1. Terms Used in the Terms of Use
1.1. E-address - Official electronic address.
1.2. E-address account activation - an activity as a result of which e-address messages can be sent or received in the e-address account.
1.3. E-address account deactivation - an activity as a result of which e-address messages cannot be sent or received in the e-address account.
1.4. E-address account holder:
1.4.1. In case of a natural person - a natural person registered in the Population Register of the Republic of Latvia, whose personal identification number forms the e-address attached to the CWP account.
1.4.2. In case of a legal entity - a legal entity registered in the Register of Enterprises of the Republic of Latvia, the registration number of which forms the e-address attached to the CWP account.
1.5. E-address account user - a user who is the owner of the e-address account or to whom the owner of the e-address account has given the right to access and use the e-address account.
1.6. E-address account - a CWP account attached to the e-address wherein the e-address functionality and e-address messages are available.
1.7. E-address system - a set of technological solutions ensuring the functions specified in the Law on the Official Electronic Address - secure, efficient and high-quality electronic communication and circulation of electronic documents between State institutions and individuals.
1.8. E-address system manager - State Regional Development Agency (hereinafter - SRDA).
1.9. E-address message - a technically standardized electronic message that is created and sent in the e-address system with or without files.
1.10. E-invoice - an electronic invoice that has been prepared in a structured electronic form in accordance with the Cabinet of Ministers Regulations No. 154 "Applicable Electronic Invoicing Standard and Specification and Procedure for the Use of its Basic Elements" adopted on 9th April 2019 and that can be automatically processed electronically in information systems.
1.11. CWP – a personalized customer’s workplace created by an authenticated person in Portal "My Workplace", which contains user identification and personalized information for work in the Portal. Such information is available only to each user about themselves and only after authentication.
1.12. User - a natural person or an authorized representative of a legal entity who have identified themselves with the identification tools available on the Portal.
1.13. Monitoring - a technical method within the meaning of these Terms of Use by which two or more information systems exchange information in order for one information system to obtain changes in the data to be processed that have occurred in the other system.
1.14. Portal - public administration services portal www.latvija.lv.
 

2. General information
2.1. These Terms of Use are binding on all users of the e-address account.
2.2. After activating the e-address account, the content and functionality of the e-address account shall be available to the e-address account user in the “My Workplace” - “Correspondence” section of the CWP Portal. In case the e-address account is deactivated, it shall be available for restricted use in accordance with Section 3 of these Terms of Use. If the e-address is canceled, the e-address account attached thereto shall no longer be available for use.
2.3. E-address messages are stored in the e-address account for 5 years, except for the deletion options referred to in sub-paragraphs of Article 3.2.1 of these Terms of Use and the case referred to in Article 3.2.3. 30 days before the deletion date, the e-address messages are moved to "Deleted" section and can no longer be restored.
 

