Published: 15.03.2022.

Personal data processing controller

The controller of personal data processing is the State Education Development Agency (hereinafter – VIAA), taxpayer registration No. 90001800413, address: Vaļņu iela 1, Riga, LV-1050, telephone: +371 67814322 , e-mail: info@viaa.gov.lv .

Contact information of the personal data protection specialist: e-mail: das@viaa.gov.lv .

General rules

The purpose of the Privacy Policy is to provide a natural person – the data subject – with information about the purposes and legal basis for processing personal data, the amount of personal data to be processed, the cases in which the data is disclosed, the data retention periods, as well as to inform you about your rights and obligations. More detailed information about the processing of personal data may be specified in contracts.

VIAA, when processing personal data of data subjects, complies with applicable European Union and national regulatory enactments.

VIAA ensures the confidentiality of personal data and has implemented appropriate technical and organizational measures to protect personal data from unauthorized access, unlawful processing or disclosure, accidental loss, alteration or destruction.

VIAA processes personal data to implement the functions of VIAA, which are specified in the Cabinet of Ministers Regulation No. 934 of December 18, 2012 “Regulations of the State Education Development Agency”.

Processing of personal data by VIAA

If a person submits an application (both in paper format and by e-mail (signed with a secure electronic signature and unsigned), then the VIAA processes the personal data specified in the person's application.

The legal basis for the processing of personal data is the Law on Submissions, the Law on Openness of Information, the Law on Electronic Documents, the Law on the Legal Effect of Documents, the Law on Archives, Cabinet of Ministers Regulation No. 473 of 28 June 2005 “Procedures for the Development, Preparation, Storage and Circulation of Electronic Documents in State and Local Government Institutions and the Procedures for the Circulation of Electronic Documents between State and Local Government Institutions or between these Institutions and Natural and Legal Persons”, Cabinet of Ministers Regulation No. 748 of 6 November 2012 “Regulations on Document and Archives Management”.

VIAA processes personal identifying information (name, surname), contact information, as well as information and personal data that the person has provided in the application.

VIAA keeps applications for 5 years.

If a person disputes or appeals administrative acts or actual actions issued by the VIAA, the VIAA will process personal data that is necessary within the framework of the administrative process in accordance with the Administrative Procedure Law.

The VIAA keeps documents relating to the administrative process for 2 years after the last effective judgment/decision.

Since VIAA implements various projects, within the framework of which contracts are concluded with individuals for the implementation of project activities, VIAA processes personal data to ensure the conclusion of the contract and monitor the performance of the contract.

In order to ensure the operation of the European Commission's information and advice network Euroguidance in Latvia, including organizing events for the public on educational and career development opportunities, VIAA processes the name, surname and contact information of the event participant to ensure the organization of the event, as well as to submit information to the European Commission on expenses related to the organized event.

Personal data is stored for 5 years after the event is organized.

Legal basis for processing personal data: Subsection 3.3 of Cabinet of Ministers Regulation No. 934 of 18 December 2012 “Regulations of the State Education Development Agency”.

In order to ensure the fulfillment of the obligation specified in paragraph 30.11 of the Cabinet of Ministers Regulation No. 740 of 24 August 2004 “Regulations on Scholarships” regarding the transfer of funding to the current account of a higher education institution in connection with the payment of the social scholarship "Studētgods" to students, VIAA checks the information entered in the State Education Information System about the student (name, surname, personal identification number, name of the higher education institution, information about the application, information about whether the student meets the conditions to receive the scholarship "Studētgods", information about exmatriculation, academic breaks).

In order for the VIAA to be able to justify the funding paid to the higher education institution, the VIAA keeps the cost justification document, which indicates the student's name, surname, personal identification number and the name of the higher education institution, for ten years.

VIAA does not transfer personal data.

Ensuring the implementation of the Erasmus+ program in Latvia in the fields of general (school) education, vocational education, higher education, adult education and sports. 

The data controller for the processing of personal data carried out within the framework of the Erasmus+ programme is the European Commission (Directorate-General for Education, Youth, Sport and Culture), contact details: data-protection-officer@ec.europa.eu .

VIAA is a state administrative institution that ensures the implementation of the Erasmus+ programme in Latvia in the fields of general (school) education, vocational education, higher education, adult education, as well as sports. Consequently, VIAA's responsibilities include the management of the Erasmus+ programme, including the management of funding allocated by the European Union.

The Erasmus+ programme is delivered by cooperation partners, that is, any public or private organisation active in the field of education, training, youth and sport. This means that VIAA enters into an agreement with the cooperation partner.

