Procedures for the Request and Issue of Information Regarding a Data Subject that is Kept in the Schengen Information System and the SIRENE Information System

Issued pursuant to
Section 18, Paragraph two of
the Law on Operation of the Schengen Information System

1. These Regulations prescribe the procedures, by which a person - data subject (hereinafter - data subject) shall request information concerning himself or herself and regarding recipients of his or her personal data that is kept in the Schengen Information System and the SIRENE information system and the procedures for the issue of such information.

2. In order to receive information concerning oneself and regarding recipients of one's personal data existing in the Schengen Information System and the SIRENE information system, the data subject (or a person authorised thereof) shall submit a written application to the State Police or the diplomatic or consular mission of the Republic of Latvia (hereinafter - mission). The following shall be indicated in the submission:

2.1. information regarding the data subject:

2.1.1. the given name (names);

2.1.2. surname;

2.1.3. the date of birth;

2.1.4. personal identity number (if any);

2.1.5. the place of birth;

2.1.6. nationality; and

2.1.7. the type, number, issuing authority, date of issue and term of validity of a personal identification document (if any);

2.2. the amount of requested information (information regarding the data subject, information regarding recipients of the personal data of the data subject);

2.3. the type of the receipt of information (appearing in person in the State Police institution or mission or sending information to the indicated address); and

2.4. the given name, surname, personal identity number (if any) and the date of birth of the authorised person if information is requested by the authorised person.

3. The data subject, by submitting an application, shall confirm his or her identity by providing a personal identification document. The authorised person shall present a notarily certified power of attorney that gives the right to receive information regarding the data subject or shall present a document that confirms the rights of parents, adopters, guardians or trustees. If the application is submitted electronically, the identity of the data subject shall be confirmed by a secure electronic signature.

4. The data subject or a person authorised thereof shall certify the veracity of the information indicated in the application by a signature. If the application is submitted electronically, the veracity of the indicated information shall be certified by a secure electronic signature.

5. The official of the State Police or mission, receiving an application, shall ascertain whether it has been submitted by the data subject or a person authorised by the data subject and shall send the application to the division of the State Police - the SIRENE Latvia Bureau.

6. The SIRENE Latvia Bureau shall examine the application and within a time period of one month after the receipt thereof shall provide the requested information or shall refuse to provide the information by sending a letter to the indicated address or issuing it upon signature. If the data subject has indicated a wish to receive the answer in person by appearing in the State Police institution or mission, the SIRENE Latvia Bureau shall send the requested information to the relevant State Police institution or mission.

7. The requested information shall be refused to be provided (specifying the reason of the refusal) if:

7.1. all the information referred to in Sub-paragraph 2.1 of these Regulations is not indicated in the submission or it is false, therefore hinders to identify the data subject; or

7.2. the provision of the requested information is not authorised in accordance with the Law on Operation of the Schengen Information System.

8. If the provision of the requested information is not authorised in accordance with the Law on Operation of the Schengen Information System or it is not kept in the Schengen Information System or the SIRENE information system, the answer with the following content shall be provided to the requester of the information: "There is no such information regarding you in the Schengen Information System and the SIRENE information system that you are entitled to receive on the basis of the duty to provide information specified in the Law on Operation of the Schengen Information System."

9. If it is refused to provide the requested information to the data subject or a person authorised thereof or an answer has been provided in accordance with Paragraph 8 of these Regulations, the data subject or a person authorised thereof has the right to submit a submission to the State Data Inspection regarding the necessity to examine whether the rights of the data subject specified in the Law have been followed.

Acting for the Prime Minister,
Minister for Regional Development
and Local Government A. Štokenbergs

Minister for the Interior I.Godmanis

Translation © 2008 Tulkošanas un terminoloģijas centrs (Translation and Terminology Centre)