Data Protection in Itella
The appropriate processing of personal data is taken very seriously at Itella Logistics UAB , company reg. number 110883051, address Pirklių g. 5, Vilnius, tel. +370 5 215 9825, e-mail firstname.lastname@example.org (Itella). This includes fair and transparent processing, and acknowledging and complying with the principles of data protection.
When processing personal data, Itella follows the applicable data protection laws, international data protection legislation and the provisions, orders, instructions and recommendations laid down by the competent data protection authorities.
Personal data means any information relating to an identified or identifiable natural person (e.g. contact details: name, telephone number, e-mail address as well as the data arising upon sending inquiries, feedback or e-mails).
We process personal data of Itella’s customers, i.e. users of services, in order to perform our contractual obligations.
Itella processes personal data based on a legitimate interest in the following events: to avoid violations of law or prevent damage, for the purposes of strengthening the security of technical systems or payments, to develop business activities and elaborate new Services (data analyses, market surveys and customer polls, etc., are conducted), to manage risks of business activities, to file reclamations and, in certain events, for direct marketing purposes.
Based on the customer’s separate consent, Itella may communicate, by way of direct marketing, marketing notices (newsletter, campaign offers, prize draws, satisfaction surveys, etc.) by telephone, e-mail, SMS and other e-channels. The customer has the right to withdraw their consent at any time as well as to refuse advertising and offers, sending a respective notice to the e-mail address email@example.com. Information about the opportunity to waive advertising and offers is also set out next to the electronically communicated offer or advertising.
Itella uses automated processing of personal data, i.e. profiling and data modelling, in order to offer services that correspond to the Customer’s preferences, determine prices of the services, detect fraud and the threat of fraud or achieve marketing goals. In the event of automatic decision-making, the data used for making decisions are those that Itella has about the Customer. The Customer has the right to send Itella their opinion and contest automatic decisions, sending a respective notice to the e-mail address firstname.lastname@example.org.
Processing of personal data is made transparent so that the data subject has the right to gain knowledge of the processing of their data in Itella. Transparency also requires that, if necessary, the decisions, choices and implementations and the grounds for them can be shown from documents in connection to the processing of personal data.
The safeguards and controls for protecting the personal data processed by Itella are selected based on a risk assessment. This way, risks are assessed based on the needs of the business as well as based on the data subjects and the information regarding them.
When a subcontractor processes Itella’s personal data for Itella, Itella is responsible for ensuring that the subcontractor processes data according to the same principles as Itella.
Any misuse or malpractice of personal data or a threat posed to them are investigated, and they are reported and communicated according to the severity of the case.
The following information includes four purposes of data processing: (i) processing of the data of candidates for vacancies; (ii) quality control and assurance of proper provision of services (call recording); (iii) administration of complaints, inquiries and feedback; (iv) e-mail communication. This document also describes the rights of your as a data subject, provision of data to recipients, and other conditions for processing of personal data applicable to all personal data processed for the above purposes.
Processing of personal data for job candidates in the selection process
If you have sent us your CV to include your information to our candidate database, or sent us your CV according to the advertisement on our website or on a dedicated job search website, we will process the data provided by you voluntarily and the following data for the purpose of administering the employee recruitment and the database.
We will process your personal data until the end of the selection process, i.e. until we select a candidate for recruitment, the end of his/her probation period or until we decide to complete the selection without recruiting any candidate. This period should not exceed 4 months. After the end of the selection, your personal data will be stored for additional period of 3 years for the purpose of future selections, unless you express objection to such storage of your data. After the end of these 3 years, you data will be deleted. If you want to express objection to storage of your personal data after the end of the initial selection, please inform us by e-mail or in a notification form which is provided to be signed during a meeting (job interview).
If you submit your data to be included in our candidate database, will keep your data for 3 years without requesting additional consent, based on your will expressed by submission of your data.
