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Privacy Policy

Privacy policy
 

Tokvila PJSC (hereinafter - we or the Data controller) respects your privacy and undertakes to protect it in accordance with this Privacy policy (hereinafter - the Policy). We use this Policy to fully inform you of the processing of your personal data, whether you communicate with us in person, electronically (for example through our website or email), or in any other manner you choose
We undertake to be transparent by providing you with clear information about which of your personal data are being processed, the purposes for which they are being processed, the period for which the personal data will be stored, the legal basis for the processing, and any other information that we must provide under the legislation that is in effect.

Please take a moment to review this Policy and if you have any questions, please feel free to contact us at one of the ways specified at the end of this Policy.


General information

Tokvila PJSC is the manager of the website www.tokvila.lt.
Details of the Data controller:
“Tokvila” PJSC
Legal entity code: 110590949
Address: Žalgirio g. 122, Vilnius, LT 09300
Email: info@tokvila.lt

We hereby confirm that your data will be collected in accordance with the requirements of the legislation of European Union and the Republic of Lithuania that are in effect, as well as the instructions of the supervising authorities, and all reasonable technical and administrative measures will be employed to protect the data that we collected about visitors to the website from loss, unauthorized use, and/or alteration. The employees of the Data controller have committed in writing not to disclose to third parties and not to distribute workplace information, including the information about the visitors of the website / social network accounts.

Persons, who are younger than 14 years of age may not provide any personal data through our website. If you are a person, who is younger than 14 years of age must obtain consent from parents or other lawful guardians, prior to submitting personal information.
The definitions used in the Rules shall be understood in the same way as they are defined in General Data Protection Regulation No. 2016/679 (EU).

It is important that you read this Policy carefully, as you agree to the terms described herein each time you visit this website. If you do not agree to these terms, please do not visit our website and do not use its content and/or our services.


How do we collect information about you?

Your personal data, i.e. any information about you that allows us to recognize you, is obtained in various ways:

  • You may provide the information (personal data) on your own (for example, by completing a registration form, registering for a test drive, calling us, subscribing to a newsletter, or in other ways by contacting us yourself);
  •  information about you may be collected automatically (when you visit our site (via cookies and similar technologies), also when you visit our social accounts on Facebook, Linkedin, Google+, and Youtube), as well as when you visit our showroom or repair shop;
  • in certain cases, we may obtain information about you from third parties, we may also collect information about you from publicly available sources (e.g., your relatives, who have purchased a car or other item from us; credit and other financial institutions, insurers, other Toyota companies, or our partners who provide services to you or us.

You may provide us with your personal data directly. These usually happen when:

  •  you submit your data in order to receive information about our services/products;
  •  you make your requests or complaints;
  • you subscribe to our newsletter or other communication;
  • you participate in surveys.

Information about you may be collected automatically. These usually happen when:

  • you make inquiries through our social network accounts;
  •  you are using the website (data collected by cookies and similar technologies. For more information about the cookies we use, see below);
  •  you make public posts on the social network platforms that we follow;
  • you visit our showroom or repair shop, which is monitored by video cameras;
  • you use our cars equipped with GPS equipment;
  • you call us (audio record of the call and call transcripts are made).

We may obtain information about you from third parties as far as the applicable law allows. This may be the information provided to Toyota Baltic AS when you register for or request a specific service on the website www.toyota.com, also by a digital marketing services company providing maintenance services for our website, and our customers - legal entities, when you are a representative of these legal entities, including our partners with whom we cooperate when we provide car maintenance services.

We may link the information we receive about you from our own, public, and commercial sources to other information we receive from you or about you.

We may also collect information about you in other cases not covered by this Policy. If this happens, we will inform you further.


Which of your information (personal data) do we process?

While we do our best to collect as little information about you as possible, we collect the following information in order to conduct our business:

  • the information, which is necessary to provide you with our services/products;
  • the information you provide in surveys;
  • the information you provide when you call us;
  • the information needed to determine your identity and verify that you have the right to drive;
  • the information about your behavior on our website;
  • systematic information on the website usage habits of all website visitors;
  • the information about the device you are using and other metadata.

Detailed information on what data and how we process it are provided in the following section.

