Politica sulla riservatezza

DATA PROTECTION STATEMENT

 

La Valette Malta and ETNA Chapter (“the Group”) are committed to ensuring that all personal data of its members is processed in strict accordance with the Maltese Data Protection Act (Cap 586) and the EU General Data Protection Regulation (GDPR) 2016/679. The Group regards the privacy of its members as paramount, and all data collected shall be processed lawfully, fairly, and transparently.

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By applying for membership or renewing your membership in the Group, you acknowledge and accept that the processing of your personal data, including photographs and videos in which you may be identifiable, is a condition of membership. Such processing is necessary for the administration and proper functioning of the Group, for communicating information regarding Group activities, and for promoting the Group and its events through its website, social media, or other promotional channels. Membership cannot be granted or maintained without acceptance of these terms.

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Photographs and videos may be taken during rides, events, and gatherings, including those conducted in public spaces such as roads, restaurants, or commercial premises. Even in public, images that identify a natural person constitute personal data under GDPR and the Maltese Data Protection Act. The Group has a legitimate interest in publishing such media to promote Group activities, foster community engagement, and encourage participation. By accepting membership, you consent to the Group’s use of such images, including for promotional purposes on social media, the Group’s website, and other affiliated channels.

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“Social media” is understood to include all publicly or semi-publicly accessible digital platforms where content may be viewed or shared by third parties. The Group shall not be liable for the actions of third parties who may share or repost content once it has been lawfully published. Members acknowledge that such sharing may occur and accept this as part of participation in the Group.

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Members may withdraw consent for the use of images or other promotional material by contacting the La Valette – Malta Secretary at secretary@la-valette-malta.com. Withdrawal of consent shall not affect the validity of membership itself, but may limit participation in promotional activities or specific media features. The Group will promptly remove or anonymise images of members who withdraw consent in accordance with GDPR obligations.

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All personal data, including images, will be retained for no longer than is necessary for the purposes outlined in this Statement. The Group implements appropriate technical and organisational measures to ensure the security of personal data, and to prevent unauthorised access, disclosure, or processing.

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All personal data, including images, will be retained no longer than 3 years for promotional purposes or 7 years for membership administration, unless otherwise required by law. The Group implements appropriate technical and organisational measures to prevent unauthorised access or processing.

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Members are entitled to exercise their rights under Articles 15–22 of the GDPR, including the right of access, rectification, erasure, restriction of processing, objection, and portability. For further details regarding processing, retention periods, and handling of personal data, members may consult the full Data Protection Policy listed in this page.

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The Group reserves the right to refuse or restrict membership or specific membership privileges where a member declines to accept the terms of this Data Protection Statement. This ensures that all members participate on an informed basis and that the Group remains compliant with its legal obligations while fulfilling its operational and promotional objectives.

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DATA PROTECTION POLICY

 

Introduction 

La Valette – Malta and ETNA Chapter (“the Group”) is committed to processing personal data in compliance with the Maltese Data Protection Act (Cap 586) and the EU General Data Protection Regulation (GDPR) 2016/679. This Policy sets out how the Group collects, stores, uses, and protects personal data of its members, and defines the rights of members in relation to their personal data.

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Scope of Policy

This Policy applies to all personal data processed by the Group, including but not limited to:

          - Membership details (name, contact information, address)

          - Photographs and videos of members and their vehicles, including number plates, captured at Group events

          - Communication records relating to membership administration or Group activities

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Lawful Basis for Processing

Personal data is processed by the Group on the following lawful bases:

a) Consent – Explicit, freely given, informed, and specific consent is obtained for the processing of photographs, videos, and promotional materials. Members are informed that acceptance of this Policy is a condition of membership privileges, including participation in promotional activities.

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b) Legitimate Interest – The Group has a legitimate interest in processing personal data for the purposes of membership administration, event organisation, and promotion of Group activities, provided such interests do not override the rights and freedoms of members.

