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Terms of the official email service of eesti.ee

1. General Provisions

1.1. The Terms of Use regulate the relationship between the administrator of the State Portal and the user of the service when using the official email service of eesti.ee.

1.2. The terms used in these Terms of Use have the following meanings:

State Portal (i.e. the Estonian information gateway): the State Portal is a state website used by authorities to publish information, allow access to electronic services, and forward documents and notifications.

Official email service of eesti.ee: the official email service of eesti.ee is a service of forwarding documents and sending notifications via the eesti.ee State Portal, in which the user configures the forwarding of his or her @eesti.ee address and may additionally store his or her mobile telephone number and configure the notification settings as appropriate to receive documents and notifications from state or local government authorities or other performers of public duties.

Email address in the format name.surname.n@eesti.ee or company.name@eesti.ee: email address which the person can use for everyday communication without restrictions.

Email address in the format personalidentificationcode@eesti.ee or registrycode@eesti.ee i.e. the official email: email address to which state and local government authorities may send documents and notifications related to a person or his or her company, which result from the obligations or rights of the person or his or her company and the performance of the public duties of the agency; persons registered in the Business Register receive an email address in the format registrycode@eesti.ee and companyname@eesti.ee, which the members of the board who have the right of representing legal persons and are registered in the Business Registers are entitled to use.

Email address used daily: the email address of the service user to which notifications from his or her @eesti.ee address are forwarded.

Service user: A natural person or a person using the services of the eesti.ee State Portal and having the right of representation of a legal person.

Administrator of the State Portal: the Information System Authority (RIA).

2. Activating the notification service of eesti.ee

2.1. The notification service of eesti.ee is ready for use once the user has forwarded his or her personal @eesti.ee address or that of a legal entity represented by him or her to his or her daily used email address. After it has been forwarded, state and local government authorities and other performers of public duties can send documents and notifications related to the person or his or her company to the user’s email address personalidentificationcode@eesti.ee or registrycode@eesti.ee.

2.2. By forwarding his or her @eesti.ee address, the service user consents to the electronic delivery of documents if the consent is required by law. By saving his or her mobile telephone number, the service user accepts that state and local government authorities and other performers of public law functions may send notifications related to him or her or his or her company as SMS messages.

2.3. A document forwarded to an @eesti.ee email address is considered received when the service user has logged into a web environment (for example eesti.ee, e-toimik, etc.) and opened or downloaded the document there or forwarded it from the web environment to another email address. By adopting the notification service of eesti.ee, the service user acknowledges that an electronically received document is not additionally delivered on paper. The service user acknowledges that he or she can withdraw his or her consent to using the eesti.ee notification service by cancelling the forwarding of the @eesti.ee email address or deleting the mobile telephone from the eesti.ee environment.

3. Using the notification service of eesti.ee

3.1. A restriction regarding senders is imposed on email addresses in the formats personalidentificationcode@eesti.ee and registrycode@eesti.ee and it cannot be switched off by the user. Authorised senders are added and removed by the administrator of the State Portal.

3.2. A restriction on senders has not been imposed on email addresses in the formats name.surname.n@eesti.ee and company.name@eesti.ee by default.

3.3. Notifications sent to email addresses in the formats personalidentificationcode@eesti.ee / registrycode@eesti.ee are stored in the State Portal and forwarded to the daily used email address of the user.

3.4. Documents sent to email addresses in the formats personalidentificationcode@eesti.ee or registrycode@eesti.ee are not forwarded to the email address of the person but made available in the State Portal eesti.ee (or another web environment), and a notification of receipt of a document is sent to the daily used email address or phone number of the user.

3.5. The administrator of the State Portal forwards information to the authorities that sent the document regarding the time when the document reached the official mailbox of the person and when the person opened, downloaded, or forwarded the document.

3.6. The administrator of the State Portal allows the authorities and other performers of public law functions to enable queries to the database of official email addresses based on personal identification codes, registry codes, first and last names or the names of legal persons to obtain information on the adoption of the notification service of eesti.ee.

3.7. When using the official notification service of eesti.ee, users have the right to:

3.7.1. add documents to the eesti.ee environment with a total maximum volume of 50 MB, taking into account that the size of one uploaded document may be a maximum of 10 MB

3.7.2. forward documents to other users of the service

3.7.3. receive documents without any volume restrictions

3.7.4. receive assistance from the service administrator in the event of problems.

3.8. The user of the service undertakes to use the official notification service of eesti.ee in accordance with these Terms of Use and the current legislation of Estonia.

3.9. The user of the service is forbidden to store and share documents via the notification service which contain viruses or programs/scripts, etc. that limit the technical capacity of computers or which have been obtained or the forwarding of which is contrary to the legislation valid in Estonia or requirements of copyright or processing of personal information or good practice.

3.10. The administrator of the State Portal has the right to:

3.10.1. limit access to the notification service of eesti.ee during maintenance work, for security reasons or when the user ignores these Terms of Use

3.10.2. change the metadata of the documents when necessary for the operation of the service

3.10.3. delete documents with the oldest date if necessary when the 50 MB limit of an account is close to being reached, notifying the user of the service of this one month in advance

3.10.4. prepare general, anonymous statistical reports by using data related to the users and documents

3.10.5. disclose the email addresses and phone numbers of service users to third persons in cases provided by the legislation of Estonia

3.10.6. amend these Terms of User unilaterally if it is conditioned by changes in the legislation valid in the Republic of Estonia or new technological advances or other significant causes

3.10.7. notify the user of the service about changes to the Terms of Use when the use of the official notification service is limited or hindered, or forward other significant information related to the user of the service (e.g. significant changes to the use of the State Portal).

3.11. The administrator of the State Portal will not assume liability for possible consequences caused by incorrect information entered by the user of the service, or technical or other errors made by the sender of a document.

4. Ending the use of the notification service of eesti.ee

4.1. Use of the service ends upon cancellation of the forwarding of an @eesti.ee email address or removal of the mobile telephone number or within five business days after the user has deceased or if a change to the personal identification code is registered in the Population Register, and in the case of a legal person, upon removal of the company from the Business Register.

4.2. In order to reopen the notification service of eesti.ee, the user of the service must again forward his or her @eesti.ee address to his or her daily used email address or enter his or her phone number in the web environment.

4.3. In the case of optional notification, a user can opt not to receive any notifications sent via email, SMS messaging, or other electronic means without terminating the use of the notification service of eesti.ee.

4.4. The administrator of the State Portal is entitled to delete the documents of a user from the eesti.ee environment within 30 calendar days as from the termination of the use of the service.

4.5. The administrator of the State Portal is entitled to cancel these Terms of Use unilaterally and terminate the provision of the notification service of eesti.ee by notifying the user of the service of this at least three months in advance.

By activating the notification service of eesti.ee, the user of the service confirms that he or she has read the Terms of Use and agrees to them.

Text made by Information System Authority
Last modified 27. February 2019

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