You may opt not to provide us with certain information (such as the information requested in the registration form), but in that case we will not or may not be able to provide you with the services we offer.


Objectives and legal basis for the data processing

The above information is processed for the following purposes:

  • Provision of repair shop services;
  • Conclusion and performance of purchase-sale, lease, and other agreements;
  • Informing related to the maintenance of your vehicle, requests for services, products, etc.;
  • Assurance of security of property and persons (video surveillance, GPS);
  • Assurance of the customer service quality (call recording);
  • Marketing purposes*, such as provision of customized promotional ads and content of supporters, including sending of announcements about special offers, evaluation and analysing of our market, customers, products, and services (including gathering of your opinion on products and services, conducting of customer/partner surveys, competitions or special offers to the extent permitted by law);
  • Understanding of how people use our services so we could improve them and develop new content, products, and services;
  • Defence of our interests before a court or other authority.

We hereby inform you that we have the right to email promotional information about our other similar products or services to our customers or individuals who have signed up for a test drive, and you have the right to opt out of receiving direct marketing content from us now or at any time later by emailing your decision to us at duomenys@tokvila.lt or by using the opt out link in the newsletter itself.

Your personal data are processed on one or more of the following legitimate processing grounds:

  • Compliance with the requirements of legislation;
  • Execution of the agreement concluded with you;
  • Our legitimate interests, unless your private interests prevail;
  • In certain cases, your consent.

The purposes for which we process your personal data with the appropriate legal basis and personal data that are processed are specified in the following table:
 

Objective

Legal basis(es)

Personal data

Provision of repair shop services Execution of the agreement concluded with you
Compliance with the requirements of legislation
Name, last name, phone, e-mail, make and model of a vehicle, vehicle identification number (VIN), year of manufacture of a vehicle, license plate, car work shop history, payment information, other information that may be required at the time of service provision.
Conclusion and performance of purchase-sale, lease, and other agreements Execution of the agreement concluded with you
Compliance with the requirements of legislation

Name, last name, personal code, phone, address, e-mail address, copy of a driving license.

 

Informing related to the maintenance of your vehicle, requests for services, products, etc.; Legitimate interest - provision of an accurate information about the services we provide (including reminders about upcoming visits to a work shop, products) In order to respond to your inquiries made via phone, email, social network environment, and other means, we may request your phone, email address, name, last name, vehicle make and model, vehicle identification number (VIN), year of manufacture, and a license place.
Assurance of security of property and persons (video surveillance) Legitimate interest - assurance of the security of property and individuals Video data.
Use of telemetry equipment (including GPS) during test drive and in rental cars Execution of the agreement concluded with you
Our legitimate interest is to ensure the security of property and to show the customer the advantages of a car
Geolocation data, fuel (energy) consumption, distance covered, speed, other data of the on-board computer.
Assurance of the customer service quality (call recording) Legitimate interest - assurance of the customer service quality; the ability to demonstrate compliance with the standards established by the manufacturer Record and transcript of a phone conversation
Email address and content of correspondence
Marketing purposes, such as provision of customized promotional ads and content of supporters, including sending of announcements about special offers, evaluation and analysing of our market, customers, products, and services (including gathering of your opinion on services and conducting of customer surveys)

Legitimate interest - notification of any deficiencies/failures identified and our other services, events, news, and provision of other relevant information.
Your consent.

 

Name, last name, phone, e-mail, vehicle identification number (VIN), make and model of a vehicle, year of manufacture of a vehicle, license plate, payment information, other information that may be required at the time of service provision.
Understanding of how people use our services so we could improve them and develop new content, products, and services For this purpose, we process your personal data with a legitimate interest to monitor the quality of our services, create and improve the content of our website, and to ensure the security of our website

The IP address, operating system version and settings of the device that you use to access the content, parameters, the time and duration of your session, and any information stored in cookies that we set on your device, device’s GPS signal, or information about your nearest WiFi access points and mobile communication towers, which may be transmitted to us when you use of the content of our website

 

Evaluation of candidates and their recruitment for vacancies Your consent.