3. Use of the e-address account
3.1. The e-address account sections have the following meanings:
3.1.1. All e-address messages in the e-address account shall be available in the "Correspondence" section.
3.1.2. The received e-address messages shall be available in the "Inbox" section.
3.1.3. The sent e-address messages shall be available in the "Sent" section.
3.1.4. Saved drafts of e-address messages shall be available in the "Drafts" section.
3.1.5. All deleted e-address messages shall be available in the "Deleted" section.
3.2 The owner of the e-address account or the user of the e-address account may perform the following actions:
3.2.1 View, search, and select e-address messages by time intervals or features available in specific sections in all lists of sections referred to in Article 3.1 of these Terms of Use; and after opening a message from the list, to perform the following actions depending on the type of message (belonging to section):
3.2.1.1 Received messages - download, print, respond, forward, delete, download attachments.
3.2.1.2 Sent messages - download, print, forward, delete, download attachments.
3.2.1.3 Drafts - if the e-address account is active, edit, add attachments (subject to the restrictions set by the system), add an e-invoice, save, delete, send.
3.2.1.4 Deleted messages - restore, download, print, delete completely, download attachments.
3.2.2. In an active address account:
3.2.2.1. Compose a new e-mail message, format the message text, add attachments (subject to the restrictions set by the system), add an e-invoice, specify one or more recipients, sign the message with a secure electronic signature, cancel the message, save the message as a draft, send the message;
3.2.2.2. Receive e-address messages addressed to the e-address account holder.
3.2.3. Delete e-address messages from "Inbox" (subject to the restrictions set by the system), "Sent" and "Drafts" sections, as well as completely delete from "Deleted" section.
3.2.4. Update the e-address messages displayed in “Deleted” section, except for the case specified under Article 2.3 of these terms of Use.
3.3. The owner of an e-address account can perform the following activities with an e-address account of a natural person under "Profile/Settings" section:
3.3.2. Verify identity data.
3.3.3. Provide additional communication channels: e-mail, telephone, address.
3.3.4. Give consent to the receipt of e-mail notifications created as a result of using the e-services of the Portal.
3.3.5. Specify a bank account for performance of e-services.
3.3.6. Specify the default number of entries to be displayed in the sections of the e-address account.
3.3.7. Activate or deactivate the e-address account every 24 hours.
3.3.8. Give consent to receive e-mail notifications generated as a result of using the e-address system.
3.3.9. In case of an active e-address account, grant, change and revoke read-only access of anther natural person; to see the actions performed by the said person in the e-address account.
3.4. The owner of an e-address account can perform the following activities with an e-address account of a legal entity under "Profile/Settings" section:
3.4.2. Verify the identification data of the legal entity.
3.4.3. Provide additional communication channels: e-mail, telephone, address.
3.4.4. Give consent to the receipt of e-mail notifications created as a result of using the e-services of the Portal.
3.4.5. Specify a bank account for performance of e-services.
3.4.6. Provide additional communication channels for the users of the legal entity's e-address account: e-mail, telephone, address.
3.4.7. Give consent to the receipt of e-mail notifications created as a result of using the e-services of the Portal.
3.4.8. Specify the default number of entries to be displayed in the sections of the e-address account.
3.4.9. Give consent to receive e-mail notifications generated as a result of using the e-address system.
3.4.10. View the right to access the e-address account of a legal entity, make changes to the rights of the existing users by using the Portal’s e-service "Authorization to Perform Activities in an Electronic Environment on Behalf of a Legal Entity".
3.4.11. View the user activity in the e-address account.
3.5. The e-address message shall have the following processing statuses and information fields:
3.5.1. Received message:
3.5.1.1. From - name of the sender of the e-address message.
3.5.1.2. Reg. No. - registration number of the sender of the e-address message.
3.5.1.3. Received - date and time.
3.5.1.4. Message ID - unique identifier of the e-address message.
3.5.1.5. Subject of the e-address message.
3.5.1.6. Content of the e-address message.
3.5.1.7. Attachments of the e-address message, if any.
3.5.2. Sent message:
3.5.2.1. To - the recipient of the e-address message.
3.5.2.2. Reg. No. - registration number of the recipient of the e-address message.
3.5.2.3. Sending status:
3.5.2.3.1. “Processing” - the e-address message is submitted to the e-address system for further processing but is not yet available for the recipient to receive.
3.5.2.3.2. “Sent (date and time)” - the date and time when the e-address message is available for the recipient to receive.
3.5.2.3.3. "Failed to send" - the e-address message was not submitted to the e-address system for further processing.
3.5.2.4. Delivery status:
3.5.2.4.1. "-" - the addressee has not yet retrieved the message or has not acknowledged its receipt, but the message is still available to the addressee for retrieval.
3.5.2.4.2. “Delivered (date and time)” - the date and time when the recipient received and confirmed the e-address message.
3.5.2.4.3. “Recipient missed deadline” - the recipient has missed the deadline for retrieving or acknowledging receipt of the message.
3.5.2.4.4. "Rejected by recipient" - the recipient has rejected the message.
3.5.2.5. Message ID - unique identifier of the e-address message.
3.5.2.6. Subject of the e-address message.
3.5.2.7. Content of the e-address message.
3.5.2.8. Attachments of the e-address message, if any.
3.6. If the e-address message is sent to several recipients, there will be a separate e-address message entry created in “Sent” section for each recipient, and the delivery status will be recorded for each separately in accordance with Articles 3.5.2.3. and 3.5.2.4. of these terms of Use.
 

4. Duties of the user of the e-address account
4.1. The user of the e-address account shall use only his/her personal electronic identification tools to access the e-address account and shall be responsible for their security and activities performed on the e-address account.
4.2. When sending and receiving e-invoices, the user of the e-address account shall be responsible for compliance with the regulatory enactments regulating the circulation of e-invoices.
4.3. If the user of the e-address account suspects that there has been unauthorized access to the e-address account used by him/her or there have been other activities performed, the user of the e-address account shall be obliged to immediately inform the SRDA.
4.4. The user of the e-address account shall be responsible for updating his/her contact information in the e-address account under "Profile/Settings" section bearing responsibility for the truthfulness thereof.
4.5. The user of the e-address account may not take actions directed against the security, stability and speed of the e-address system.
4.6. The user of the e-address account shall be prohibited from attaching malicious files to the e-address messages. If the user of the e-address account suspects that an e-address message containing malicious content has been received in his/her e-address account, the user of the e-address account shall be obliged to immediately inform the SRDA.
 

5. Processing of personal data
5.1. The following personal data shall be processed in the e-address system (name(s), surname(s), personal identification number, date of birth, fact of death of a natural person) and the Office of Citizenship and Migration Affairs (hereinafter – the OCMA) (1 Ciekurkalna 1st Lane, 3rd building, Riga, LV-1026, phone 67209400, e-mail: pmlp@pmlp.gov.lv) shall monitor the updated status of the aforementioned data in the a-address system by using the Population Register.
5.2. The controllers of personal data processing shall process the personal data for the following purposes:
5.2.1. SRDA - to ensure secure circulation and availability of e-address messages to natural persons.
5.2.2. OCMA - to ensure up-to-date information in the e-address catalog about natural persons who have created an e-address.
5.3. The user of the e-address account has the right to contact:
5.3.1. SRDA regarding the processing of personal data by sending an application to the SRDA Data Protection Officer to the e-mail: personasdati@vraa.gov.lv or vdar@vraa.gov.lv;
5.3.2. OCMA regarding the processing of personal data by sending an application to the OCMA’s e-mail address: pmlp@pmlp.gov.lv.
 

6. Change of personal identification number
6.1. If the owner of the e-address account changes his/her personal identification number, the e-address system shall obtain information about the change of the personal identification number through monitoring activities and:
6.1.1. In the e-address directory, change the e-address of the owner of the e-address account to one containing the new personal identification number. Any e-address messages sent to the previous e-address will no longer be delivered to the owner of the e-address account.
6.1.2. The new e-address account shall be activated automatically. If the owner of an e-address account wishes not to activate his/her e-address account, they shall deactivate the account.
6.2. The e-address system provides access to e-address messages that have been sent to the previous e-address.