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Privacy policy

General provisions

VšĮ Bendrystės erdvė (hereinafter – BE or we) respect your privacy and ensure that your personal data is protected.

The purpose of this Privacy Policy is to inform you what personal data we collect, how we collect, process and store it while providing our services.

We confirm that, when processing your data, BE is guided by:

  • the General Data Protection Regulation (EU) 2016/679;
  • the Law on Legal Protection of Personal Data of the Republic of Lithuania;
  • other legal acts regulating the protection of personal data.

Data controller

The controller of your personal data is the public institution Bendrystės erdvė, whose registered office is located at Laisvės al. 38C, LT-44240, Kaunas, Lithuania, code 307819126, tel. +370 686 41489, email: info@berdve.lt.

Definitions used in this Privacy Policy

Personal data – direct and indirect data or information that we receive directly from you or from other sources, by which you can be identified.

Data subject – you or any natural person (including a legal entity's manager / representative, beneficial owner) who uses / has expressed the intention to use the services provided by BE or is otherwise related to BE and / or the services it provides, whose personal data we process.

Other terms used in this Privacy Policy are understood as they are defined in the General Data Protection Regulation (EU) 2016/679 and other legal acts regulating the protection of personal data.

Personal data we collect

Information that you provide voluntarily: when you register for a visit with a specialist by phone, send us an email, contact us through third-party applications (Facebook, etc.), consult our staff in writing, orally or by other means regarding the services provided, use the comment function on the website, contact us by any other means and voluntarily provide information about yourself.

BE collects the following personal data:

  • First name;
  • Last name;
  • Date of birth or personal identification number;
  • Position (if applicable);
  • Company represented (if applicable);
  • Bank account number (if applicable);
  • Email address;
  • Telephone number (mobile);
  • Date of the service agreement.

In order to receive the specialist services provided by our staff, you must:

  • register in the registration book, providing your name and contact telephone number (when registering for consultations);
  • register in the participant list, providing your first name, last name, contact telephone number, email address (when participating in events).

In order to receive the services provided by our staff for your child, we collect the child's personal data:

  • First name;
  • Last name;
  • Age.

Please note that if you do not agree to provide your own or your child's personal data, BE may be unable to provide its services to you.

When visiting a specialist for services for your child, you must complete a consent form containing personal data about you and your child: first name, last name, date of birth, email address and telephone number (if applicable).

Purposes and legal bases for processing

BE collects and processes your personal data for the following purposes:

  • Performance of contractual obligations and accounting;
  • Customer service and provision of information;
  • Maintaining relationships with Clients and creating and administering the possibility to use BE services;
  • Proper participation in various projects (information is collected by completing project participant questionnaires);
  • In order to register data subjects for training and consultations (information may be collected by phone or by registering online);
  • For personnel selection purposes (candidates' personal data is collected). BE processes the personal data of candidates who have sent their CVs directly to BE by email or through job advertisement portals (email address, first and last name, telephone number, all information provided in the CV, cover letter and the position applied for) in order to select a candidate for the position applied for. BE stores candidates' personal data only for as long as the selection for a specific job is ongoing. Data is stored for longer only if the candidate's consent is obtained. BE does not collect or process candidates' special categories of personal data;
  • For other purposes for which BE has the right to process the Client's personal data, where the Client has given their consent, where the data needs to be processed for BE's legitimate interest, or where BE is obliged to process the data by the relevant legal acts.

BE processes your personal data on the legal bases defined in the General Data Protection Regulation (EU) 2016/679:

  • For the establishment, exercise or defence of legal claims (to a court, bailiffs or other institutions to which we are obliged to transfer data under the legal acts of the Republic of Lithuania);
  • In order to conclude and perform a contract entered into with you;
  • On the basis of your consent to process personal data.

Data retention period

BE stores your data no longer than required by the purposes of data processing or as provided by legal acts, if they establish a longer data retention period.

Personal data is generally stored for as long as reasonable claims may arise from the contractual relationship or to the extent necessary to implement and protect BE's legitimate interests. When you stop using BE services, your data is stored no longer than required by data subjects and / or provided by legal acts.

Although a client may terminate the contract and decline BE services, BE is nevertheless obliged to continue storing the client's personal data in view of claims or legal disputes that may arise in the future, until the data retention periods expire.

In addition, we store information so that, if necessary, we can provide you with the required information, so that we can cooperate properly and answer all questions related to our mutual cooperation.

Direct marketing

If you gave separate consent in the registration form, we process your contact details – name, email address and phone number – for direct marketing purposes, so that we can send newsletters, event invitations and other information related to BE's activities.

The legal basis for this processing is your consent (GDPR Article 6(1)(a)). Consent is voluntary and does not affect your ability to receive BE's services.

You can withdraw your consent and unsubscribe at any time by emailing us at info@berdve.lt. Once consent is withdrawn, we will promptly delete your data used for direct marketing; withdrawal does not affect the lawfulness of processing carried out before it.