General information of the applicant - name, date of birth, place of residence or address of applicant’s residence; email address, and/or telephone number, information on the applicant’s work experience (workplace, working period, position, responsibilities and/or achievements), information on the applicant’s education (educational institution, period of studies, education and/or qualification acquired), information on the improvement of qualification (completed training, certificates obtained), information on the language proficiency, information technology, driving skills, other competencies, other information you provide in your CV, cover letter or other application documents
Recommendations, employer testimonials: the person recommending a candidate or giving the testimonial, his or her contact details, contents of a recommendation or a testimonial.
Candidate evaluation information: summary of an interview with a candidate, insights and opinions of person(s), who are conducting the selection, results of candidate testing.

Defence of our interests before a court or other authority

Compliance with the requirements of legislation
Legal interest is to defend ourselves against claims and complaints

Depending on the lawsuit or claim filed, all of your personal data that are listed in this Policy and that we possess may be processed for this purpose

In those cases where we are unable to rely on one of the legal bases in this table, we will seek your consent before we begin to process your personal data (such cases will become apparent from the circumstances and the context).

In those cases when we process your personal data for purposes other than those set out in these rules, we will notify you of that by providing a separate notice.

If you provide us with details of other persons related to you, you should inform them and obtain their consent and get them acquainted with this Policy, where necessary. We may also collect your personal data if you are a representative of our customer (a legal entity).
 

Who do we transmit your personal data to?

We may transmit your personal data to:

  • Toyota Baltic A/S, Toyota Motor Europe NV/SA
  • Credit and other financial institutions operating in Lithuania;
  • Insurance, reinsurance companies (when acting as an insurance broker or during filing of insurance claim documentation);
  • State, municipal, and law enforcement authorities;
  • Regitra SE, Tuvlita PJSC;
  • Companies that provide services upon our request;
  • Other partners of our business that were selected responsibly;
  • Other parties when required by law or as necessary in order to protect our legitimate interests.

Our partners are companies providing technical maintenance services that operate in Lithuania. Please be advised that we provide personal data only to the partner whose service/gift you have chosen.

The companies that provide the services at our request, currently are the following: IT service providers, couriers, advertising agencies, auditors, and lawyers operating in Lithuania and/or Latvia. The ability of these companies to use your information is limited, they cannot use this information for purposes other than the provision of services to us.

In order to receive direct marketing offers from our business partners, you will be asked for separate consent.

Other parties who may be provided with information that we have about you when this is necessary to protect our legitimate interests include authorities, pre-trial investigators, courts, etc.


To which countries is your personal data transmitted?

From time to time, we may need to transmit your personal data to other countries where a data protection policy of a lower level may apply. In such cases, we would everything that is in our power to ensure the security of the personal data transmitted.

In very rare cases (e.g., when you have a special requests regarding the car) we may be forced to send your personal data to countries outside the European Economic Area.

If we will send your personal data to countries outside the European Economic Area, we will notify you and make sure to have one of the following security measures in place:

  • The agreement that is concluded with the recipient of the data would be based on the Standard Terms and Conditions approved by the European Commission.
  • The recipient of the data would be based in a country recognized by the European Commission as having adequate data protection standards.
  • Consent of the Data Protection Inspectorate.
     

What do we do to protect your information?

We have implemented reasonable and appropriate physical and technical measures to protect the information we collect for the purpose of content/service provision. Keep in mind, however, that while we take reasonable steps to protect your information, no website, online operation, computer system or wireless connection is completely secure.


How long will we keep your personal data?

We will keep your personal data for as long as necessary to achieve the stated purpose. Once we have achieved the purpose, your personal data will be deleted unless we are required by law to retain information for tax purposes or the data may be required for pre-trial investigation, but in any event, the retention period will not exceed 10 years. After this time limit expires, the data will be deleted so that it cannot be restored.

Usually the following time periods apply for the storage of the personal data:
 

Personal data

Storage period

Payment information and details of purchase-sale and other agreements 10 years after payment transaction
Data provided by candidates for vacancies 6 months after the completion of selection
Personal data used for marketing As long as you are an active customer and 2 years after your last visit or active action on our website
Records (logs) of IT systems At least one year
Analytical data Usually, this data is collected automatically when you use the website and anonymized/generalised shortly after receipt.


