Privacy policy

tollrefunds.lv | SIA Baltic Tolls | Version: 10 November 2026

1. Controller and contact details

This Privacy Policy explains how SIA “Baltic Tolls” (registration No. 40203046250; registered address: Lielirbes iela 17A–7, Riga, LV-1046, Latvia; “we”, “us”) processes personal data in connection with tollrefunds.lv and the submission and administration of toll reimbursement claims.

For privacy enquiries, contact info@tollrefunds.lv. We may also communicate through email addresses under @smsvinjetes.lv that are operated by Baltic Tolls. Those addresses do not represent a separate controller.

2. Categories of personal data

Depending on the application and documents supplied, we may process the name, position, business email address and telephone number of a company representative; company identification and contact details; vehicle, route, toll-payment, invoice and claim information; correspondence, attachments and authorisation documents; and technical information about website use.

Submitted documents may contain data relating to drivers or other individuals. Please provide only information necessary to assess the claim and redact unrelated personal data where practicable. Company information is not inherently personal data, but information relating to an identifiable individual is.

3. Sources of data

We receive data directly from you through website application forms, email correspondence and documents. We may also receive data from your employer or represented company, its authorised representatives, and our legal partners where relevant to handling a claim. Technical information may be collected when you visit the website.

4. Purposes and legal bases

We use personal data to receive and assess applications, communicate and administer claims, where applicable to take pre-contractual steps or perform a contract with the data subject (Article 6(1)(b) GDPR).

Where an individual acts on behalf of a business customer, our usual basis is our and the customer’s legitimate interests in business communications, assessing claims and managing the commercial relationship (Article 6(1)(f) GDPR).

We process data to meet accounting, tax and other statutory requirements (Article 6(1)(c) GDPR), and to establish, exercise or defend legal claims based on legitimate interests (Article 6(1)(f) GDPR). For non-essential analytics and advertising cookies or similar tracking, we rely on consent where required (Article 6(1)(a) GDPR). We send direct marketing only where permitted by applicable law and obtain prior consent where required.

5. Recipients and legal partners

Where necessary to assess, prepare, submit and administer toll reimbursement claims, we may share relevant data with legal partners established in other EU countries, law firms, claims administration providers, and IT, hosting, email and other service providers. We may disclose data to competent authorities where legally required.

Depending on the actual arrangements and decisions regarding data use, a legal partner may act as an independent controller or as a processor. The respective roles and obligations are determined under applicable law and contractual arrangements.

6. Transfers outside the EEA

Sharing data with a legal partner in another EU country is not, in itself, a transfer outside the European Economic Area (EEA). Certain IT, analytics or advertising providers may nevertheless process personal data outside the EEA. Where this occurs, we apply an appropriate transfer mechanism, such as a European Commission adequacy decision or Standard Contractual Clauses together with supplementary measures where necessary. Details of applicable safeguards may be requested from us.

7. Retention periods

We retain personal data only for as long as necessary for the relevant purpose. Application and claim files are kept while a claim and relationship are active and subsequently for as long as reasonably required to address potential claims, disputes and legal obligations. Accounting records are retained for periods prescribed by applicable law.

Where an application is not pursued, we delete or anonymise the information when no valid retention reason remains. Specific periods depend on the type of record, applicable legislation and limitation periods. Cookie lifetimes are specified in cookie settings or a separate notice.

8. Cookies, Google Analytics and Meta technologies

We may use strictly necessary cookies and, once implemented, Google Analytics 4, Google Ads, Meta Pixel (Facebook/Instagram) and other analytics, conversion measurement or marketing technologies. This list describes potential tools and does not imply that all of them are currently active. Depending on the technology, information processed may include IP addresses, cookie and device identifiers, browser and device characteristics, pages viewed, interaction events, referral sources and conversion information. Strictly necessary cookies may be used without consent where legally permitted. Analytics, advertising and other non-essential tracking technologies requiring consent will not be activated before consent is obtained.

Users may reject non-essential cookies and withdraw consent later as easily as they gave it. Before such tools are activated, the website must provide suitable consent management and up-to-date information about the actual cookies, providers, purposes and retention periods.

9. Security

We implement organisational and technical safeguards appropriate to the risks, including access restrictions, access-rights management and service-provider due diligence. No transmission or storage system can guarantee absolute security.

10. Your rights

Subject to the conditions in the GDPR, you may request access to, rectification or erasure of your data, restriction of processing and data portability, and object to processing based on legitimate interests. Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of earlier processing.

To exercise your rights, email info@tollrefunds.lv. We may request information to verify your identity. You also have the right to lodge a complaint with the Latvian Data State Inspectorate (www.dvi.gov.lv).

11. Automated decisions and required information

We do not envisage solely automated decisions, including profiling, that produce legal or similarly significant effects concerning you. Contact information and documents needed to assess a claim may be necessary to provide the service; without them we may be unable to assess or progress an application.

12. Changes to this policy

We may update this policy when our processing activities, technologies or legal requirements change. The current version is published at tollrefunds.lv. Where changes are material, we will provide notice as appropriate.