VIAA, in relation to the processing of personal data carried out to ensure the implementation of the Erasmus+ programme, as well as cooperation partners with whom a contract is concluded for the implementation of a specific Erasmus+ programme activity, are considered processors within the meaning of the General Data Protection Regulation.

This means that the European Commission (Directorate-General for Education, Youth, Sport and Culture) is considered the controller for the processing of personal data.

Information on the processing of personal data by the European Commission is available here: https://webgate.ec.europa.eu/erasmus-esc/index/privacy-statement and https://erasmus-plus.ec.europa.eu/erasmus-and-data-protection

Legal basis for processing personal data

In order to ensure the implementation of the Erasmus+ and European Solidarity Corps programmes, VIAA processes personal data in accordance with:

  • Regulation No. 2021/817 of the European Parliament and of the Council establishing Erasmus+ - the Union programme for education and training, youth and sport and repealing Regulation (EU) No. 1288/2013;
  • Regulation No. 2021/888 of the European Parliament and of the Council establishing the European Solidarity Corps and repealing Regulations (EU) 2018/1475 and (EU) No. 375/2014;
  • Regulation No 2018/1046 of the European Parliament and of the Council on the financial rules applicable to the general budget of the Union, amending Regulations (EU) No 1296/2013, (EU) No 1301/2013, (EU) No 1303/2013, (EU) No 1304/2013, (EU) No 1309/2013, (EU) No 1316/2013, (EU) No 223/2014, (EU) No 283/2014 and Decision No 541/2014/EU and repealing Regulation (EU, Euratom) No 966/2012;
  • Cabinet of Ministers Regulation No. 934 of 18 December 2012 "Regulations of the State Education Development Agency".
  • Your consent if you wish to receive information from VIAA about news, as well as participate in surveys.

Categories of personal data, purposes for processing personal data

VIAA is considered a processor for the purpose of ensuring the implementation and control of the Erasmus+ programme as defined in the above regulations. VIAA, as a processor, has the right to process the following personal data:

  • identification data – name, surname, identification number, date of birth;
  • special categories of personal data – information about the (non)existence of disability, as well as the type of functional impairment, nationality, and citizenship;
  • contact information - for example, address, telephone number, email address;
  • data related to participation in the program - about participation in events, projects, activities within the program, photo and video materials, experience stories;
  • data on education and skills – acquired professional qualifications, educational institution, language skills and other information necessary for participation in the Erasmus + program;
  • financial data – bank account details, data on disbursement of scholarships, rewards, compensations, and other payments;
  • data necessary for statistics, e.g. age, program studied, educational institution, etc.

VIAA, in cooperation with the European Commission, coordinates and provides information to the public on the activities and results of the Erasmus+ programmes in accordance with Regulation No. 2021/817 of the European Parliament and of the Council of 20 May 2021 establishing Erasmus+, the Union programme for education and training, youth and sport and repealing Regulation (EU) No. 1288/2013, in order to promote the Erasmus+ programmes, promote the exchange of best practices between stakeholders and beneficiaries of the Programme, and ensure the visibility of European Union funding.

The purpose of processing personal data is to provide the public with information about events and activities organized by VIAA, as well as to promote them in order to ensure public awareness of Erasmus+ programs, as well as other activities coordinated and provided by VIAA.

To achieve the purpose, VIAA processes the personal data of Erasmus+ program participants, experts, cooperation partners, VIAA employees (videos, photos, personal data included in interviews with VIAA, data submitted by individuals to VIAA, etc.), publishing them on websites and social networks maintained by VIAA.

The legal basis for processing personal data is the public interest, with VIAA ensuring transparency in the use of European Union and state budget funds and carrying out the task set out in VIAA's regulatory enactments (to disseminate information about programs and projects implemented by VIAA) by reflecting and promoting events and activities.

If an event participant does not want their photo and information about participation in the event to be used for this purpose, the event participant has the right to object by informing VIAA.

There is no time limit on the availability of event videos and publicity images.

If you apply as an evaluation expert for the Erasmus + program, then VIAA, based on Regulation No. 2021/817, will process the evaluation expert's name, surname, position, address, telephone number and e-mail address to ensure the selection of the expert and communication with the expert. If VIAA concludes a contract, then in addition to the aforementioned personal data, the personal identification number, bank account number, signature, as well as the information specified in the contract will be processed. The legal basis for the processing of personal data is the conclusion of the contract, the performance and control of the contract, as well as the implementation of Chapter VIII of Regulation No. 2021/817.

In order for VIAA to prove the costs of organizing a specific event related to the organization of an event planned under the Erasmus+ program, VIAA will process the name, surname, email address, and signature of the event participant. The legal basis for processing personal data is the fulfillment of the obligations set out in Regulation No. 2021/817.

