Last Updated: May 24, 2018

Rotary Club of Malta

General Data Protection Regulations 2018

 
Rotary  Club  Malta,  as  part  of  Rotary  International,  in  order  to  be  able  to  carry  out 
its  functions  for  the benefit  of  its  membership  in  accordance  to  its  International  
By-Laws,  is  required  to  request  and  retain specific personal information.   Rotary Club Malta 
will be a controller of the personal information that you provide us with this form or via e-mail, 
letter or through our website.
 
Members’ personal data:
 
When you register as a member of Rotary Club Malta and become a Rotarian or renew your membership 
(including if you are registering on behalf of a partner or other family member), we will ask you 
for the following personal information:
 
•    contact details - name, address, email address, telephone numbers,
•    membership criteria / category – professional status and qualification;
•    payment details – bank account number, sort code, card details;
•    other  relevant  personal  information,  for  example,  languages  spoken,  gender,  marital  
status,  and date of birth.
 
Why we need your personal information – contractual purposes
 
We need to collect our members’ personal information so that we can manage your membership.  We 
will use our members’ personal information to:
 
•    provide you with core member services, including event notices and invitations;
•    set up your membership account and membership status with Rotary;
•    send  you  membership  communications  [by  post  or  email]  in  relation  to  essential  
membership services, including but not limited to, general meeting notices,  membership renewals, 
membership fees’ information, events, etc; and
•    any other contractual membership requirements and benefits.
 
If you do not provide us with all of the personal information that we need to collect then this may 
affect our ability to offer the above membership services and benefits.
 
Participants’ personal data:
 
When you book a place with us for and attend a dining or other organised event we need to collect 
your personal information and share it on a need to know basis with the venue management  so that 
we can
honour your booking and to enable you to participate.
 
If you do not provide us with all of the personal information that we need to collect then this may 
affect our ability to book your place.
 
Why we need your personal information – legitimate purposes
 
We also process our members’ personal information in pursuit of our legitimate interests to:
 
•    promote    and    encourage    participation    in    Rotary    Malta    events       by    
sending    members’ communications   and   booking   information   for   upcoming   events   
organised   by   us   and   other organisations  Rotary  Malta  supports.    Our  events  may  be  
filmed  or  photographed,  and  your personal  information  may  also  be  used  in  images  
captured  from  our  events,  which  we  use  for promotional, education and development purposes;
 
•    monitor  and  develop  participation  in  Rotary  service  by  monitoring  members’  
engagement  and participation and inviting our members to participate in surveys for researching 
and development purposes;
 
•    maintain  our  members’  qualifications  and  status,  including  sending  email  
communications  to members to inform you of any requirements and verify that  you have completed 
any mandatory requirements;
 
•    respond  to  and  communicate  with  members  and  service  providers  regarding  your  
questions, comments, needs or complaints, concerns or allegations in relation to participation at 
our events.
 
Where we process your personal information in pursuit of our legitimate interests, you have the 
right to object to us using your personal information for the above purposes. If you wish to object 
to any of the above processing, please contact  the Rotary Malta Secretary on his e-mail. If we 
agree and comply with your objection, this may affect our ability to undertake the tasks above for 
the benefit of you as a member.
 
Why we need your personal information – legal obligations
 
We  are  under  an  obligation  to  process  certain  personal  information  relating  to  our  
members,  for  the purposes of  complying with  our  obligations under  Rotary International Rules  
and  By-Laws  to  maintain  a register  of  our  members,  which  includes  our  members’  name,  
address, the  date  they  were  admitted  to membership and the date on which they ceased to be our 
member and hold general meetings, including issuing notices and voting arrangements;
 
Other uses of your personal information:
 
We may ask you from time to time if we can process your personal information for additional 
purposes. For example, the publishing in a third party journal or newspaper of photographs that may 
contain your image. Where we do so, we will provide you with an additional privacy notice with 
information on how we will use your information for these additional purposes.
 
Who we share your personal information with:
If your personal information is included in any images or videos taken by us at our events, we may 
share this with other Rotary clubs, District 2110 and Rotary International for use in our and their 
publications and for websites purposes.
 
We   may   be   required   to   share   personal   information   with   statutory   or   regulatory 
authorities   and organisations to comply with statutory obligations.  We may also need to share 
personal information with our professional and legal advisors for the purposes of taking advice.
 
Rotary  Club  Malta  may  employ  third  party  suppliers  to  provide  services,  including  IT  
services.  These suppliers  may  need  to  process  personal  information  on  our  behalf  as  
“processors”  and  are  subject  to written  contractual  conditions  to  only  process  that  
personal  information  under  our  instructions  and protect it.
 
In  the  event  that  we  do  share  personal  information  with  external  third  parties,  we  
will  only  share  such personal information strictly required for the specific purposes and take 
reasonable steps to ensure that recipients shall only process the disclosed personal information in 
accordance with those purposes.
 
How we protect your personal information
 
Your personal  information  is stored on  our  electronic filing system,  and is accessed  by our  
Club officials only for the purposes set out above.
 
How long we keep your personal information
 
We  will  only  keep  your  personal  information  for  as  long  as  necessary  to  provide  you  
with  membership services. Unless you ask us not to, we will review and possibly delete your 
personal information where you have not renewed your membership with us for more than 3 years.
Your rights
You can exercise any of the following rights by writing to us at the Rotary Malta address. Your 
rights in relation to your personal information are:
 
•    you have a right to request access to the personal information that we hold about you by 
making a “subject access request”;
•    if you believe that any of your personal information is inaccurate or incomplete, you have a 
right to request that we correct or complete your personal information;
•    you have a right to request that we restrict the processing of your personal information for 
specific purposes; and
•    if you wish us to delete your personal information, you may request that we do so.
 
Any requests received by Rotary Club Malta will be considered under applicable data protection 
legislation. If   you   remain   dissatisfied,   you   have   a   right   to   raise   a  complaint   with   the   National   Information
Commissioner’s Office.