Privacy policy

1. General provisions.

1.1. This Privacy Policy describes how the Limited Liability Company "Vilbers", reg. no. LV40203526649, legal address: Gaujas iela 18, Vangazi, LV-2136, Latvia (hereinafter also referred to as - "Data controller") obtains, processes and stores personal data that the online store VILBERS.COM obtains from its customers and persons visiting the website (hereinafter referred to as "Data Subject" or "You").

1.2. Personal data is any information relating to an identified or identifiable natural person, i.e. i.e., the data subject. Processing is any activity related to personal data, such as obtaining, recording, modifying, using, viewing, erasing or destroying.

1.3. The Data Controller processes personal data in accordance with applicable data protection legislation and the principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation and security. The Data Controller ensures that personal data is processed only to the extent necessary for the relevant purpose.

2. Acquisition, processing and storage of personal data.

2.1. Personally identifiable information is obtained, processed and stored by the Data Controller, mainly through the website of the online store and e-mail.

2.2. Personal data provided by the Data Subject directly or indirectly when using the website, purchasing goods or services, or communicating with the Data Controller is processed only for the purposes and on the legal bases described in this Privacy Policy.

2.3. The data subject is responsible for ensuring that the submitted personal data is correct, accurate and complete. Knowingly providing false information is considered a violation of our Privacy Policy. The data subject is obliged to immediately notify the Data Controller of any changes in the submitted personal data.

2.4. The Data Controller is not responsible for damages caused to the Data Subject or third parties, if they are caused by falsely submitted personal data.

3. Processing of personal data of customers

3.1. The data controller may process the following personal data:

3.1.1. Name and surname

3.1.2. Date of birth

3.1.3. Contact information (email address and/or phone number)

3.1.4. Transaction data (purchased goods, delivery address, price, payment information, etc.).

3.1.5. Any other information submitted to us during the purchase of services and goods offered by the website or when communicating with us.

3.2. In addition to the above, the Data Controller has the right to verify the accuracy of the submitted data using publicly available registers.

3.3. The legal basis for personal data processing is Article 6, Clause 1, subparagraph a), b), c) and f) of the General Data Protection Regulation: a) the data subject has given consent to the processing of his personal data for one or more specific purposes; b) the processing is necessary for the performance of a contract to which the data subject is a contracting party or for the performance of measures at the request of the data subject prior to the conclusion of the contract; c) the processing is necessary to fulfill a legal obligation attributable to the controller; f) processing is necessary to meet the legitimate interests of the controller or a third party, except if the interests of the data subject or the fundamental rights and fundamental freedoms that require the protection of personal data are more important than such interests, especially if the data subject is a child.

3.4. The Data Controller stores and processes personal data only for as long as necessary for the purpose for which the data was collected or as required by applicable legislation. Personal data may be retained:

3.4.1. for as long as necessary to process and fulfil an order, provide customer service and administer the contractual relationship;

3.4.2. for as long as necessary to comply with accounting, tax or other legal obligations;

3.4.3. for as long as necessary to establish, exercise or defend legal claims;

3.4.4. where processing is based on consent, until the Data Subject withdraws their consent, unless another legal basis permits or requires further processing;

3.4.5. where processing is based on legitimate interests, for as long as such legitimate interests remain applicable and are not overridden by the rights and interests of the Data Subject.

Once the relevant retention period or legal basis expires, personal data is securely deleted or anonymised unless further storage is required by law.

3.5. To fulfil its obligations and provide the services of the online store, the Data Controller may disclose or transfer personal data to third-party service providers acting as data processors or independent controllers, where necessary. Such recipients may include payment service providers, accounting service providers, delivery and courier companies, IT and hosting service providers, e-commerce platform providers, marketing and communication service providers and other cooperation partners. Personal data necessary for processing payments may be transferred to Maksekeskus AS and other payment service providers used by the online store. Personal data may also be disclosed to public authorities, law enforcement authorities or other persons where required by applicable law or where necessary for the establishment, exercise or defence of legal claims.

3.6. When processing and storing personal data, the Data Controller implements organizational and technical measures to ensure the protection of personal data against accidental or illegal destruction, alteration, disclosure and any other illegal processing.

3.7. Health information for UK VAT relief

3.7.1. If you choose to complete the Declaration for VAT relief (see the Terms of Service, Section 8), we process the following data: the name of the person who will use the goods, the disability or chronic condition you state, the name and relationship of the person completing the Declaration on their behalf (if applicable), your consent confirmations, your typed electronic signature, the date, and your order details (order number, goods, delivery address, email address).

3.7.2. Information about a disability or condition is health data, which is a special category of personal data under Article 9 of the General Data Protection Regulation. We process it only on the basis of your explicit consent (Article 9(2)(a) GDPR), which you give by ticking the consent boxes in the Declaration. Providing this information is voluntary; if you do not provide it, you can still place an order, but VAT relief cannot be claimed.

3.7.3. We use this data only to claim VAT relief for your order. This means: storing the Declaration with your order, attaching it to the outside of your parcel, and marking the parcel and customs documents with the wording "Goods for people with a disability: relief claimed". Because the Declaration is attached to the outside of the parcel, it may be visible to carriers and customs officers handling the parcel. We do not use this data for marketing, profiling or any other purpose.

3.7.4. The Declaration may be seen by: authorised VILBERS staff who process the order; delivery and courier companies and customs agents handling the parcel, to the extent necessary for customs clearance; and HMRC or other UK customs authorities. The data is stored on the Shopify e-commerce platform, which acts as our data processor. The United Kingdom is recognised by the European Commission as providing an adequate level of data protection.

3.7.5. We keep the Declaration for as long as it is needed as evidence for the relief claim and to meet our accounting and legal obligations, and in any case no longer than 5 years after the order date. After that, it is deleted.

3.7.6. You can withdraw your consent at any time by contacting vilbers@vilbers.com. If you withdraw consent before the order is dispatched, we will not attach the Declaration to the parcel. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal. Your rights listed in Section 4 also apply to this data.

4. Rights of the data subject

4.1. In accordance with the General Data Protection Regulation and the legislation of the Republic of Latvia, you have the right to:

4.1.1. Access your personal data, receive information about their processing, as well as request a copy of your personal data in electronic format and the right to transfer this data to another controller (data portability);

4.1.2. Request correction of incorrect, inaccurate or incomplete personal data;

4.1.3. Delete your personal data ("be forgotten"), except in cases where the law requires data retention;

4.1.4. Withdraw your previously given consent to the processing of personal data;

4.1.5. Limit the processing of your data - the right to request that we temporarily stop processing all your personal data;

4.1.6. Contact the Data State Inspectorate You can submit a request for the exercise of your rights by sending a request electronically to customer support at vilbers@vilbers.com

5. Final provisions

5.1. This Privacy Policy has been prepared in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council (General Data Protection Regulation), the applicable data protection legislation of the Republic of Latvia and other applicable European Union legislation.

5.2. The Data Controller may amend or supplement this Privacy Policy from time to time. The current version of the Privacy Policy is published on the VILBERS website and becomes effective upon publication, unless otherwise stated. Where required by applicable legislation, the Data Controller will inform Data Subjects separately of material changes.