Recipients of personal data

VIAA may transfer personal data:

  • processors who ensure the maintenance and improvement of VIAA information systems;
  • event organizers, legal service providers, postal service providers, VIAA cooperation partners involved in the implementation of the Erasmus+ program;

auditors, the Central Finance and Contracting Agency as the European Union Funds Cooperation Authority, the European Commission as the controller;

  • service providers who monitor web traffic, as well as maintain VIAA websites.

Geographical area of ​​personal data processing

Personal data is processed in the European Union/European Economic Area (EU/EEA).

Storage period

VIAA stores personal data and documents received in connection with the implementation of the Erasmus+ programme in accordance with the instructions of the European Commission as the controller, namely for 10 years after the completion of the relevant project.

If the processing of personal data is based on the consent of the data subject, then after the data subject withdraws their consent, VIAA will no longer process the personal data.

Providing publicity for the European Prize for Innovative Teaching and the European Label for Language Learning

The European Innovative Teaching Award is an initiative of the European Commission, which, starting in 2021, is organized annually in the Erasmus + Member States as a support measure for the achievement of the European Education Area by 2025. The initiative is implemented in the school sector, which ensures excellent teaching practices implemented in Erasmus + projects, while also recognizing the work of teachers and their contribution to the teaching profession.

The European Label for Language Learning is an award that promotes the development of new methods and initiatives in the field of language teaching and learning, as well as intercultural understanding across Europe. The label is awarded annually or every two years to the most innovative language learning projects in the Member States of the European Union (EU) and in third countries associated with the Erasmus + programme.

Legal basis for processing personal data 

Consent of the data subject.

Categories of personal data, purposes for processing personal data

The video for the respective award shows the project implementer informing the public about the implemented Erasmus + project and his/her name, surname, position, educational institution represented, as well as other adults and learners participating in the video filming (visual appearance only).

The purpose of the processing of personal data (for the European Innovative Teaching Award) is to promote opportunities for cooperation and support, to promote excellent teaching and learning practices, to celebrate the achievements of teachers and schools and to express appreciation for their work, to provide means of mutual learning, to highlight the importance of the Erasmus + programme in cooperation between European teachers and in the creation of the European Education Area.

The purpose of the processing of personal data (for the European Label for Language Learning) is to promote excellence in foreign language teaching, to help raise the standards of language teaching across Europe and to promote awareness of European cooperation in the field of language teaching and learning across all education sectors.

Recipients of personal data

In order to inform the public, information about the laureate together with the developed video may be published on the websites maintained by VIAA ( www.viaa.gov.lv , www.erasmusplus.lv ) and social media (VIAA and Erasmus+ Latvia), as well as used for journalistic and publicity purposes. The video may also be published on the website of the European Commission, as well as promoted on the social media accounts of the European Commission and at award events organized by it. Information on the processing of personal data is available at: https://webgate.ec.europa.eu/ Erasmus -esc/index/privacy-statement 

Geographical area of ​​personal data processing

Personal data is processed in the European Union/European Economic Area (EU/EEA).

Storage period

The video is not deleted unless the data subject requests that the video be deleted or their image be blurred (to ensure anonymity).

Processing of personal data to ensure the management and implementation of European Union Structural Funds projects

Legal basis for processing personal data.

In order for VIAA to implement the European Social Fund project “Improvement of Professional Competence of Employed Persons” (hereinafter – the project), VIAA needs to process personal data in accordance with:

  • Cabinet of Ministers Regulation No. 474 of 15 July 2016 “Regulations on the implementation of the specific support objective 8.4.1. “Improving the professional competence of employed persons” of the Operational Programme “Growth and Employment”” (hereinafter – Cabinet Regulation No. 474);
  • Cabinet of Ministers Regulation No. 77 of 10 February 2015 "Procedures for carrying out inspections of European Union Structural Funds and Cohesion Fund projects in the 2014–2020 planning period";
  • Regulation (EU) No 1304/2013 of the European Parliament and of the Council of 17 December 2013 on the European Social Fund and repealing Council Regulation (EC) No 1081/2006;
  • Regulation (EU) No 1303/2013 of the European Parliament and of the Council of 17 December 2013 laying down common provisions on the European Regional Development Fund, the European Social Fund, the Cohesion Fund, the European Agricultural Fund for Rural Development and the European Maritime and Fisheries Fund and laying down general provisions on the European Regional Development Fund, the European Social Fund, the Cohesion Fund and the European Maritime and Fisheries Fund and repealing Council Regulation (EC) No 1083/2006;
  • Your consent if you wish to participate in surveys.

