1. Definitions

1.1. E-address - Official electronic address;

1.2. E-address account - the KDV account linked to the e-address where the e-address functionality and e-address messages are available; 

1.3. E-address account activation - actions enabling the receiving and sending of e-address messages at the e-address account; 

1.4. E-address account deactivation - actions disabling the receiving and sending of e-address messages at the e-address account; 

1.5. E-address account holder: 

1.5.1. Natural person - a natural person registered in the Population Register of the Republic of Latvia whose personal identification number forms the e-address linked to the KDV account; 

1.5.2. Legal person - a legal person registered in the Register of Enterprises of the Republic of Latvia whose registration number forms the e-address linked to the KDV account. 

1.6. E-address account user - the user who is the e-address account holder or has been granted the rights by the e-address account holder to access and use the e-address account.

1.7. E-address system - a set of technological solutions that provides the functions laid down in the Law on Official Electronic Address - secure, efficient and quality electronic communication and circulation of electronic documents between the state authorities and private persons; 

1.8. E-address message - a technically standardised electronic message that is created and sent in the e-address system with or without files;

1.9. KDV - the personalised client workspace created by an authenticated person in the section "My workspace" which includes the user identification and personalised information for the work in the portal. The information is only available to each user about themselves and only after authentication;

1.10. User - a physical person or an authorised representative of a legal person who has been identified by the identification tools available in the Portal;

1.11. Portal - state administrative services portal www.latvija.lv; 

1.12. Monitoring - in the meaning of these terms and conditions, a technique by which two or more information systems exchange information so that one information system would receive any changes in the processed data in the other system

 

2. General information 

 

2.1. These provisions are binding to all e-address account users. 

2.2. The e-address system controller is the State Regional Development Agency (hereinafter - SRDA). 

2.3. After the activation of the e-address account, the e-address account content and functionality will always be available to the e-address account user on the Portal KDV section “My Workplace” - “Correspondence”. 

2.4. E-address account user may provide an e-mail address for receiving notifications about any new e-address messages or sent e-address messages that have not been delivered to the recipient. 

2.5. If the e-address account holder is a physical person, he or she me deactivate or activate their e-address account in the section “Profile/Settings”. This operation can not be performed more frequently than once every 24 hours. 

2.6. E-address messages are stored in the e-address account for five years, except in the case referred to in Paragraph 3.2.3. 30 days before the deletion deadline, the e-address messages are moved to the section "Deleted" and may not be restored. E-address messages are deleted entirely from the section "Deleted" after 30 days.

 

3. E-address account use 

 

3.1. E-address account has the following sections: 

3.1.1. All e-address messages are available in the e-address account section “Correspondence”; 

3.1.2. Received e-address messages are available in the section “Received”; 

3.1.3. Sent e-address messages are available in the section “Sent”; 

3.1.4 Saved e-address message drafts are available in the section "Drafts"; 

3.1.5. All deleted e-address messages are available in the section “Deleted”; 

3.2. E-address account user may: 

3.2.1. View, download, sort by time interval, search, search by features available in the specific sections all e-address messages in all sections referred to in Paragraph 3.1 of these terms and conditions. 

3.2.2. Compose a new e-address message, add attachments (the total available size of the attachment and the file formats can be viewed by clicking on “?” next to the “Add attachment” button in the message composition template”), specify one or more recipients, sign the e-address message with a secure electronic signature before sending, cancel the composition of the e-address message, save the composed e-address message as a draft, send the composed e-address message; 

3.2.3. Delete e-address messages from the sections “Received” (except messages shown in bold - unopened), “Sent”, “Drafts”, as well as delete them completely from the section “Deleted”. 

3.2.4. Restore the e-address messages shown in section “Deleted”, unless they are placed there automatically as a result of the e-address system operation as described in Paragraph 2.6 of these terms and conditions; 

3.2.5 In the section “Profile/Settings”: 

3.2.5.1 In a physical person’s e-address account: 

3.2.5.1.1 Check you identity data; 

3.2.5.1.2. Provide other channels of communication: e-mail, telephone, address, agree to accept e-mail notifications that may be sent as a result of the use of the Portal e-services; 

3.2.5.1.3 Provide a bank account that may be used for e-services, where the bank account number must be provided for the further execution of the service; 

3.2.5.1.4 Specify the default number of entries shown in different sections of the e-address account; 

3.2.5.1.5 Enable or disable the e-address account according to the provisions of Paragraph 2.5; 

3.2.5.1.6 Accept receiving of e-mail notifications sent as a result of the e-address system operation. 

3.2.5.2 In a legal person’s e-address account: 

3.2.5.2.1 Check the identity data of a legal person; 

3.2.5.2.2 Provide other channels of communication: e-mail, telephone, address, agree to accept e-mail notifications that may be sent as a result of the use of the Portal e-services; 

3.2.5.2.3. Provide a bank account that may be used for e-services, where the bank account number must be provided for the further execution of the service; 

3.2.5.2.4. Specify the following information about the specific user of the e-address account of a legal person: 

3.2.5.2.4.1. Additional channels of communication: e-mail and telephone; 

3.2.5.2.4.2. Agree to accept e-mail notifications that may be sent as a result of the use of the Portal e-services; 

3.2.5.2.4.3. Specify the default number of entries shown in different sections of the e-address account; 

3.2.5.2.5. Accept receiving of e-mail notifications sent to the e-mail address of the legal person as a result of the e-address system operation. 

3.3. E-address message has the following processing statuses and information fields: 

3.3.1. Received message: 

3.3.1.1. From - name of the sender of the e-address message; 

3.3.1.2. Registration No. - registration number of the sender of the e-address message; 

3.3.1.3. Received - date and time; 

3.3.1.4. Message ID - the unique identifier of the e-address message; 

3.3.1.5. The subject of the e-address message;

3.3.1.6. Contents of the e-address message; 

3.3.1.7. Attachments to the e-address message, if any. 

3.3.2. Sent message: 

3.3.2.1. Recipient - recipient of the e-address message; 

3.3.2.2. Registration No. - registration number of the recipient of the e-address message; 

3.3.2.3. Sent: 

3.3.2.3.1. Pending - e-address message is sent to the e-address system for further processing but is not yet available to the recipient; 

3.3.2.3.2. Date and time when the e-address message becomes available to the recipient. 

3.3.2.4. Delivered - date and time when the recipient has received the e-address message; 

3.3.2.5. Message ID - the unique identifier of the e-address message; 

3.3.2.6. The subject of the e-address message;

3.3.2.7. Contents of the e-address message; 

3.3.2.8. Attachments to the e-address message, if any. 

3.4. If the e-address message is sent to several recipients, an individual entry on the sent e-address message is made for each recipient in the section “Sent” and the delivery status of each message will be recorded according to Paragraph 3.3.2.3 and 3.3.2.4 of these terms and conditions.

 

4. Responsibilities of the e-address account user 

 

4.1. The e-address account user is responsible for the security of the identification tools used for authentication and access to the e-address account. 

4.2. If the e-address account user suspects unauthorised access or other activities in his or her e-address account, the e-address account user must immediately notify the SRDA using the contact information provided in Paragraph 5.3.1 of these terms and conditions.

4.3. The e-address account user is responsible for updating his or her contact information in the e-address account section “Profile/Settings” and for the accuracy of this information. 

4.4. The e-address account user may not engage in intentional malicious activity targeted against the security, stability and operation speed of the e-address system. 

4.5. E-address account user may not attach files containing malware to the e-address message. If the e-address account user suspects that an e-address message containing malware has been received in his or her e-address account, the e-address account user must immediately notify the SRDA using the contact information provided in Paragraph 5.3.1 of these terms and conditions. 

4.6. E-address account user may not perform any offensive, abusive or illegal actions in his or her e-address account, use explicit language in the e-address messages or otherwise. 

4.7. E-address account user shall comply with the Terms of use of the Portal to the extent they are not contrary to these provisions.