Your rights

The data subject, whose data are processed during the activity of the Data controller, as the case may be, has the following rights:

  • To know (to be informed) about the processing of own data (right to know);
  • To familiarise with own data and how it is processed (right of access);
  • To require correction or based on the purposes of the personal data processing, to supplement the incomplete Personal data (right to correction);
  • Delete its data or suspend the activities of its data processing (except for the storage) (the right to delete and the right to be forgotten).
  • To demand that the personal Data controller would restrict the processing of personal data for one of the legitimate reasons (right to restrict);
  • To transfer of data (right of transfer);
  • The right to object at any time to the processing of personal data when such data processing is performed in the public interest or necessary for the legitimate interest of the data controller or of a third party. In order for the data controller to process personal data, it has the burden of proving that the data is being processed for compelling legitimate reasons that are superior to the interests of the data subject (the right to object).
  • To submit a complaint to the State Data Protection Inspectorate.

We may not allow you to exercise the rights listed above when required by law to ensure the prevention, investigation and detection of crimes and breaches of service or professional ethics, and the protection of the rights and freedoms of the data subject or other persons.

Your rights will be enforced after your identity has been verified in person or by digital signature.
 

Your rights

Certain restirctions

To know (to be informed) about the processing of own data (right to know) You have the right to receive information about the data processing before the commencement of the processing of your personal data in a concise, simple, and comprehensible form.
To familiarise with own data and how it is processed (right of access) This right means:
  • The confirmation whether we process your personal data;
  • The provision of a list of your personal data that we process;
  • The provision of objectives and a legal basis for the processing of your data;
  • The confirmation of whether we are sending data to third countries, and if so, what security measures we have taken;
  • The provision of the source of your personal data;
  • The information on whether the profiling is employed;
  • The indication of data retention time.
Once you have been identified, we will provide you with the above information, provided that it will not violate the rights and freedoms of other persons.

to require correction or based on the purposes of the personal data processing, to supplement the incomplete Personal data (right to correction)

Applicable if the information we have is incomplete or inaccurate
To destroy own data (the right to be forgotten)

Applicable if:

  • the information we hold is no longer needed to achieve our stated objectives
  • we process your data based on your consent and you withdraw your consent
  • we process your data on the basis of legitimate interests, and it is determined upon your request that your personal interests prevail
  • the information was obtained unlawfully
Stop your data processing activities (except for the storage) This right can be exercised during the period before we will analyse the situation, i.e.:
  • if you dispute the accuracy of the information
  • if you object to the processing of personal data when it is performed on the basis of legitimate interests
  • we use the information unlawfully, but you object to its deletion
  • we no longer need the information, but you insist that it would be stored due to a lawsuit
To demand the Company to limit the processing of Personal Data for one of the legitimate reasons (right to restrict)

You may prevent us from using your personal data for direct marketing purposes

The right to data portability This right can be exercised if you have provided your data and we process it automatically based on your consent or the agreement concluded with you
The right to object This right may can be exercised when such data processing is performed in the public interest or necessary for the legitimate interest of the data controller or of a third party. In order for the data controller to process personal data, it has the burden of proving that the data is being processed for compelling legitimate reasons that are superior to the interests of the data subject. (the right to object)
To submit a complaint to the State Data Protection Inspectorate www.ada.lt


How do you intend to exercise your rights?

You may submit an application regarding the exercising of the above rights, as well as any complaints, notices, or requests (hereinafter - the Request) to us via email: duomenys@tokvila.lt, post: Žalgirio g. 122, LT-09300 Vilnius, or by arriving to us.

We will respond to your Request no later than within 30 (thirty) calendar days from the date of receipt of the Request. In the exceptional cases, which require additional time, we will have the right to extend the deadline for submitting the requested data or the examination of other demands specified in your Request up to 60 (sixty) calendar days from the date of your request.


Cookies, signals, and similar technologies

For the purposes of this Policy, we use the term “cookies” to describe cookies and other similar technologies, such as Pixel Tags, Web Beacons, Clear GIFs.