Categories of personal data and purposes for processing personal data

VIAA processes the following categories of personal data, and not limited to, to ensure the implementation and control of the project:

  • identification data – first name, last name, personal identification number, date of birth;
  • contact information - address, phone number, email address;
  • professional data – position, place of work;
  • data on previously acquired education – level of education;
  • social data – data on gender, age group, citizenship, data on whether a person represents a household that has been granted the status of a low-income or needy household, household data;
  • special categories of personal data – nationality;
  • financial data – bank account details, compensation and other payment disbursement data;
  • data related to participation in the project - data on participation in seminars, events, projects, photo and video materials, experience stories;
  • data on the person's participation in the educational program;
  • data regarding visits to the website www.macibaspieaugusajiem.lv - data flows and any other communication information, technical information, including cookies (see Cookie Policy);
  • satisfaction data - responses to survey questions;
  • photos, videos, as well as voice recordings taken at VIAA or events organized by it outside the office premises.

VIAA, when implementing the project, processes your personal data for the following purposes:

  • verification of the suitability of the project target group, including verification of the information specified in the application for participation in the educational program - personal identification data, age, contact information, previously acquired education, employment, whether the person represents a household that represents a household that has been granted the status of a poor or low-income household, social data, household data and other information referred to in Annex 1 to Regulation No. 1404/2014, available at: https://eur-lex.europa.eu/eli/reg/2013/1304/oj/?locale=LV ;
  • ensuring communication related to participation in the project – name, surname and contact information;
  • compilation of the overall project output and performance indicators – data specified in Annex 1 to Regulation (EU) No 1304/2013 of the European Parliament and of the Council of 17 December 2013 on the European Social Fund and repealing Council Regulation (EC) No 1081/2006;
  • Evaluation and control of the validity of cost compensation in accordance with the types of support referred to in Cabinet Regulation No. 474 – financial data;
  • Protection of the legitimate interests of the VIAA and exercise of rights of claim – name, surname, contact information, as well as information and personal data necessary for the protection of legitimate interests, depending on the specific situation;
  • Identification of VIAA customers, conducting customer satisfaction surveys – name, surname, contact information.

Recipients of personal data

When implementing a project, VIAA may transfer personal data to:

  • The Citizenship and Migration Affairs Office;
  • Ministry of Education and Science;
  • State Revenue Service;
  • The State Employment Agency;
  • legal service providers, postal service providers involved in the performance of VIAA functions, VIAA cooperation partners – educational institutions;
  • auditors, the Central Finance and Contracting Agency as the European Union Funds Cooperation Authority, the European Commission;
  • other institutions involved in the supervision of EU funds;
  • service providers who monitor web traffic, as well as maintain the www.macibaspieaugusajiem.lv website and maintain and improve VIAA information systems.

Geographical area of ​​personal data processing

Personal data is processed in the European Union/European Economic Area (EU/EEA).

Storage period

The retention period may be set out in regulatory enactments on project implementation, regulatory enactments governing accounting, laws determining the limitation periods for claims, etc. Since the purposes of processing may differ for different personal data, the actual retention period of the data may also vary.

VIAA will store personal data processed within the framework of the project until December 31, 2028.

VIAA implemented the measures "Implementation of active labour market policy measures to promote the employment of unemployed young people" and "Implementation of initial vocational education programmes within the framework of the Youth Guarantee" of the specific support objective 7.2.1 of the operational programme "Growth and Employment" until 31 December 2021 (hereinafter referred to as the operational programme). VIAA is obliged to store documents and personal data obtained within the framework of this operational programme until 31 December 2028.

The legal basis for the processing (storage) of personal data is:

  • Cabinet of Ministers Regulation No. 207 of 28 April 2015 “Regulations on the implementation of the measures “Implementation of active labour market policy measures to promote the employment of unemployed young people” and “Implementation of initial vocational education programmes within the framework of the Youth Guarantee” of the specific support objective 7.2.1 of the Operational Programme “Growth and Employment”;
  • Regulation (EU) No 1304/2013 of the European Parliament and of the Council of 17 December 2013 on the European Social Fund and repealing Council Regulation (EC) No 1081/2006;
  • establishment and control of contractual relationships.

VIAA has the following personal data about learners who participated in the activity program:

  • identification data (name, surname, personal identification number; date of birth);
  • declared place of residence;
  • contact information (phone number; email address);
  • information about education obtained;
  • social data;
  • household data;
  • disability data;
  • Student status:
  • (young people who are not studying, not employed and have registered as unemployed with the State Employment Agency (mainly young people with special characteristics - for example, the young person has children, low-income status);
  • young people aged 18 to 29 (inclusive) with vocational, professional or higher education, who are not studying, not employed and have been registered as unemployed with the State Employment Agency for at least one month or less than one month, who have not worked for at least four months before obtaining unemployed status (are not considered employees or self-employed in accordance with the Law "On State Social Insurance") and their previous work experience has not been longer than 12 months without a break;
  • a person who has obtained refugee or alternative status;
  • copies of the questionnaires of enrolled learners;
  • information about the student's internship location;
  • information about the certificate of completion of a professional development education program;
  • if it was necessary to cover transportation expenses, then the address of the place of work or study, the address of the place of residence or the address of the residential service hotel, as well as documents justifying the costs.

