Procedures for Issuing the Information Included in the Register of Natural Persons

Issued pursuant to
Section 23 of the Law on the Register of Natural Persons,
Section 13, Paragraphs one and three of the Declaration
of Place of Residence Law, and Section 3, Paragraph three
of the law On the Protection of the Body of Deceased Human Beings
and the Use of Human Tissues and Organs in Medicine

1. This Regulation prescribes:

1.1. the procedures by which the Office of Citizenship and Migration Affairs (hereinafter - the Office), the local government, and the diplomatic and consular mission of Latvia in foreign countries (hereinafter - the mission) shall issue information included in the Register of Natural Persons (hereinafter - the Register);

1.2. the procedures by which the Office and the local government in the administrative territory of which the place of residence of a person has been declared or registered shall provide natural persons and legal persons with information regarding the declared or registered place of residence of the person;

1.3. the procedures by which the Office shall, free of charge, provide information to the owner of immovable property or the authorised person thereof regarding persons whose place of residence has been declared, registered, or indicated as an additional address on the property thereof, and the extent of information to be provided;

1.4. [2 February 2022 / See Paragraph 24].

2. The information included in the Register is issued in writing on the basis of a written request (hereinafter - the request). The Office shall issue the information and statistical information included in the Register on the basis of the request or a written agreement.

3. The local government shall issue the information included in the Register to the requester of information on the actual declared or registered place of residence (address) of the person if, at the moment of issuing the information, the declared place of residence of the person or the last declared or registered place of residence of a deceased person is in the administrative territory of the respective local government.

4. The mission shall issue the information included in the Register according to the competence.

5. A natural person, when requesting information from the Register on himself or herself, his or her child who is under 18 years of age, or on a person under guardianship or under trusteeship, shall indicate in the request:

5.1. the given name (names), surname, and personal identity number (if there is no personal identity number - the date, country, and place of birth or an identification number allocated in a foreign country);

5.2. the address of the declared or indicated place of residence or contact details (e-mail or e-address, if any) if the information is issued electronically;

5.3. the extent of the necessary information;

5.4. the manner in which the information is issued.

6. In requesting information from the Register regarding another person, the following shall be indicated in the request:

6.1. a natural person - the given name (given names), surname, and personal identity number (if there is no personal identity number - the date, country, and place of birth or an identification number allocated in a foreign country), but a legal person - the name and registration code;

6.2. a natural person - the address of the declared or indicated place of residence or contact details (e-mail or e-address, if any) if the information is issued electronically, but a legal person - the legal address and contact details (e-mail or e-address, if any) if the information is issued electronically;

6.3. the extent of the necessary information;

6.4. the justification for the need to receive information and a document certifying the need or its copy, if any, shall be appended;

6.5. data by which a person regarding whom information is being requested may be identified in the Register;

6.6. the purpose for which the information is requested;

6.7. the manner in which the information is issued.

7. If the Office issues information to a natural person from the Register which is referred to in Regulation (EU) 2016/1191 of the European Parliament and of the Council of 6 July 2016 on promoting the free movement of citizens by simplifying the requirements for presenting certain public documents in the European Union and amending Regulation (EU) No 1024/2012, based on the request of the person, the Office may issue the relevant document in multilingual standard form.

8. In requesting or receiving information from the Register, a natural person shall present a personal identification document, but the authorised person thereof - an authorisation and a personal identification document. In requesting or receiving information, a legal representative of a natural person shall present a personal identification document and a document certifying representation, if the Office, the local government, or the mission has no opportunity of ascertaining the right of representation of the requester of information. If a natural person is identified by means of electronic identification, the identity of the natural person (hereinafter - the identified person) shall be verified in the electronic environment.

9. If the information is requested by the representative of the legal person and it is not possible for the Office, the local government, or the mission to verify the rights of representation of the requester of information in the Enterprise Register, the representative shall in addition present a document certifying the registration of the legal person and the rights of representation.

10. If the owner of immovable property or the authorised person thereof requests the information included in the Register regarding persons who have declared or registered their place of residence in the property thereof and the Office has no opportunity of receiving information from the State Unified Computerised Land Register, the owner of immovable property or the authorised person thereof, in addition to the documents referred to in Paragraph 8 or 9 of this Regulation, shall also present documents certifying ownership rights.

11. The Office shall, without payment of the State fee, issue the actual information from the Register regarding the persons who have declared, registered, or indicated an additional address in the immovable property:

11.1. upon request of the owner of immovable property or the authorised person thereof, regarding persons who have been declared or registered in the property thereof, to the following extent:

11.1.1. the given name (names) and surname of the person;

11.1.2. personal identity number;

11.1.3. the address of the declared or registered place of residence;

11.1.4. the date of declaration or registration of the declared place of residence;

11.1.5. the legal grounds for living in the declared place of residence (if requested);

11.2. upon request of the owner of immovable property or the authorised person thereof, regarding persons who have indicated the address of the immovable property thereof in the Republic of Latvia as an additional address, to the following extent:

11.2.1. the given name (given names) and surname of the person;

11.2.2. personal identity number;

11.2.3. the additional address indicated;

11.2.4. the date of indicating the additional address or the time period during which the person may be reached therein, if indicated;

11.3. upon request of the owner of immovable property or the authorised person thereof, regarding the number of persons declared or registered in the immovable property;

11.4. for an identified owner of immovable property (natural person), using the special online form, regarding persons whose declared, registered, or indicated additional address is in the immovable property of such person which has been entered in the State Unified Computerised Land Register.

