Aġenzija Żgħażagħ values your privacy and is committed to take its responsibility to seriously manage and safeguard your personal data. We will be clear and transparent about the information we are collecting and what we will do with that information.
This Policy sets out the following:
- What personal data we collect and process about you in connection with your relationship with us as a young person;
- Where we obtain the data from;
- What we do with that data;
- How we store the data;
- We do not disclose your information, unless it is specifically stated for the implementation of a particular scheme you would apply for and we will require your consent for such disclosure.
- How we deal with your data protection rights;
- How we comply with the data protection rules.
All personal data is collected and processed in accordance with Maltese and EU data protection laws.
Aġenzija Żgħażagħ [referred throughout this policy as we, us, our] is the “data controller” of all the young people’s personal information that is collected and the purposes why this data is used. Aġenzija Żgħażagħ is the Maltese National Youth Agency and operates from its Head Office in St Joseph High Road, Santa Venera.
What personal data we collect
Personal data means any information relating to you which allows us to identify you, such as your name, contact details, age and information about your access to our website.
We may collect personal data from you when you apply for one of our youth services, use our website and/or servizzi.gov website access, participate in a survey, competition, event, programme, activity or when you contact us.
Specifically, we may collect the following categories of information:
- Name, home address, e-mail address, telephone and/or cell phone numbers, passport or other recognized personal ID card numbers and details.
- Information about your use of our website;
- The communications you exchange with us or direct to us via letters, emails, chat service, calls, and social media;
- Details about your organisation.
Personal details about your health, alleged commission or conviction of criminal offences are considered “sensitive” personal data under applicable data protection laws. We will process any such data only if you have given your explicit consent, or it is necessary (for instance if you request special assistance), or you have deliberately made it public.
What do we use your personal data for, why and for how long?
Your data may be used for the following purposes:
- Providing services, programmes, events or any activity that you request to be updated on or involved in: we use the information you give us to perform the services you have asked for in relation to youth related services.
- Contacting you in the event of change in dates, time or location of any service, programme, event or activity: we send you communications about the services you have asked for and any changes to such services. These communications are not made for marketing purposes and cannot be opted-out of;
- Security, health, administrative, crime prevention/detection: we may pass your information to government authorities or enforcement bodies for compliance with legal requirements;
- Youth related services communications: we use your data to manage our relationship with you as a young person and to improve our services and enhance your experience with us;
- Provide tailored youth related services: we use your data to provide information we believe is of interest to you, prior to, during, and after your experience and/or engagement in activity, event or programme with us and to personalise the services we offer to you.
- Promotion: from time to time we will contact you with information regarding to youth related opportunities and ancillary youth services via e-communications. You will have the choice to opt in or opt out of receiving such communications by indicating your choice at such stage. You will also be given the opportunity on every e-communication that we send you to indicate that you no longer wish to receive our direct marketing material.
- We will only process your personal data where we have a legal basis to do so. The legal basis will depend on the reasons we have collected and need to use your personal data for.
- We may also process your personal data for one or more of the following:
- To comply with a legal obligation;
- You have consented to us using your personal data (e.g. for information related uses;
- To protect your vital interests or those of another person (e.g. in case of a medical emergency);
- It is in our legitimate interests in operating as the national youth entity (e.g. for administrative purposes).
Only young people aged 18 or over can provide their own consent. For young people under this age, consent of the young people’s’ parents or legal guardians is required.
We will not retain your data for longer than is necessary to fulfil the purpose it is being processed for. To determine the appropriate retention period, we consider the amount, nature and sensitivity of the personal data, the purposes for which we process it and whether we can achieve those purposes through other means.
The schedule on table 1 hereunder, outlines the retention requirements for the various categories of documentation within Aġenzija Żgħażagħ.
When we no longer need your personal data, we will securely delete or destroy it. We will also consider if and how we can minimise over time the personal data that we use, and if we can anonymise your personal data so that it can no longer be associated with you or identify you, in which case we may use that information without further notice to you.
Security of your personal data.
We follow strict security procedures in the storage and disclosure of your personal data, and to protect it against accidental loss, destruction or damage. The data you provide to us is protected using SSL (Secure Socket Layer) technology. SSL is the industry standard method of encrypting personal information and credit card details so that they can be securely transferred over the Internet.
Sharing your personal data
Your personal data may be shared with other entities who will be partners in the scheme that you would have opted to join.
- Government authorities, law enforcement bodies and regulators.
Data Protection Officer
We have appointed a Data Protection Officer (“DPO”) to oversee compliance with this policy. You have the right to make a complaint at any time to:
Data Protection Officer (Aġenzija Żgħażagħ),
St. Joseph High Road,
SVR 1013, Telephone: 22586700,
Your Data Protection Rights
Under certain circumstances, by law you have the right to:
- Request information about whether we hold personal information about you, and, if so, what that information is and why we are holding/using it.
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Withdraw consent. In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
If you want to exercise any of these rights, then please contact our DPO by post at Aġenzija Żgħażagħ St. Joseph High Road Santa Venera SVR 1013.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights).
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
In case you are not satisfied with the outcome of your access request, you may refer a complaint to the Information and Data Protection Commissioner, whose contact details are provided below.
The Information and Data Protection Commissioner
The Information and Data Protection Commissioner may be contacted at:
Level 2 Airways House,
Sliema SLM 1549