To ensure the implementation of the operational program, contracts were concluded with cooperation partners - employees of vocational education institutions, and therefore the following personal data is processed:

  • identification data;
  • residential address;
  • information on the calculated amount of compensation;
  • other information specified in the contract.

To ensure the implementation of the program, contracts were concluded with service providers – natural persons – and consequently the following personal data is processed:

  • identification data;
  • residential address;
  • information about the calculated amount of compensation and the current account number;
  • other information specified in the contract.

In order for VIAA to implement the provisions of the Cabinet of Ministers Regulation No. 359 of 7 June 2016 “Regulations on the implementation of the specific support objective "Improve access to career support for students in general and vocational education institutions" of the Operational Programme "Growth and Employment" 8.3.5” (hereinafter – Cabinet Regulation No. 359), VIAA processes the identification data (name, surname) and contact information (telephone number, e-mail address) of representatives or contact persons of cooperation partners (municipalities or associations of municipalities that are responsible for the implementation of career education in educational institutions under their jurisdiction, or education administrations to which municipalities have delegated the relevant function, or state-founded vocational education institutions) within the framework of the project implementation, in order to ensure communication within the framework of the aforementioned project, as well as to conclude an agreement on the implementation of the project.

The legal basis for the processing of personal data is Cabinet Regulation No. 359.

The purpose of processing personal data is the implementation and monitoring of the project.

Since students participate in the project, in order to cover the costs incurred during the project, as well as so that VIAA can monitor the use of the funding received by the cooperation partner in accordance with the project and the concluded contract, VIAA processes the following personal data of the student: name, surname, personal identification number, current account number, information about participation in the project.

If a student requires an accompanying person, the VIAA processes the name, surname, personal identification number, and bank account number of the teacher of the educational institution who performs the duties of accompanying the student during career events.

If a contract has been concluded with a teacher - career counselor for the implementation of the project, the following personal data is processed: name, surname, personal identification number, contact information, information about the education obtained, in some cases, bank account number, as well as special categories of personal data requested in the VIAA questionnaire, e.g., disability, nationality.

If education specialists are involved in career education, then in accordance with subsection 33.1 of Cabinet Regulation No. 359, the following personal data are collected: data requested in the VIAA questionnaire: name, surname, address, e-mail address, telephone number, special categories of personal data, e.g., disability, nationality, etc.

The recipient of personal data is CFLA.

Personal data will be stored until December 31, 2028.

In order to ensure publicity for national-level mastery competitions for vocational education students and graduates, to introduce and popularize the SkillsLatvia, EuroSkills and WorldSkills movements and vocational education opportunities, as well as to motivate visitors to both websites and events to acquire various skills and explore learning opportunities at vocational education institutions, the course of the events is reflected in photographs and videos on the websites.

In order to implement the provisions of the Cabinet of Ministers Regulation No. 575 of 10 October 2023 “European Union Cohesion Policy Programme 2021–2027. 4.2.2. specific support objective "Improve the quality, inclusiveness, efficiency and relevance of education and training systems in the labour market, including through the validation of non-formal and informal learning, to support the acquisition of key competences, including entrepreneurship and digital skills, and by promoting the introduction of dual learning systems and apprenticeships" of the second round of project application selection for measure 4.2.2.9. "Individualisation of the educational process and cross-sectoral cooperation for excellence in vocational education" (hereinafter – Cabinet Regulation No. 575), VIAA processes the personal data of students, graduates – young professionals aged up to 25 years of age of vocational education institutions and educators, service providers (e.g. lecturers, industry experts, etc.) within the framework of the project implementation.

The legal basis for the processing of personal data is Cabinet Regulation No. 575 and, with regard to ensuring communication and visual identity in events, the legal basis for the processing of personal data is Articles 47 and 50 of Regulation (EU) No. 2021/1060 of the European Parliament and of the Council of 24 June 2021 laying down common provisions on the European Regional Development Fund, the European Social Fund Plus, the Cohesion Fund, the Just Transition Fund and the European Maritime, Fisheries and Aquaculture Fund and financial rules relating to them and to the Asylum, Migration and Integration Fund, the Internal Security Fund and the Instrument for Financial Support for Border Management and Visa Policy.