12. A natural person is entitled to request and receive in writing all the information (in full extent) of the Register regarding himself or herself and his or her children under 18 years of age. All information in the Register regarding persons who are in out-of-family care or under guardianship may be requested and received in writing by the lawful representatives of such persons.

13. When using the special online form, the identified person may check or receive electronically in the Register:

13.1. all the information included therein regarding himself or herself, his or her children under 18 years of age and regarding persons under guardianship or trusteeship, indicating in the electronic request the personal identity number of the person regarding whom information is required;

13.2. confirmation or denial on whether information regarding the relevant person or another person has been included in the Register and whether such person is alive, indicating in the electronic request the personal identity number of the person on whom confirmation is required;

13.3. confirmation or denial on whether the relevant person has a declared or registered place of residence at the address indicated, indicating in the electronic request the personal identity number and address of the person on whom confirmation is required;

13.4. information regarding the restriction of the capacity to act of a person, indicating in the electronic request the personal identity number of the person regarding whom information is required;

13.5. confirmation or denial on whether the indicated personal identity numbers correspond to one person, indicating both personal identity numbers in the electronic request;

13.6. a statement on himself or herself, his or her child who is under 18 years of age, or the conformity of a person under guardianship or trusteeship with one or more of the following statuses:

13.6.1. status of the person in the Register;

13.6.2. status of a person who has attained the retirement age (the status is determined by the age specified for the granting of the pension in the Republic of Latvia);

13.6.3. status of a member of a large family;

13.6.4. status of a foster parent;

13.6.5. status of a guardian;

13.6.6. status of a trustee;

13.6.7. the local government of the place of residence of the person;

13.6.8. marital status of the person;

13.6.9. status of a politically repressed person;

13.6.10. status of a participant of World War II;

13.6.11. status of a participant of the national resistance movement;

13.6.12. capacity to act of the person.

14. The large family referred to in Sub-paragraph 13.6.3 of this Regulation in the Register shall be a family for which at least three children have been registered, including children placed in a foster family and under guardianship. The Office shall receive data from the State Education Information System on an adult who has not attained 24 years of age, if the person is acquiring general, vocational, or higher education in Latvia, for the determination of the status of a large family.

15. Using the special online form and paying the State fee, the identified person may receive the following electronically from the Register:

15.1. information regarding the previous or existing personal identity number of the person, indicating in the electronic request the personal identity number of the person regarding whom it is necessary to receive an approval or denial on whether the personal identity number has changed for the person;

15.2. a certification on the affiliation of the person with the status or several statuses of the person referred to in Sub-paragraph 13.6 of this Regulation. The person may request and receive such certification from the Register as a written document.

16. Using the special online form, the identified person may receive the following electronically from the Office:

16.1. information regarding the course of the processing and execution of the request (application) thereof submitted to the Office;

16.2. information regarding the list of current requests of the requesters of information and provide his or her permission or withdraw the permission previously given for the receipt of personal data for the purpose and extent of the use of the information indicated by the requester of information.

17. [2 February 2022 / See Paragraph 24]

18. The information included in the Register which is issued on the web shall be transmitted in an encrypted form.

19. The Office shall issue the information included in the Register on the basis of a written agreement, if such information is provided:

19.1. using specific methods and selection criteria for the preparation of data which requires the development of a separate software;

19.2. using online data transmission.

20. When providing information in online data transmission mode, the Office shall use:

20.1. a network user interface;

20.2. information systems;

20.3. special online form.

21. When entering into a written agreement, the Office shall determine the extent of information necessary for the performance of the functions specified in the legal acts for the recipient of the information, the objective of the use of the information, and the procedures by which the Office shall inspect the use of the information issued, and also the validity of the request for information.

22. If there are no legal grounds for the Office, the local government, or the mission to issue information to the requester of information from the Register regarding the address of the declared place of residence of the person indicated in the request or the indicated additional address, the Office shall, on the basis of a submission by the person with a request to forward a letter to the person indicated in the request for information, send the letter prepared by the person to the indicated (searched) addressee after receipt of the document confirming payment for the service.

23. Cabinet Regulation No. 130 of 15 February 2011, Procedures for Issuing the Information Included in the Population Register (Latvijas Vēstnesis, 2011, No. 29; 2013, No. 218; 2015, No. 147; 2016, No 149; 2017, No. 223), is repealed.

24. Sub-paragraph 1.4 and Paragraph 17 of this Regulation shall be in force until 1 February 2022.

Prime Minister A. K. Kariņš

Minister for the Interior M. Golubeva

Translation © 2022 Valsts valodas centrs (State Language Centre) 2