Principles of processing personal data at the Estonian Stockpiling Agency
The Estonian Stockpiling Agency collects and uses the following types of personal data:
- data necessary for the collection of stockpiling fees of liquid fuel and natural gas pursuant to law;
- personal data necessary for the use of KVAS, the liquid fuel and natural gas information system, personal data required for visiting the Port of Pakrineeme, and other personal data collected through the online environment of the Estonian Stockpiling Agency;
- personal data relating to information sent to the email account of the Estonian Stockpiling Agency [email protected].
Purposes of and the basis for processing personal data
The Estonian Stockpiling Agency uses personal data for the purposes for which the data was collected and only to the extent necessary for fulfilling the objectives. When the objective is reached, we delete the personal data.
Processing of personal data for the performance of a public task
The Estonian Stockpiling Agency processes personal data to collect liquid fuel and natural gas stockpiling fees through the data exchange platform KVAS. First and foremost, the data includes the name of the person who entered the data and the monthly quantities of liquid fuel released for consumption as well as details on quantities of gas forwarded to consumers. This kind of processing of personal data is covered by tax secrecy and its objective is fulfilling the obligations of the Estonian Stockpiling Agency as established by the Liquid Fuel Stocks Act and the Natural Gas Act. When logging into the KVAS system (https://aruanne.espa.ee/login, opens in a new tab), each user must identify themselves with an ID card, Smart-ID, or Mobile-ID, after which they can review details entered about them.
In the KVAS web environment, the Estonian Stockpiling Agency processes personal data to fulfil the tasks established in the Liquid Fuel Stocks Act and the Natural Gas Act for the purposes and to the extent stipulated in these acts.
Compliance with a legal obligation
In addition to performing a public duty, the Estonian Stockpiling Agency has other legal obligations (mostly due to owning the Port of Pakrineeme) besides the ones stipulated in the Liquid Fuel Stocks Act, the Natural Gas Act, and the Emergency Act. To perform the duties stipulated in the Ports Act, the Estonian Stockpiling Agency collects and uses personal data only to the extent necessary for fulfilling this purpose. For example, the Estonian Stockpiling Agency collects the data of visitors of the Port of Pakrineeme in accordance with the law. The Estonian Stockpiling Agency uses the data to ensure access to the Port of Pakrineeme and its LNG jetty. The personal data of the visitors of the port is stored for 120 days after visiting the port, following which the data is destroyed.
Data processing based on consent
Data processing based on consent means that the Estonian Stockpiling Agency does not process your data pursuant to the law or a contract; instead, you have given your consent for the processing of your data. The Estonian Stockpiling Agency processes personal data in such a manner, for example, when it registers participants to a conference it has organised. Consent is a basis for data processing which you can always refuse if you wish. In order to do this, you need to withdraw consent you have already given.
The contact details of persons are stored for up to 2 years after the end of a client relationship or a partnership.
Legitimate interest
Ensuring the security of supply of gas for the entire country of Estonia is an extremely important task. For this reason, strict requirements to ensuring security and safety have been established for the Port of Pakrineeme and its facilities. When meeting these requirements and ensuring the safety of the LNG jetty, the Estonian Stockpiling Agency has a legitimate interest to use monitoring devices in the form of security cameras to assure the physical security of the territory of the port and, if necessary, to check compliance with the requirements for the maintenance and construction of the facilities and structures. Signs have been mounted to inform you that video surveillance equipment is used on the premises.
Based on legitimate interest, the Estonian Stockpiling Agency also processes your data when you contact us through our general email address ([email protected]).
Data protection
The Estonian Stockpiling Agency ensures the confidentiality of customer data pursuant to the applicable law and implements appropriate technical and organisational measures for the protection of personal data from unauthorised access, unlawful processing or disclosure, and accidental loss, alteration, or destruction.
In some instances, the Estonian Stockpiling Agency may rely on its contractual partners when processing personal data, who perform personal data processing operations to fulfil their main contractual tasks. Such instances include the provision of services to the Estonian Stockpiling Agency that the Estonian Stockpiling Agency cannot perform independently (such as IT development services, postal services, staff recruitment services, and port operator services). The contractual partners of the Estonian Stockpiling Agency are obligated to comply with all the rules set to the processing of personal data, which the Estonian Stockpiling Agency complies with as well.
Personal data is not used or stored for longer than is necessary for the performance of tasks imposed by the law, fulfilling agreements between parties, or for the preparation of legal requirements. The retention period may be based on agreements, the legitimate interest of the Estonian Stockpiling Agency, or applicable law (such as accounting laws, data retention periods due to the obligation to manage stocks, or other expiration dates established by law).
Right of access
You can always review the personal data collected about you and used in relation to you, its sources, and the purpose of using the data. You can also get information about the data retention periods of the Estonian Stockpiling Agency as well as to whom and to which extent the data is disclosed. The right to access your personal data may be restricted by legislative acts, the right of other persons to the protection of privacy, or other justified needs (such as a legal obligation of the Estonian Stockpiling Agency to not disclose data, business secrets, internal assessments).
Right to rectification
If your data is incorrect, incomplete, or irrelevant, then you are entitled to request that the data be rectified or deleted, taking into account restrictions arising from legislative acts and rights related to data processing.
Right to object
You have the right to object to the processing of your personal data, including when the Estonian Stockpiling Agency relies on its legitimate interest when processing the data.
Right to restriction of processing
You have the right to limit the processing of your personal data pursuant to applicable law, for example when the Estonian Stockpiling Agency is assessing whether an individual has a right to delete their data, except in instances when the data must be processed to fulfil a legal obligation or perform a public duty.
Right to be forgotten
When personal data is processed with your consent and you have withdrawn your consent, you have the right to request for your data to be deleted. This right does not apply when the personal data that you are requesting to be deleted is processed based on another legal basis, such as based on a contract, to perform a legal obligation, or to perform a task carried out in the public interest.
Right to data portability
If the Estonian Stockpiling Agency uses data based on your consent or an agreement concluded with you and data processing is automated, you have a right to an electronic machine-readable copy of the data that you have submitted.
If you have any questions regarding your rights when it comes to the processing of your personal data or any questions about how we collect and use personal data, please contact the Estonian Stockpiling Agency; email: [email protected], address: Veerenni 38b, 10138 Tallinn; general phone number: +372 66 00 900.
Contact information
If you are not happy about how we process your personal data, please contact us electronically by email ([email protected]) or by mail (Veerenni 38b, 10138, Tallinn).
You can also submit a complaint to the respective Estonian supervisory authority, i.e. Data Protection Inspectorate, email: [email protected], mailing address: Väike-Ameerika 19, 10129 Tallinn, phone number: +372 627 4135, website: www.aki.ee. The Data Protection Inspectorate is a state authority that provides consultations or help regarding issues of personal data protection.
Last updated: 18.09.2025