Categories of personal data and purposes for processing personal data:

  1. Organization of the national skills competition for young professionals SkillsLatvia. To ensure the above purpose, the following personal data will be processed: first name, last name, gender, age, information about education (name of vocational education institution and professional qualification) of the participant of the SkillsLatvia competition.
  2. Preparing contestants and ensuring the participation of the Latvian national delegation in the international skills competitions for young professionals EuroSkills and WorldSkills. To ensure the above purpose, the following personal data will be processed: name, surname, personal identification number, gender, age, city of declared residence of the participant in the EuroSkills and WorldSkills competitions; contact information, information on education (name of vocational education institution and professional qualification), information on the participant's social status during and after the competition (status on the labor market (employed person, including self-employed person, unemployed, inactive person, including inactive person not involved in education or training; in education or training at the time of participation), division by risk of social exclusion (migrant, participant with foreign origin, minority, including Roma; other disadvantaged person), level of education (primary school education, secondary education (general, vocational) or post-secondary education (vocational secondary, vocational education); homeless person or person who has lost their home, person from remote areas).
  3. Providing support to vocational education institutions and their teachers in working with talented students in acquiring and improving professional skills. To ensure the above purpose, the following personal data will be processed: name, surname, place of work and position, contact information.
  4. Communication and visual identity requirements for the implementation of the project. To ensure publicity for the events, photo and video materials of the competition, as well as the names of the participants and the name of the educational institution, will be published on the VIAA website.

If a student requires an accompanying person, then VIAA processes the name, surname, workplace name, position, and contact information of the teacher of the educational institution who performs the duties of the student's accompanying person within the project.

In order for VIAA to ensure the arrival and accommodation of the Latvian delegation (competition participants, experts) in the country where international competitions are held, VIAA transfers the personal data of the Latvian delegation (name, surname, personal identification number) to VIAA service providers, who ensure ticket purchase, hotel reservations and insurance services.

In order to ensure the payment of travel expenses to the Latvian delegation, VIAA processes the person's name, surname, personal identification number, bank account number and, accordingly, transfers personal data to the credit institution when making the payment of travel expenses.

In order to ensure the payment of money to a service provider who provides a service within the framework of a national competition, VIAA processes the person's name, surname, personal identification number, contact information and bank account.

Recipients of personal data

In order to inform the organizers of international competitions about the composition of the Latvian delegation, the VIAA transfers the person's name and surname to international organizations and institutions that organize the international skills competitions for young professionals EuroSkills and WorldSkills.

To ensure control over the use of funding, VIAA transfers personal data to Latvian state institutions involved in the management of European Union funds.

VIAA will store personal data until December 31, 2032.

Processing of personal data to ensure monitoring and control of the implementation of the activity "Innovation Centres" of the "Research and Education" programme of the European Economic Area Financial Instrument and the Norwegian Financial Mechanism for the period 2014–2021

In order for the VIAA to carry out monitoring and control of the implementation of the activity "Innovation Centres" of the European Economic Area Financial Instrument and the Norwegian Financial Instrument 2014–2021 programme "Research and Education", the VIAA needs to process personal data in accordance with the Management Law of the European Economic Area Financial Instrument and the Norwegian Financial Instrument 2014–2021, Cabinet of Ministers Regulation No. 537 of 19 November 2019 "Implementation Regulations for the Activity "Innovation Centres" of the European Economic Area Financial Instrument and the Norwegian Financial Instrument 2014–2021 programme "Research and Education" " and Cabinet of Ministers Regulation No. 333 of 2 June 2020 "Implementation Regulations for the Activity "Baltic Research Programme" and the Activity "Scholarships" of the European Economic Area Financial Instrument and the Norwegian Financial Instrument 2014–2021 programme "Research and Education".

Categories of personal data and purposes for processing personal data

In order to ensure the monitoring and control of the implementation of the activities "Innovation Centres" and "Scholarships" (hereinafter referred to as the programme) of the European Economic Area Financial Instrument and the Norwegian Financial Instrument for the period 2014–2021, including assessing the costs related to the implementation of the programme, the VIAA processes the following personal data: name, surname, personal identification number, position, salary of those employed in the implementation of the programme, as well as other mandatory payments to be made for the benefit of the employee, including the employer's state social insurance contributions, costs of business trips and work trips and expenses related to business trips; name, surname, personal identification number of scholarship holders, information on expenses incurred within the framework of the programme (scholarships); name, surname, signature of participants in educational events/seminars and the name of the event attended.

Recipients of personal data

The Agency shall submit the above-mentioned information only to the Audit Authority – the Ministry of Finance in accordance with the competence specified in the aforementioned regulatory enactments .

Geographical area of ​​personal data processing

Personal data is processed in the European Union/European Economic Area (EU/EEA).