As you visit our website, we aim to provide such content and features that are tailored specifically to your needs. This requires cookies. Those are small elements of information stored in your web browser. They help Data provider to recognize you as a previous visitor of a certain website, to preserve the history of your visits to the website and to customize the content accordingly. The cookies also help to ensure the smooth running of the website, allow to monitor the duration and frequency of website visits, and collect statistical information about the number of website visitors. By analysing this data, we can improve our websites and make them more convenient for your use.

Cookies that are used on our website:
 

Name   

Period

Objective

XSRF-TOKEN Until the website is closed A cookie is used to store session information
_ga 2 years The cookie is used to identify a visitor and track website traffic through Google Analytics
_gat 10 minutes The cookie is used to track website traffic through Google Analytics and also to determine the loading speed of the website.
_gid 24 hours The cookie is used to track website traffic through Google Analytics and to identify the visitor of the website.
_hjIncludedInSample Until the website is closed The cookie is used to track website traffic through Hotjar and to identify the visitor of the website.
fr    3 months    A cookie provides an encrypted Facebook ID and a browser ID, it is used for advertising purposes
laravel_session Until the website is closed A cookie is used to store the information of visitor’s session on a website

When you use a browser to access content that we provide, you can configure your browser to accept all cookies, reject all cookies, or to notify you when a cookie is downloaded. Each browser is different, therefore, if you don’t know how to change your cookie preferences, check out its Help menu. Your device’s operating system may have additional cookie controls. If you do not want that the information would be collected by cookies, use the simple procedure available in most browsers which allows you to opt out of cookies. In order to learn more about how to manage cookies, please visit http://www.allaboutcookies.org/manage-cookies/.

Keep in mind, however, that certain services may be designed to work only with cookies, and if you disable them, you will no longer be able to use those cervices or certain parts of them.

In addition to cookies used by Data controller, our websites allow certain third parties to set and access cookies on your computer. In such case, the use of cookies is subject to third-party privacy rules.

Please note that our social network accounts are subject to the cookie policy of the respective social network.
 

What are the personal data protection principles that we adhere to?

We adhere to the following principles when we collect and use the personal data that you entrust to us, as well as personal data obtained from other sources:

  • Your personal data is processed in a lawful, fair, and transparent manner (principle of lawfulness, fairness, and transparency).
  • Your personal data are collected for specified, clearly defined, and legitimate purposes, and not processed further in a way that is incompatible with those purposes (the principle of purpose limitation).
  • Your personal data are adequate, relevant, and only such that are necessary for the purposes for which they are processed (data minimization principle).
  • Personal data processed shall be accurate and, where necessary, kept up to date (principle of accuracy).
  • Your personal data are stored in a form which permits identification for no longer than it is necessary for the purposes for which your personal data are processed (the principle of the limitation of the data retention time).
  • Your personal data are processed in a manner that ensures appropriate security of personal data through the use of appropriate technical or organizational measures, including protection against unauthorized or illegal processing and against accidental loss, destruction, or damage (the principle of integrity and confidentiality).


Contact us

If you notice an inconsistency with this Policy, a security loophole on our website, or have other questions regarding the processing of your personal data, please contact us in one of the ways convenient to you:

Post: “Tokvila” PJSC
Address: Žalgirio g. 122, Radviliškis
Email: duomenys@tokvila.lt


Final Provisions

This Policy is reviewed at least every two years. After updating the Policy, we will notify you of any changes that we consider to be material by posting a notice on our site. If you access or use our content and/or services after the posting of such notice, you will be deemed to have accepted the new requirements laid out in the update.

The document is approved by the manager’s order No. V-3-18 - 35 of 22-05-2018

Contacts

Žalgirio str. 122, LT-09300 Vilnius, Lithuania
I-V VI
New cars sales info@tokvila.lt
+370 5 210 3217
9:00 - 19:00 10:00 - 16:00
Main service autoservisas@tokvila.lt
+370 5 210 3227
7:00 - 21:00 9:00 - 16:00
Body repair kebulai@tokvila.lt
+370 5 210 3227
7:00 - 19:00 9:00 - 16:00
Spare parts / accessories detales@tokvila.lt
+370 5 210 3227
7:00 - 19:00 9:00 - 16:00
Used car sales info@tokvila.lt
+370 5 210 3225
9:00 - 19:00 10:00 - 16:00

We are open from 10 a.m. on the second Wednesday of each month.