Last Updated: May 24, 2018

Rotary Club 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, e-mail, 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.