Storage period

In accordance with Article 31 of the Management Act of the European Economic Area Financial Instrument and the Norwegian Financial Instrument for the period 2014-2021, institutions involved in ensuring the management of the Financial Instruments, co-financing recipients and project partners shall keep the originals of all documents related to the implementation of the Financial Instrument programme, project or pre-determined project or their derivatives for three years after the approval of the final report of the programme, unless the legal acts regulating the granting of business support determine a different period for the storage of documents.

In accordance with the Cabinet of Ministers Regulation No. 537 of 19 November 2019 “Implementation Regulations for the Activity “Innovation Centres” of the EEA and Norway Grants Programme for the period 2014–2021” , the co-financing recipient shall keep all original documents or their derivatives related to the implementation of the project and ensure that they are available for inspection throughout the amortisation period of the investments made in the project. If the amortisation period of the investments made in the project is shorter than five years after the approval of the final report, then all original documents or their derivatives related to the implementation of the project shall be kept and ensured that they are available for inspection for at least five years after the approval of the final report.

The planned period for storing personal data is until December 31, 2030.

Study loans and student loans issued from state budget funds and funds of credit institutions with a guarantee provided on behalf of the state

Legal basis for processing personal data

Cabinet of Ministers Regulation No. 231 of 21 April 2020 “Regulations on Study and Student Loans for Studies in Latvia from Funds of Credit Institutions Guaranteed from the State Budget and Funds of International Financial Institutions”.

For persons for whom study and student loan agreements have been concluded on the basis of Cabinet of Ministers Regulations No. 219 of 29 May 2001 "Procedures for granting, repaying and cancelling study loans from state budget funds", Cabinet of Ministers Regulations No. 220 of 29 May 2001 "Procedures for granting, repaying and cancelling study loans and student loans from credit institution funds with a guarantee provided on behalf of the state", Cabinet of Ministers Regulations No. 23 October 2001 445 "Procedures for granting and repaying student loans from state budget funds" (the aforementioned regulatory enactments have lost force with Cabinet of Ministers Regulation No. 231 of 21 April 2020 "Regulations on study and student loans for studies in Latvia from funds of credit institutions guaranteed from the state budget and funds of international financial institutions"), the aforementioned Cabinet of Ministers regulations shall apply to the full implementation of these agreements.

Purposes for processing personal data and the amount of personal data to be processed

  • To coordinate and administer the repayment of study and student loans from the funds of credit institutions with a guarantee provided on behalf of the state, issued on the basis of the regulatory framework on the procedure for granting, repaying and canceling study loans and student loans from the funds of credit institutions with a guarantee provided on behalf of the state, as well as communication and liaison to ensure the aforementioned purpose.

VIAA processes the following personal data: name, surname, personal identification number, educational data: name of educational institution, date of completion of studies, data on changes in student status; financial data: disbursed and disbursed loan amounts, interest payments, principal amounts and interest payments made by the borrower; decision on granting disability (disability group I or II); data on the disability certificate; if the person is an orphan or a child under the age of 24 left without parental care – documents confirming the aforementioned fact; information on the person's insolvency process; information on parental leave; copy of the child's birth certificate; certificate from the workplace; e-mail address, official e-mail address, if any.

  • To ensure the repayment or recovery of study loans from state budget funds issued on the basis of the regulatory framework on the procedure for granting, repaying and canceling study loans from state budget funds, as well as communication and liaison to ensure the aforementioned purpose.

VIAA processes the following personal data: name, surname, personal identification number, place of residence or additional address; educational data: name of the educational institution, information about the course of studies and changes in student status, date of completion of studies; amount of state guarantee; financial data: credit institution that issued the loan; date and number of the loan agreement; name, surname, personal identification number of the guarantor; disbursed and disbursed loan amounts, interest calculations, payments made by the borrower; decision on granting disability (I or II disability group); data on the disability certificate; information about the person's insolvency process; information about parental leave; information about unemployment status; certificate from the place of work; e-mail address, official e-mail address, if any, telephone number.

  • To administer and, in cases specified in the regulatory enactments on study crediting, ensure that the scholarship equivalent to a loan for obtaining a scientific degree is repaid.

VIAA processes the following personal data: name, surname, personal identification number, place of residence or additional address; educational data: name of educational institution, information about the course of studies, date of completion of studies; financial data: disbursed loan amounts, interest calculations, payments made by the borrower; decision on granting disability (I or II disability group); data on the disability certificate; information about the person's insolvency process; information about parental leave; information about unemployment status; e-mail address, official e-mail address, if any, telephone number.

