- What does NOVE rely on in processing personal data?
To protect your personal data and to guarantee the lawful processing, NOVE follows the requirements of General Data Protection Regulation (EU) 2016/679. NOVE, as a law firm, is also subject to the obligation of professional secrecy under the Bar Association Act.
- Who is the controller of the personal data?
- For what purposes and on what legal basis does NOVE process personal data?
Concluding the Client Agreement
If a person requests legal services, NOVE will verify, inter alia, the identity of the person and its representative, the absence of conflict of interest and the absence of money laundering and terrorism financing risks. After that, NOVE may enter into a client agreement with the person. For the purpose of deciding whether to enter into a client agreement and for conducting the client agreement, NOVE processes personal data such as name, personal identification code, other identification details, contact details of the person and when necessary, also the data of counterparties or related persons and their representatives, as well as information about the beneficial owners.
Such processing of personal data is a legal obligation under the Bar Association Act and the Money Laundering and Terrorist Financing Prevention Act
Provision of legal services
In order to provide legal services, NOVE processes the personal data of the client, its representative, contact person and third parties related to legal services.The personal data includes name, contact details, facts and details related to the provision of legal services, other data required for the provision of legal services, and billing information.
Such processing of personal data is NOVE’s legal obligation under the Bar Association Act, the Money Laundering and Terrorist Financing Prevention Act and the Accounting Act. The provision of legal services may also be specified in a client agreement for which the processing of personal data is necessary.
NOVE enters the data of the client, its contact person and third parties who are related to the legal services into the document management system. Its purpose is to provide legal services in accordance with the requirements of the Bar Association Act. For this purpose NOVE processes the data required for the conclusion of the client agreement and the provision of legal services described in the previous paragraphs.
The legal basis for such processing of personal data are the obligations provided in the Bar Association Act such as the obligation to keep a list of the cases, the obligation to control the absence of conflict of interest, etc. The legal basis for the processing is also the legitimate interest of NOVE in providing efficient and high quality legal services.
Storage of the data relating to legal services
NOVE will generally store the data related to legal services for up to 10 years after the termination of the client agreement or the decision on not entering into the client agreement. If the expiry dates related to the data may require longer storage, NOVE may store the data until the expiry dates. NOVE may also store the data longer if it is necessary to comply with legal requirements.
Seminars and trainings
NOVE also organizes law seminars and trainings. For that, NOVE processes personal data such as name and contact details of the participants and persons potentially interested in the event.
The legal basis for such processing of personal data is the legitimate interest of NOVE if NOVE itself addresses a potentially interested person. NOVE has a legitimate interest in providing clients and other interested parties the training and seminars. If the person wishing to participate applies oneself, the legal basis for processing of personal data is the preparation of the agreement to attend a seminar or training. Data relating to seminars and trainings will generally be stored for a reasonable period after the event. Invoice information is generally stored for up to 7 years under the Accounting Act.
NOVE publishes news on its website and Facebook page that may contain personal data about the client or its contact person.
Such news will only be published by NOVE with the client’s prior consent. The news is available to web visitors. The client has the right to withdraw this consent at any time by notifying firstname.lastname@example.org after which NOVE will remove the data. NOVE will store personal data related to the news until the withdrawal of the client’s or data subject’s consent has reached NOVE, or until the publication of the news is no longer up to date.
Introducing legal information and news
NOVE may send information and news related to law to clients and potential clients. For that NOVE processes personal data such as name and contact details of the client and the potential client or their representatives.
The legal basis for such processing of personal data is NOVE’s legitimate interest in providing clients and potential clients with access to news and information they have interest in. NOVE will store data relating to information for a reasonable period after the end of the communication.
When recruiting a new employee, NOVE will process the personal data contained in the application documents to take steps to entering into a contract. Candidate’s personal data will generally be stored for 1 year from the date of notification of the recruitment decision to the candidate, due to the statutory limitation period.
Communication with suppliers
NOVE purchases goods and services from suppliers. NOVE processes the name and contact details of the supplier’s contact person. Contact details of the supplier will generally not be stored for more than 10 years from the delivery of the products or services. Invoice information is generally stored by NOVE for up to 7 years under the Accounting Act.
NOVE also uses security cameras in its office to ensure the protection and security of persons and property, including documents and other media. The purpose is also to enable the detection of potential unlawful acts and to enable to submit legal claims and counterstatments to them. Security cameras are not placed in places where people would normally expect privacy.
The legal basis for the use of a security camera is NOVE’s legitimate interest in protecting the health and property of office visitors and persons working in the office, as well as office property, documents, etc. Security camera recordings shall not be viewed or processed for any purpose other than the protection of persons and property and the detection of possible unlawful acts. For these purposes, security camera recordings are accessible to a board member of NOVE whose tasks this relates to. Security camera recordings are stored for as long as it is necessary for the fulfillment of the purposes and generally not longer than two months.
- What are NOVE’s principles for setting storage periods of personal data?
NOVE may also store personal data differently from the storage periods described above if it may be necessary for submitting a legal claim or for objecting a legal claim by NOVE or by NOVE’s client, or if there is another legal basis for storing the personal data longer.
- Who has access to the personal data?
The personal data processed by NOVE will be accessible to NOVE’s board members and staff and NOVE’s service providers who NOVE has entered into a confidentiality agreement with for the purpose of providing specific services (eg IT service, accounting services).
- What cookies are used on NOVE’s website?
NOVE’s website uses the following cookies:
|Name of the cookie||Expiry period||Description|
|_ga||2 years||Used to distinguish unique users.|
|_gid||24 hours||Used to distinguish unique users.|
|_gat||1 minute||Used to control the speed of queries.|
More information about these cookies can be found here: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage
You can opt out of cookies at any time by changing your device’s web browser settings and deleting your saved cookies.
- What are your data protection related rights?
Pursuant to the General Data Protection Regulation, a person has the right to access and obtain a copy of his or her personal data, to request the transfer of his or her personal data to another controller, to have his or her personal data deleted, rectified or supplemented and to limit the processing of personal data. If the legal basis for your data processing is your consent, you may revoke that consent at any time. To exercise these rights, contact NOVE at email@example.com. These rights are not absolute, and in case of each request, NOVE will check whether the request can be satisfied or not. NOVE will normally respond to your request within one month of receiving it. If it is not possible to respond to the request within one month, NOVE may extend the time limit by two months, notifying the person about the extension within one month of submitting the application.
For data protection concerns and complaints please contact NOVE at firstname.lastname@example.org. We will respond within one month of receiving the question or complaint. If you are not satisfied with the way NOVE has dealt with your request or complaint, you also have the right to contact the Data Protection Inspectorate (address: Tatari 39, Tallinn 10134; e-mail: email@example.com; phone: 627 4135).