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c) Contractual Necessity – Processing is necessary for the performance of obligations arising from membership agreements.

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Collection and Use of Data

·         Membership data is collected at the point of application or renewal and used solely for the administration of the Group, organisation of events, and communication of relevant information.

·         Photographs and videos may be taken during rides, gatherings, or events, including in public spaces, for use in promotional materials on social media, the Group website, or affiliated channels.

·         All processing is proportionate, relevant, and limited to what is necessary for the purposes described.

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Publication and Social Media

·         “Social media” refers to all publicly or semi-publicly accessible digital platforms where content may be viewed or shared.

·         Once images are published on social media, third parties may view or share the content. The Group is not responsible for the actions of third parties’ post-publication.

·         Members acknowledge that such sharing may occur and accept this as part of participation in the Group.

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Consent and Withdrawal

·         Consent for processing promotional materials may be withdrawn at any time by contacting secretary@la-valette-malta.com.

·         Withdrawal of consent does not affect the validity of membership itself but may limit participation in optional promotional activities.

·         The Group will promptly remove or anonymise images of members who withdraw consent, in compliance with GDPR requirements.

 

Data Retention

·         Personal data is retained only for as long as necessary to fulfil the purposes outlined in this Policy.

·         Membership administration records and communications will be retained for a period consistent with operational needs and legal obligations.

·         Promotional images may be retained for as long as reasonably required to maintain a historical record of events, provided they comply with consent or legitimate interest provisions.

 

Data Security

·         The Group implements appropriate technical and organisational measures to prevent unauthorised access, disclosure, or processing of personal data.

·         Access to personal data is restricted to authorised personnel directly involved in membership administration or event organisation.

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Data Subject Rights

Members have the following rights under GDPR:

·         Right of access to personal data held by the Group

·         Right to rectification of inaccurate data

·         Right to erasure or restriction of processing, subject to membership conditions

·         Right to object to processing, including for promotional purposes

·         Right to data portability where applicable

Requests to exercise these rights should be submitted to secretary@la-valette-malta.com, and will be addressed promptly in accordance with legal requirements.

 

Membership Conditions

·         Acceptance of this Data Protection Policy is a condition for membership in the Group and participation in promotional activities.

·         Members who refuse to accept these terms may be refused membership or restricted from participating in certain activities, provided that core membership rights and administrative participation are not unreasonably affected.

 

Policy Review

This Policy is reviewed periodically to ensure compliance with applicable laws, best practices, and operational requirements. Any changes will be communicated to members through the Group’s website and direct communications.

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MEMBERSHIP CONDITION – DATA PROTECTION AND PROMOTIONAL MEDIA DISCLAIMER

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By applying for or renewing membership with the La Valette Malta and ETNA Chapter (“the Group”), the applicant acknowledges and expressly accepts that:

1.    Membership is conditional upon acceptance of the Group’s Data Protection Statement and Policy, as updated from time to time, which governs the collection, processing, storage, and use of personal data, including photographs and videos in which the member may be identifiable.

2.    Photographs and videos may be taken during Group rides, gatherings, or events, including those held in public spaces, and may be used for promotional purposes on the Group’s website, social media channels, or other affiliated platforms.

3.    The member consents to such processing of their personal data and acknowledges that the Group may rely upon this consent, the member’s contractual relationship, and the Group’s legitimate interests to administer membership and promote its activities.

4.    The member understands that withdrawal of consent for promotional media may limit participation in certain optional activities, and that refusal to accept the terms of this disclaimer may result in refusal of membership or restriction of specific membership privileges, without affecting other lawful rights retained by the member.

5.    The member acknowledges that these conditions are necessary to ensure the Group’s continued compliance with legal obligations, its operational efficiency, and the promotion of Group activities, and agrees that the Group’s actions in accordance with this disclaimer are lawful, proportionate, and reasonable.

By submitting the membership application, the applicant confirms that they have read, understood, and accepted this condition as a binding part of their membership agreement with the Group.
 

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