Data provided for direct marketing purposes is stored for as long as your consent remains valid.

Data security measures

Compliance with the principles of personal data processing and protection is ensured by the director of BE through appropriate organisational measures (orders, instructions, recommendations).

BE ensures the proper storage of documents and data files, takes measures to prevent accidental or unlawful destruction, alteration, disclosure of personal data, as well as any other unlawful processing. Employees performing personal data processing functions store documents and data files properly and securely and avoid making unnecessary copies. Copies of documents that contain your personal data are destroyed in such a way that the documents can in no way be restored and their content recognised.

In order to receive the services provided by our staff, you must first register in the registration book, which is accessible only to the BE office administrator, and the information is provided only to the employee for whom it is necessary in order to properly perform their work functions.

All information obtained during a visit or consultation is stored only by the employee who provides services to you.

BE ensures the security of the premises in which personal data is kept, the proper arrangement and review of technical equipment, compliance with fire safety rules, proper network management, maintenance of information systems and the implementation of other technical measures necessary to ensure the protection of personal data.

Computer files stored on computers that accumulate personal data are not accessible to users of other computers. The computer itself is protected by a password known only to the person working on that specific computer.

The antivirus program on the computers is constantly updated.

Documents in paper form (printed documents) and their copies that contain personal data are stored in archives. BE stores documents in the financial documents archive and the other documents archive. The financial and other documents archive is accessible only to persons authorised by the director of BE.

Upon detecting personal data security breaches, BE takes immediate measures to prevent unlawful processing of personal data.

Data subject rights

In accordance with the General Data Protection Regulation, you, as a data subject, have various rights that apply depending on various circumstances.

You have the right:

  • To contact us and discuss any questions that arise regarding the processing of personal data carried out by BE;
  • To request that BE provide information on whether your personal data is being processed, and if personal data is being processed – you have the right to access the personal data being processed and the information related to it;
  • To request that BE correct your personal data – in the event that, upon accessing the personal data, you find that the data is incorrect, incomplete or inaccurate;
  • To request that BE erase your personal data that is processed on the basis of your consent, if you withdraw the relevant consent. The exercise of this right is limited if the personal data you request to be erased is also processed on another legal basis, such as the performance of a concluded contract, and BE has a legitimate interest or a legal obligation to continue processing (storing) the relevant personal data;
  • To contact BE and object to the processing of your personal data, where the processing of personal data is carried out on the basis of legitimate interest;
  • To withdraw your consent to the processing of personal data. In cases where the processing of personal data is necessary for the provision of services, after withdrawing consent to process personal data, BE will no longer be able to provide you with such services.

To exercise the rights specified above, you may contact BE by email at info@berdve.lt or by phone at +370 686 41489.

If you believe that your personal data is being processed in violation of your legitimate interests under the applicable legal acts, you have the right to lodge a complaint about the processing of personal data with the State Data Protection Inspectorate, which is responsible for the supervision and control of legal acts regulating the protection of personal data. We kindly ask that you first contact BE regarding any questions that arise.

Handling of requests to exercise data subject rights

A request to exercise the specified rights must be submitted to BE by the email address indicated.

In order to ensure that the personal data processed by BE is not disclosed to any persons who do not have the right to receive it, upon receiving your request to provide data or exercise other rights, your identity will first be established. If the identity verification procedure is successful, BE undertakes to provide, without delay and no later than within 1 (one) month from receipt of your request, information about the actions taken in response to your request. Taking into account the complexity of the request or if you submit several requests at the same time, BE has the right to extend the period of 1 (one) month by a further 2 (two) months, informing you thereof by the end of the first month and indicating the reasons for such an extension.

You do not have to pay any fee to obtain information about the personal data being processed about you (or to exercise any other rights). However, BE may charge a reasonable fee if your request is manifestly unfounded, repetitive or excessive.

Recipients of personal data

When processing personal data, BE undertakes to maintain confidentiality. Information may be disclosed to other parties if this is necessary to conclude or perform a contract, or for other legitimate reasons. Information may also be provided to other parties at your request.

An exception, where we may not maintain confidentiality, is in cases where, in order to properly perform our work functions, we are obliged to report to competent authorities in cases provided for by law.

We may provide your data to data processors (service providers) who provide us with services (perform work) and process your data on our behalf as the data controller. Below is an indicative (non-exhaustive) list of entities to which personal data may be provided:

  • Information technology companies that process data to ensure the development, improvement and maintenance of information systems;
  • Entities providing audit services;
  • State institutions – we may provide your data in response to requests from courts or state institutions, but only to the extent necessary to properly comply with the legal acts;
  • Funders of various projects (for example, ESFA and other institutions financing project activities).

Final provisions

This Privacy Policy is an inseparable part of the services provided by BE. As BE develops and improves its activities, BE has the right to unilaterally amend this Privacy Policy at any time. We recommend that clients regularly review the latest version of the Privacy Policy on this website to stay informed of the relevant information.