulfillment of the contract; legitimate interests of Ospentos, incl. protecting people and assets; fulfillment of an obligation deriving from the law.

During contract negotiations and to fulfill the contract Ospentos need to process your personal data. Without processing your personal data it is not possible to hold contract negotiations, to enter into a contract and to fulfill it. Keeping in mind the purpose to process personal data only to the extent necessary, Ospentos processes personal data which is necessary to sign and fulfill the specific contract.

Ospentos processes personal data based on its legitimate interest. The legitimate interest of Ospentos is foremost to improve and develop service and the selection of services and client and cooperation relationships. Also protecting people and assets. At the same time it is necessary to settle claims and reclamations. Ospentos keeps in mind data minimisation while processing data based on legitimate interest, therefore Ospentos processes only relevant personal data taking into account the specific purpose of processing.

Ospentos has the obligation to process your personal data to fulfill obligations deriving from the law. This means that the processing of your personal data is not a wish of Ospentos, but rather an obligation, that derives directly from applicable law.

To whom Ospentos forwards personal data?

In addition to Ospentos, your personal data may be processed by processors. Processors are mainly persons who support the activities of Ospentos, by offering services. Such services are: handling e-mail, webpage and servers and client- and sales software; IT support and accounting services; other administrative services; legal, banking and telecom services.

In addition to the above said on some occasions Ospentos is obligated to forward personal data to state registries and databases and to local governments and administrative bodies.

Further, Ospentos is obliged to transfer your data to third countries. Otherwise it is not possible for Ospentos to offer you services, to fulfill the contract. Ospentos transfers personal data to third countries based on adequacy decisions or on condition that: the transfer is necessary for the performance of a contract; the transfer is necessary for the conclusion or performance of a contract concluded in the interest of you between Ospentos and another person; the transfer is necessary for the establishment, exercise or defence of legal claims.

How long does Ospentos retain personal data?

Ospentos follows storage limitations. This means that Ospentos retains your personal data only for so long as it is legally justifiable, meaning that Ospentos retains your data based on processing purposes and legal basis of the processing. Taking into account different communications and obligations deriving from applicable law, it is not however possible to exhaustively list all the retention periods. Despite the before said, Ospentos hereby gives some examples of retention periods, that may not be interpreted as exhaustive list: accounting documents are stored for 7 years; other personal data is stored 10 years as of the end of the client- or cooperation relationship.

What are your rights?

To ensure lawfulness and transparency of the data processing, Ospentos hereby notifies you of your rights with regard to data processing. You may use all the rights listed below taking into account the conditions set in relevant regulations.

You have the right to access the data that Ospentos holds about you. For that you may get a confirmation from Ospentos whether Ospentos processes your personal data and if, then you may have the access to the data.

Also you may request rectification of the data, if the personal data is inaccurate.

You may also request for the erasure of your data, if at least one of the prerequisites set in relevant regulation is fulfilled. Therefore the right to erasure is not limitless.

In addition and on certain occasions (e.g. you have contested the accuracy of the personal data; processing is unlawful; Ospentos no longer needs your personal data) you may obtain a restriction of processing from Ospentos.

You also have the right to object to the data processing.

To protect your rights you may also go to court or supervisory authority.