Your privacy matters. This notice explains the processing of personal data associated with maltavocational.com and our related enquiries and activities. It is provided under Regulation (EU) 2016/679 (GDPR), Malta's Data Protection Act (Chapter 586), and applicable electronic communications privacy rules.

Where a particular Erasmus+ mobility, training activity or EU-funded project requires further details about the processing of participants’ data, a specific notice may also be provided.

01. Who we are

Data controller: Malta Vocational Ltd (trading as Malta Vocational).
Contact email: communication@mvcentre.org
Website: maltavocational.com
Operational correspondence address: Parisio Street – Azzopardi Flat No. 2, Sliema, Malta
Telephone: +356 2134 6280

For questions about this notice or requests relating to your personal data, please email us at the address above.

02. What personal information we collect

Information you provide

When you contact us or use the “Partner With Us” form, we may collect your name, organisation, country, email address, telephone number where supplied, area of partnership interest, and the content of your message. We may also receive correspondence and documents you choose to send us.

Mobility, training and project activities

Where relevant to an agreed activity, we may process participant and organisational contact details, placement and training administration records, logistical arrangements, attendance, assessment and monitoring records, and information necessary for reporting and accountability. The exact categories and applicable notices depend on the service and our role (controller, joint controller or processor).

Technical website information

When you use this site, our systems and service providers may process IP addresses, device and browser information, request timestamps, security logs, and cookie or similar identifiers, to the extent necessary for website delivery, security and any enabled analytics or third-party functionality.

Health-related and other sensitive information

In connection with Erasmus+ mobility activities, we may receive limited health-related information, such as allergies, relevant medical needs, disability-related accessibility requirements or supporting medical documentation. This information may be provided directly by participants through forms or by sending schools and organisations via email. We process such data only when necessary for a defined purpose and where an applicable lawful basis under Article 6 GDPR and a condition under Article 9 GDPR have been identified. Please avoid including unnecessary sensitive personal data in general enquiry forms.

03. Why we use data and our legal bases

Answering contact and partnership enquiries: to review your request, respond and take appropriate follow-up steps. Our legal basis will generally be legitimate interests (GDPR Art. 6(1)(f)); where you personally request steps prior to a contract, Art. 6(1)(b) may apply.
Delivering agreed services and programmes: to arrange and manage activities where necessary for contractual performance (Art. 6(1)(b)) or our legitimate interests in organising cooperation with institutions (Art. 6(1)(f)), depending on the individual and arrangement.
Records, compliance and reporting: to meet applicable legal duties (Art. 6(1)(c)), and, where appropriate, legitimate interests in responsible project administration and audit readiness (Art. 6(1)(f)).
Website functionality and cybersecurity: to maintain and secure this website under our legitimate interests (Art. 6(1)(f)), subject to applicable cookie/ePrivacy requirements.
Optional communications or non-essential technologies: where legally required, on the basis of your freely given consent (Art. 6(1)(a)), which you may withdraw.

Where we rely on legitimate interests, those interests include responding to voluntarily submitted professional enquiries, maintaining business relationships, operating our website securely and administering cooperation activities. We assess such interests against individuals' rights and freedoms.

Partner With Us: information submitted through this form is used to consider and respond to the partnership enquiry. Submission does not automatically subscribe you to marketing communications. A privacy acknowledgment is not the same as consent to marketing.

05. Transfers outside the EEA

We use third-party services, including SiteGround and Google services (Gmail and Google Drive). Depending on their hosting arrangements, support operations and configurations, these services may involve access to or processing of personal data from outside the European Economic Area (EEA). Transfers may also arise in connection with international mobility or project activities.

Where the GDPR's international transfer rules apply, transfers must be covered by a legally valid mechanism, such as an applicable European Commission adequacy decision or appropriate safeguards, including Standard Contractual Clauses where relevant. For further information about the providers and safeguards relevant to your data, please contact communication@mvcentre.org.

06. How long we keep data

We retain information for no longer than reasonably necessary for the purposes for which it is used, subject to legal requirements, contractual obligations and the need to establish, exercise or defend legal claims.

General website enquiries: normally up to 12 months from receipt.
Partner With Us enquiries: normally up to 24 months from receipt.
Ongoing professional relationships: for the duration of the relationship and any further justified period required by applicable law or contractual obligations.
Erasmus+, mobility and EU-funded project records: according to applicable programme rules, funding agreements, audit requirements and legal obligations.
Accounting records and technical/security logs: in accordance with applicable legal obligations or provider-specific retention settings and legitimate operational requirements.

Where an enquiry develops into a collaboration, the applicable retention criteria may change. At the end of the relevant retention period, information is deleted or anonymised, unless further retention is justified. These retention rules also apply to relevant copies of correspondence, including emails.

07. Cookies and similar technologies

Our website uses cookies and similar technologies for essential website functionality and, where enabled and permitted, for other purposes. We use the Complianz consent management tool to present cookie choices and manage preferences.

Where legally required, non-essential cookies and comparable technologies should be activated only after consent. You can reject non-essential cookies and change or withdraw your preferences using the cookie consent controls available on the website.

For more information about cookie categories, providers and retention, consult our Cookie Policy (EU). The cookie list and blocking configuration are being reviewed and may be updated as our site configuration changes.

08. Your data protection rights

Subject to the conditions and exceptions in applicable law, you may have the right to:

be informed about our processing and request access to your personal data;
request correction of inaccurate or incomplete personal data;
request erasure or restriction of processing;
object to processing based on legitimate interests, including direct marketing where applicable;
request portability of data in qualifying situations;
withdraw consent where processing relies on consent, without affecting earlier lawful processing;
not be subject to certain solely automated decisions with legal or similarly significant effects.

To exercise your rights, contact communication@mvcentre.org. We normally respond within one month, subject to lawful extensions in complex cases. We may ask for information reasonably necessary to verify your identity.

You also have the right to lodge a complaint with the Information and Data Protection Commissioner (IDPC), Malta: idpc.org.mt, including its complaint procedure.

09. Security and access controls

Malta Vocational Ltd uses Google Drive for programme and project documents. Access may be granted to authorised staff and, where necessary, selected schools, Erasmus+ partners and host organisations through shared folders. We aim to restrict access according to the recipient’s role and the minimum information required.

Health-related information and documents relating to minors warrant stronger access restrictions and careful handling. We review sharing permissions and take organisational and technical steps proportionate to the risks of unauthorised access, loss or disclosure. No internet-based transmission or storage system can be guaranteed completely secure.

10. Children, learners and health information

Some Erasmus+ mobility and work placement programmes involve participants under 18, including 16- and 17-year-old learners. We process personal data needed to organise accommodation, placements, support, supervision, evaluations and programme documentation. We may receive information from sending institutions as well as directly from participants or their parents or guardians.

When required by law and by the circumstances of the activity, parents or legal guardians are involved and appropriate authorisations are obtained. The legal basis for processing is assessed according to the purpose; parental consent is not automatically required for every use of a minor’s data.

Where necessary to support participation, accessibility or safety, we may process information about medical needs or allergies. Health data is subject to additional safeguards and may only be shared with persons or organisations that genuinely require it for a legitimate, clearly defined purpose and where a valid legal condition permits disclosure.

11. Changes to this Privacy Policy

We may update this notice to reflect changes to our activities, service providers or legal requirements. The version date shown at the top of this page indicates when the notice was last updated. Where a change materially affects processing, we will provide further information when legally required.

12. Contact us

For privacy questions, rights requests or concerns about how your information is used, contact: