Personal data is any information which can lead to the identification of a natural person.
Processing of personal data is any operation performed on personal data.
In the course of fulfilling its tasks, the Land Board obtains also personal data, including sensitive and private personal data. Pursuant to the Personal Data Protection Act, the Land Board processes personal data only for the purpose of performing its public duties.
Below are described the main principles of handling personal data at the Land Board.
Data of legal persons and processing of personal data on websites that can be accessed via links on the Land Board’s website (external links) fall outside the scope of this description of privacy policies.
Applying for access to services, applications, cadastral and spatial data
We will use your personal data to grant you access to the Land Board’s services, applications, cadastral and spatial data that require user authorization. When needed, we will use your personal data for sending to you notifications, license agreements and invoices related to the work of services or applications and the release of spatial data into use. Your data will not be disclosed to third parties. Access to your data may be granted only to an agency or a person that is entitled to it pursuant to law.
Applying for activity licenses
We will use your personal data for providing you with relevant information on application procedure and notifying you of decisions made; the license to be issued will also include personal data submitted by you in the application. The license will be issued solely to the applicant. Information on issued licenses is available on the Land Board’s webpage (personal data other than your name, e.g. your address, will be published only when you have given your consent to it).
Submission of request for information, request for explanation, memorandum, complaint or challenge
Your personal data will be used for responding to your requests. If responding requires making further inquiries from a third party, we will disclose to him only the personal data which are indispensable.
When you have sent us a request for information, request for explanation, memorandum or complaint the processing of which is within the competence of another agency, we will forward the document to the appropriate addressee and will notify you thereof.
Register data of correspondence can be viewed in our web based document register ». The initials of the sender or receiver are shown, not the name. As document title we show e.g. “Request for information”, “Request for explanation”, “Memorandum”, “Complaint”, etc.
Correspondence with private persons is restricted information. It means that when somebody wants to see your correspondence and submits a respective request for information, we will review whether we can provide access to the document in whole or in part. We will not leave your contact details (address, e-mail, phone) visible on the document (except when you write on behalf of a legal person or an agency). Otherwise the restrictions depend on the content of the document. Possible grounds for restricting access to information are listed in § 35 of the Public Information Act ».
Despite the restrictions on access, we will disclose the document to an agency or a person that is entitled to request it pursuant to law (e.g. bodies conducting pre-trial proceedings and courts).
We preserve correspondence with private persons for 7 years and requests for information for 5 years. Complaints, challenges and related correspondence are preserved for 10 years. After the end of the prescribed period documents will be destroyed.
Procedures for transfer of state assets, releasing state assets into use or encumbering with real rights
Your personal data will be used for providing you with information relevant to the procedure, informing you of decisions made and for resolving the matter (e.g. evaluating the rights and obligations relating to you and your properties).
To inform you of procedure documents, we will use, as a rule, the address data you yourself have provided. In the cases provided by legislation, we will send the notices and documents (e.g. auction notices for entitled persons) to your address that is entered into the population or business register. As a rule, letters and procedure information (including invoices) will be sent to you by regular mail or e-mail, administrative rulings (directives, decisions, etc.) by registered mail.
The data of transactions made with your property or by you with state-owned land (e.g. ownership of property that entitles you to pre-emptive right in auction, contracts concerning state land which you have entered into, etc.) will be used for identifying your rights and obligations in the proceedings involving state-owned land. As a rule, the data used in the course of procedure will not be disclosed to third parties. As an exception, in cases provided by law the information on transactions with state assets (e.g. transfer of state property) will be published in Ametlikud Teadaanded and in state real property register (accessible for everybody over Internet). Another exception is personal data that must be included in the decisions made in the course of procedure pursuant to law or regulation (e.g. the name, personal identification code or registry code of the party to the procedure, the submitted bid in auction documents, data of real property that are relevant for the decision making, etc.). The address of a private person used for the delivery of the decision will not be disclosed elsewhere.
Applications, requests submitted by private persons and contracts, invoices, notices and other correspondence with private persons in the course of procedures is restricted information. The correspondence and administrative decisions creating rights or obligations for persons, including directives of the Minister of the Environment, will be made available in our web based document register ». The register shows the initials, not the name, of the sender or receiver, the title of the document and in case of administrative decisions also the content of the document. In the register document titles are shown according to the type of procedure (e.g. “Transfer of state assets”, “Approval of auction results”, “Establishment of real servitude on parcel/immovable”, “Establishment of the personal right of use on the immovable”, etc.).
Despite the restrictions on access, we will disclose the document to an agency or person that is entitled to request it pursuant to law (e.g. bodies conducting pre-trial proceedings, courts, National Audit Office).
Documents compiled into a file in the course of transferring state assets or releasing them into use are subject to permanent preservation.
Supervision proceedings and offense procedure
The data of the person who submitted a notice concerning offense will be disclosed to other participants in procedure to the extent as prescribed by the codes of procedure.
The Land Board has joined the e-File information system. We use it for transferring offense procedure related information to e-File, and for data exchange with other agencies (e.g. submitting information concerning punishment to the criminal records database and bailiff). The e-File information system is for authorized users only. You have to log in with ID card and the right of access is granted only to competent officials. The participant in the procedure can also view his/her procedure related information and send and receive procedure documents.
Our web based document register » shows only the initials, not the full name, of the sender/receiver of the document concerning offense proceedings. These documents have restricted access: when receiving a request for information, we will review whether we can provide access to the document in whole or in part. We will not leave your contact details (address, e-mail, phone) visible on the document (except when you write on behalf of a legal person or an agency). Otherwise the restrictions depend on the content of the document. Possible grounds for restricting access to information are listed in § 35 of the Public Information Act ».
You can ask for decisions concerning offense that have entered into force by submitting a request for information. Also decisions in force may have restrictions on access. The name and personal identification code (or date of birth when there is no code) of a person punished under the offense procedure are public, the data of other persons will not be disclosed.
Pursuant to law, we can disclose circumstances of offense proceedings only in exceptional cases (§ 62 of Code of Misdemeanour Procedure », § 214 of Code of Criminal Procedure »). We intend to use this right only in the case of utmost necessity respecting the private life of the parties concerned as much as possible. If the person himself makes information concerning the procedure public, we reserve ourselves the right to provide the public with explanations on our actions.
After the decisions concerning offense have taken effect, they will be entered into the criminal records database to which the access is restricted. Information can be requested pursuant to chapter 3 of the Criminal Records Database Act ».
Offense files are preserved for 10 years. Beyond that term the files will be destroyed.
For land reform related supervision proceedings the same principles apply as for responding to requests for information, requests for explanation, memorandum, or processing of complaints and challenges.
Applying for a job or an internship at the Land Board
Information on job and internship vacancies is available on the Land Board’s webpage.
When applying for a job or an internship at the Land Board, we take into account the information provided by you as well as the information from public sources. We presume that we may contact the persons you indicated in your list of references.
You are entitled to view all data we have collected about you and to provide to us further details. Data about you will not be disclosed to other candidates, neither will we disclose data of other candidates to you. Information concerning candidates has restrictions on access, and third parties (including competent agencies) can have access only in cases provided by law.
Visiting the Land Board’s premises
When entering the Land Board’s main building, you will be met in the lobby by a receptionist, who will register your visit (your name and time of visit). Thereafter the receptionist will call the employee you came to meet, who will accompany you until you leave the building.
When you have been invited to a meeting or some other major event at the Land Board, the receptionist will register your visit and let you pass to the event based on the list of participants.
The Land Board’s premises are under 24 hour video surveillance. The movement of persons around the premises is recorded for security purposes. All personal data collected in video recordings will be used only internally for ensuring the safety of the Land Board, its employees and visitors.
Right of access to your personal data
You are entitled to get access to data we have collected on you. To do so, you should submit a request for information.
We can refuse to comply with the request in case it may:
- damage rights and freedoms of other persons;
- hinder the prevention of a criminal offence or apprehension of a criminal offender;
- complicate the ascertainment of the truth in a criminal proceeding;
- endanger the protection of the confidentiality of filiation of a child.
You are entitled to request rectification of inaccurate personal data. When there is no legal ground for the use of your personal data (any more), you may request termination of the use or erasure of your data.
If you have any questions about data processing send an e-mail to firstname.lastname@example.org.