 

5. Personal data processing 

 

5.1. The personal data (name/names, surname/surnames, personal identification number, date of birth, death of a physical person) of a physical person who has an e-address will be processed by the e-address system and, in the course of system monitoring, the data will be updated from the Population Register by the Office of Citizenship and Migration Affairs (hereinafter - OCMA), Rīga, Čiekurkalna 1. līnija1, k-3, LV-1026, tel. 67209400, e-mail: pmlp@pmlp.gov.lv. 

5.2. The purpose of the personal data processing in the e-address system by the data controllers is: 

5.2.1. SRDA - to ensure secure circulation of e-address messages and availability to physical persons; 

5.2.2. OCMA - to ensure the updated information in the e-address catalogue regarding physical 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 personal data processing 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 personal data processing by sending an application to OCMA to the e-mail pmlp@pmlp.gov.lv.

 

6. Change of the personal identification number of the person who has created the e-address 

 

6.1. If the e-address account holder corresponds to the definition laid down in Paragraph 1.5.1 of these terms and conditions and changes his or her personal identification number: 

6.1.1. The e-address system uses monitoring to retrieve information about the change of the personal identification number and: 

6.1.1.1. Changes the e-address of the e-address account holder included in the e-address catalogue to such that includes the new personal identification number. From this moment the e-address messages sent to the previous e-address shall not be delivered to the e-address account holder. 

6.1.1.2. The e-address account linked to the new e-address (personal identification number) will be activated automatically (even if the previous e-address account has been disabled before the change of the personal identification number). If the e-address account holder does not wish to enable his or her e-address account, he or she may take the actions described in Paragraph 2.5 of these terms and conditions. 

6.1.1.3. Access will be provided in the e-address account also to the e-address messages sent to the previous e-address (containing the previous personal identification number) before the actions described in Paragraph 6.1.1.1 of these terms and conditions. 

6.1.2. E-address account holder is responsible for providing the information about the new personal identification number to such state authorities from which he or she wishes to receive e-address messages to the e-address account.

 

7. Pilot operation of the e-address system until1 January 2019 

 

7.1. The purpose of the pilot operation of the e-address system is to implement the Law on the Official Electronic Address (hereinafter - the Law) on the voluntary basis before the deadline set out in the Law by providing the operation of the e-address system and personal data processing in accordance with the requirements of the Law and to seek public opinion (private persons and state authorities) regarding the necessary improvements of the e-address information system. 

7.2. If the e-address account holder corresponds to the definition laid down in Paragraph 1.5.1 of these terms and conditions: 

7.2.1. By consenting to the use of the e-address system during its pilot operation, the e-address account holder becomes a participant of pilot testing and: 

7.2.1.1. May electronically communicate or send documents to a state authority that has created an e-address and receive the response from the state authority if the authority can ensure this service during the pilot operation;

7.2.1.2. Is aware that in case the participant has not disabled the e-address after the end of the pilot operation of the e-address, i.e., 1 January 2019, the e-address created during the pilot operation will continue to operate as stipulated by the Law on the Official Electronic Address. 

7.2.1.3. Agrees that his or her personal data (name, surname, personal identification number, date of birth, death of a physical person) are updated in the e-address system on the basis of the information provided to the OCMA and are used in the information system controlled by the SRDA (including the information containing personal data that is prepared and confirmed by other e-address participants in the e-address system) during the participation in the pilot testing of the e-address system during which the personal data will be processed as stipulated by the Law on the Official Electronic Address which will come into effect on 2 January 2019. 

7.2.1.4. In the event of the withdrawal of this consent, the participant shall take the actions according to Paragraph 2.5 of these terms and provisions.

7.2.2. During the pilot operation of the e-address system, the participant may withdraw his or her consent to the participation in pilot testing according to Paragraph 2.5 of these terms and provisions by clicking the "Revoke" button, and the e-address account will be disabled as a result.

 

8. Final provisions 

 

8.1. The terms and conditions shall enter into force on 3 September 2018; 

8.2. Paragraph 7 of these terms and conditions shall enter into force on 7 September 2018 and shall be valid until 1 January 2019.