We will process your personal data and the basis of your expressed will to participate in the selection procedure or store data in the candidate database, and after the end of selection procedure we will process your data on the basis of legitimate interest. Submission of data is voluntary, however, without having your data we would not be able to evaluate your eligibility. You can revoke your participation in the selection procedure or storage of data in candidates database at any time.
Please be advised that exercising the right granted to us by the personal data protection legislation we can contact your former employers, asking for reference about your qualifications, professional abilities and professional characteristics. However, we will not contact your current employer without your explicit prior consent.
Data submission is voluntary. If you do not provide data, we will not be able to evaluate the suitability of your candidacy.
Assurance of quality control and proper provision of services (call recording)
For your telephone calls on the customer service line +370 700 55009 (calls from abroad +370 37 403825 are forwarded to number +370 700 55009), we reserve the right to control the quality of the services provided to you and ensure their proper rendering. The call recording is based on your consent – before the beginning of the call, we inform you that the call will be recorded, and ask you to continue the call only if you agree to the recording. If you do not agree to the call recording, you can stop it and contact us by email or post.
The call record will be stored for no longer than 30 days and then destroyed.
Administration of complaints, inquiries or feedback
If you submit a complaint, request or feedback to our company by email or other means, we will process your personal data submitted voluntarily for the purpose of administering this complaint, request or feedback.
If your complaint relates to a potential dispute, possible damage, etc., your personal data can be stored for a maximum period of 10 years. If personal data are not related to a possible dispute, we will destroy them in a shorter period of time,
The processing of your personal data will be based on the expression of your free will, i.e. the consent; however, in some cases the legal act may become the basis for further storage of the complaint.
Based on the Regulation, content of correspondence by e-mail is considered as personal data and this applies even to the correspondence of employees of legal entities. In this respect, we will apply the rules for the processing of personal data in accordance with the Regulation to the content of communication as well as to the email addresses.
The basis for the processing of your personal data is the free expression of your correspondence and provision of certain details, such as consent, in your correspondence. Moreover, the processing of your data may also be based on the performance of a contract and statutory obligations.
We will process your email, correspondence and related information in accordance with the principle of proportionality. These data will be primarily visible to our employee directly communicating with you. However, in certain cases, your correspondence may also be accessible to other employees of our company, for example, in the course of internal administration, investigation of potential violations of legal acts or internal rules of procedure, replacement of the employee and related purposes.
Online Shop payments are processed using the makecommerce.lt platform, managed by Maksekeskus AS (Niine 11, Tallinn 10414, Estonia, reg. No .: 12268475), therefore your personal information required for payment execution and confirmation will be transferred to Maksekeskus AS.
Provision of personal data to recipients
We can provide your personal data to:
• IT, server, mail, archiving, marketing, accounting service providers;
• companies in the same group;
• notaries, bailiffs, lawyers, consultants, auditors;
• law enforcement and supervisory authorities, courts and other dispute settlement bodies;
• potential or existing successors of our business or part thereof, or their authorized consultants or individuals.
Itella’s target is to always comply with the following data protection principles when processing personal data at Itella:
Lawfulness, fairness and transparency
Personal data must be used in a lawful, fair and transparent manner from the perspective of the data subject.
Personal data must be collected for a specified, explicit and legitimate purpose and not processed further in a manner that is incompatible with the original purpose.
Personal data must be adequate, relevant and limited to what is necessary for those purposes for which the data is processed.
Personal data to be processed must be valid, accurate and updated, if necessary.
Personal data can only be stored for as long as is necessary for fulfilling the purpose.
Authenticity, integrity and confidentiality
Personal data must be processed in a manner that ensures appropriate data security, including protection from unlawful or unauthorised processing and accidental destruction, loss or damage (data security).
Itella’s target is to always be able to demonstrate with both documents and practice that it complies with the abovementioned principles (accountability).
If you have questions about personal data processing, please call the information line of Itella Logistics UAB at +370 219 6632 or send an e-mail to GDPR.email@example.com.