By visiting the website https://eforms.identitymalta.com/ (the "Website"), registering and using an online account on the Website (the "Account"), and/or submitting one or more e-Forms, you ("You", the "User" or the "Data Subject") provide Identity Malta Agency ("Identity Malta", "we" or "us") with personal data.
We commit to process the personal data you submit through the Website (the "Personal Data") in a highly responsible manner and in observance with applicable legislation.
We have published this Policy (the "Policy") to inform you about the processing of Personal Data.
1. Data Controller and Data Protection Officer
Identity Malta is the data controller, meaning the entity that defines the purposes and means for collecting and processing your Personal Data. We are an Agency pertaining to the Government Malta and we deliver public services related to Citizenship, Identity Cards, Passports, Visas, Expatriate affairs and Public Registry in Malta. Our Data Protection Officer is the individual responsible to attend any query related to this Policy and in general to data protection, and may be contacted at:
Data Protection Officer
Identity Malta Agency
Onda Building
Aldo Moro Road
Marsa, MRS1965
Malta
[email protected]
2. Purposes and legal basis
2.1 Visiting the website
When you visit the Website, we collect your Personal Data in order to enable you to have access to it, improve the content, functionality and services we offer you through the Website and better understand the categories of visitors to our Website.
Personal Data collected when you visit the Website includes cookies. Cookies are small files which are placed on your device in order to help the Website keep track of your visits and activity. For ease of reference, we have created a Cookie Policy which is available at this link.
2.2 Registering and using an Account
When you register and use an Account, Identity Malta collects Personal Data in order to create and maintain your Account.
If you would like to submit an e-Form, you have to either create an Account or login with your Government e-ID Account.
If you login with your Government e-ID Account, this will automatically populate your details on the restricted area of the Website.
2.3 Submitting an e-Form
When you fill in and submit an e-Form, Identity Malta collects Personal Data in order to improve, simplify and speed-up the delivery of a public service to you.
2.4 Legal basis
The legal basis for processing is the legitimate interest pursued by Identity Malta. Said legitimate interest is not overridden by the interests or fundamental rights and freedoms of the Data Subject which require protection of Personal Data.
When processing e-Forms, Identity Malta needs to collect your data to perform a task in the public interest.
3. Recipients of personal data
Your Personal Data is accessed by our IT department and by Identity Malta employees in charge of processing the e-Forms you submit.
Once you submit an e-Form, it will be dispatched to the competent department within Identity Malta, which will be dealing directly with your application.
In order to maintain the Website, the Accounts and the Personal Data, we may transfer and share your Personal Data with Malta Information Technology Agency and our web designer, Webee Ltd.
This will be done in line with applicable laws, and arrangements are in place in order to guarantee the confidentiality, integrity and availability of Personal Data within these transfers.
Under certain conditions outlined in law, we may disclose your information to third parties, (such as other Government entities or law enforcement authorities) if it is necessary and proportionate for lawful, specific purposes.
Personal Data is not transferred to third countries or international organizations.
4. Storage periods
4.1 Website data
Personal Data we collect when you visit the Website will be retained for 120 minutes from when you log in. If your idle is for 120 minutes, the session will automatically clear. If you close your browser, it will also automatically clear the session unless you choose the "remember me feature".
If the "remember me" feature is selected, you will be authenticated indefinitely until you manually log out.
4.2 Account data
Personal Data we collect when you register and use an Account will be retained for a maximum of twelve months from your last access.
If you delete your Account, your Personal Data will be immediately deleted.
In case you do not use your Account for twelve months, we will disable it and delete your Personal Data.
4.3 E-Forms data
Personal Data collected when you submit an e-Form will be retained for two weeks from the confirmation of receipt that you receive by e-mail.
Make sure you retain a copy of the e-Form for future reference; Identity Malta will not be able to retrieve a submitted e-Form after the two-week period has elapsed.
5. Your rights
You have a number of rights under data protection legislation, which are listed below and may be invoked by contacting our Data Protection Officer.
5.1 Access
You have the right to obtain confirmation from us as to whether we are processing your Personal Data or not, and, where that is the case, access to the Personal Data, obtain information about the processing and a copy of it.
5.2 Rectification
You have the right to obtain from us without undue delay the rectification of inaccurate Personal Data concerning yourself. Taking into account the purposes of the processing, you shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement.
5.3 Erasure
In certain cases, you may have the right to have your Personal Data deleted. This does not apply to the Personal Data contained in the e-Forms, because Identity Malta is processing such data in the performance of a public task. You are however reminded that said data will be retained only for two weeks from submission, in line with our retention policy.
5.4 Restriction
In case any of the conditions of law apply, you have the right to restrict processing of your Personal Data.
5.5 Data Portability
You do not have the right to port your Personal Data because we do not process it on the basis of your consent or on the basis of a contract. However, you can always request to access your Personal Data.
5.6 Object
You have the right to object processing of Personal Data at any time, on grounds relating to your particular situation. In said case we will no longer process your Personal Data, unless we can demonstrate compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defence of legal claims.
5.7 Complaint
You can lodge a complaint with the supervisory authority of the Member State of your habitual residence or place of work, or of alleged infringement of data protection legislation.
5.8 Automated decision-making/profiling
Personal Data is not object of automated decision-making or profiling.
6. Changes to this Privacy Policy
This Policy is subject to change.
Please visit this page regularly to be aware of any change which may occur from time to time.
Last updated date: 18/01/2019.