  • To ensure the repayment of study loans and student loans and the payment of invoices from credit institutions for interest payments on study loans in the cases and according to the procedures specified in regulatory enactments.

VIAA processes the following personal data: person's name, surname, personal identification number; education data: name of educational institution, information about the course of studies, date of completion of studies; child's name, surname, personal identification number; remaining principal amount of the loan as of the application date and invoice (statement) for the repayment of the remaining principal amount of the loan in the amount of 30 percent; decision on granting disability (I or II disability group); data on the disabled person's certificate, principal amount of the loan, amount of interest on the loan, amount of the contractual penalty; invoice (statement) for the repayment of the loan amount, as well as information that the person has died.

Recipients of personal data

To ensure the purposes specified above, VIAA transfers personal data:

 1. The Office of Citizenship and Migration Affairs, to verify the accuracy and up-to-dateness of the submitted data, as well as to obtain information about the person's declared address of residence;

2. to the educational institution to verify the accuracy and relevance of the information submitted;

3. The State Education Information System to verify the accuracy and relevance of the information submitted;

4. The Insolvency Register to verify the (non)existence of insolvency proceedings against a natural person;

5. to the court if the person does not make payments in accordance with the concluded contract;

6. to a bailiff, if a court judgment that has entered into force for the recovery of sums of money is not enforced;

7. to the State Joint Stock Company “Latvijas pasts”, if the Agency sends documents in accordance with the Notification Law, the Administrative Procedure Law or the Civil Procedure Law;

8. To the State Regional Development Agency, if documents are sent in accordance with the Official Electronic Address Law;

9. To the Central Statistical Office, based on the second part of Article 15 of the Statistics Law and in accordance with the interdepartmental agreement concluded between the Central Statistical Office and the Agency, if the Agency transfers the following data about students studying at foreign higher education institutions and having taken out a loan: name, surname, personal identification number, start date of receiving the loan, level of the study program, course of study, name of the higher education institution, country, date of awarding the degree/professional higher education, date of ex-matriculation from the list of students.

Storage period

The Agency stores personal data:

1. 5 years after repayment of a study or student loan issued from the state budget, as well as a scholarship equivalent to a loan for obtaining a scientific degree;

2. 10 years after repayment of a study or student loan issued from funds of credit institutions with a guarantee provided on behalf of the state.

VIAA does not transfer personal data to third countries or international organizations.

Granting scholarships to foreigners

Legal basis for processing personal data

Cabinet of Ministers Regulation No. 68 of 24.01.2012 “Procedure for Granting Scholarships to Foreigners”.

Purpose of processing personal data and the amount of personal data to be processed

The purpose of processing personal data is to award and administer the scholarship, as well as to communicate with the individual.

VIAA processes the following personal data: identification data, photograph, gender, residential address and telephone number, educational information, information specified in the biography and motivation letter, copy of an identity document, information specified in letters of recommendation, copy of a certificate or other document confirming the language skills necessary for studies.

Recipients of personal data

VIAA will disclose personal data to the Latvian higher education institution where you plan to study during the scholarship period.

Storage periods

VIAA will store personal data for 10 years from the date of the decision to award or refuse a scholarship.

Providing publicity

Legal basis

Article 6(1)(f) of the Data Protection Regulation – VIAA's legitimate interest in ensuring publicity and public awareness of VIAA's activities.

Purpose of processing personal data and the amount of personal data to be processed

Informing the public about VIAA activities.

In order to achieve the purpose of publicity, VIAA may publish information about events or other current events, which may include personal data such as name, surname, information about education and achievements, image, opinion expressed by the person, behavior reflected in a video recording or photo, as well as information about the time, place and other circumstances of the event.

Recipients of personal data

The VIAA website operator and the public visiting the VIAA website.

Storage period

Information reflecting events and other activities organized by VIAA may be processed independently by VIAA, taking into account that the published events are of public importance and may be of historical significance. Information posted on social networks or on the VIAA website may be retained for as long as the message is relevant and of public importance.

Data subject rights

The data subject has the following rights regarding the processing of his or her personal data, which he or she can exercise by contacting the VIAA with a request:

  • receive confirmation as to whether or not personal data is being processed regarding the person, as well as receive information about the processing of their personal data;
  • request the correction of your personal data if it is inadequate, incomplete or incorrect;
  • request the deletion of your personal data;
  • object to the processing of your personal data;
  • request restriction of the processing of your personal data;
  • receive their personal data, which the person has submitted, in written form or in one of the most commonly used electronic formats and, if possible, transfer this data to another service provider (data portability).

The data subject has the right to submit a complaint regarding the processing of personal data to the State Data Inspectorate if he or she believes that VIAA, when processing personal data, violates the rights and interests of the data subject specified in regulatory enactments.