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Privacy Policy

Introduction

We value your privacy and are committed to protecting your personal data. This Privacy Statement explains how we collect, use, and protect your information when you register for our conference.

Data Controller

Fenech & Fenech Advocates, a partnership, is the data controller responsible for your personal data. The firm’s detailed privacy policy and contact details can be sourced here.

What Data We Collect

We collect the following personal data from you: Name / Email address / Phone number / Job title / Organization / Dietary preferences (if applicable) / Any other information you provide in the application form. We may also process personal data that we receive either from another legitimate source (e.g. your employer, your professional association, or from publicly available portals, such as LinkedIn) insofar as they are necessary for us to provide and improve our services to you.

Purpose of Data Collection

We collect your personal data for the following purposes:

  • To process your registration and manage your attendance at the conference/s;
  • To communicate with you regarding conference details and updates;
  • To provide you with relevant information and materials;
  • To ensure your dietary preferences are accommodated (if applicable);
  • To cater for any additional preferences or requirements which you share (e.g. disability accommodation).
  • To handle payment, receipts, and reimbursements; 
  • To improve our services;
  • To report on events; To follow up (e.g. sharing of presentations); and collect feedback.

Your personal data will not be used for an automated decision-making.

Employment360 draws up lists of participants and may provide these to participants within the framework of the event. They serve to promote professional networking and are part of the event documentation and may also be relevant for funding purposes. Such list typically contains: (i) Title, name and surname (ii) Professional title, (iii) Employer, (iv) Email Address. You can object to the inclusion of your data in the list of participants or specify that particular data should not be included in the list. Should this be the case please contact us when registering your participation, at the latest one week before the event takes place.

Please note that there will be photos and audio and/or video recordings taken during the event based on the prior consent of the speakers and the participants. Employment360 will generally have a photographer at a conference. Who is directed to capture images or videos which do not allow for identification of individuals unless they have consented. If you are not comfortable with the taking of photos at any given time, please do not hesitate to step aside, and inform us or the photographer. It is not our intention to take or publish photos with one’s consent. You may inform us in advance of a conference of your objection to have your image captured, in which case we will give guidance to you.

Legal Basis for Processing

We process your data in line with the European General Data Protection Regulation (GDPR) and the Malta Data Protection Act (and relevant subsidiary laws) for :

  1. a) Compliance with contractual obligations (Art. 6.1.(b) GDPR): This relates to the processing of data for the purposes of providing training or other services within the framework of our contracts with participants, speakers, service providers etc. The nature and extent of data processing depends on the specific purpose of the contract.
  1. b) On the basis of your consent (Art. 6.1.(a) GDPR): Consent to process personal data is required in particular to send you information. Your consent can be withdrawn at any time. 
  1. c) If it is in your legitimate interests or that of Employment360 (Art. 6.1.(f) GDPR), or to comply with a legal obligation (Art. 6.1.(c) GDPR) or to perform a task in the public interest (Art. 6.1.(e) GDPR)

We may contact you to inform you of services or conferences which may be of relevance to you. You may unsubscribe at any time. 

When a conference is held at a third-party venue, that venue will have its own privacy notices for processing of personal data by them or their contractors (e.g. in relation to CCTV footage for security). 

Data Sharing

We may share your personal data with:

  • Conference organizers and partners for logistical purposes;
  • Service providers who assist us in organizing the conference (e.g., catering, venue management)

We will not share your personal data with any third parties for marketing purposes without your explicit consent.

Within the firm only those units or persons who need your data to conduct the business relationship or to provide the services you require have access to the personal data collected. Should the firm have recourse in this context to external service providers, their access is strictly limited to what is needed to fulfil the contract or to provide the service. 

Every time you access our portal, for technical reasons your internet browser automatically transmits the following data to our web server: The current IP address of your internet connection; The page from which you access our website if you click on a link to it; The pages you view on our website; The date and time of your visit; The operating system you are using, the browser name (e.g. Internet Explorer, Firefox) and the browser version. This data is stored anonymously and purely for statistical purposes (for example how often the individual pages on our website are viewed) or to monitor the technical system and network in order to be able to analyse any disruptions in service (log files). Some pages on the website use services from or links to other pages. Clicking on these links will open the relevant page, for which this data protection statement does not apply.

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our portal, or use the application forms, we may collect information from you automatically through cookies or similar technology. Cookies are used in a range of ways to improve your experience on our website, including understanding how you use our website and for advertising and marketing purposes. You can use your browser settings to delete individual cookies or all cookies. In addition, most browsers provide information and instructions on how to delete these cookies or block their storage in advance. For further information, visit allaboutcookies.org. There are a number of different types of cookies, however, our website uses: (i) Functionality – We use these cookies so that we recognize you on our website and remember your previously selected preferences. A mix of first-party and third-party cookies are used; (ii) Advertising – We use these cookies to collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address. Our Company sometimes shares some limited aspects of this data with third parties for advertising purposes. We may also share online data collected through cookies with our advertising partners. This means that when you visit another website, you may be shown advertising based on your browsing patterns on our website.

We may advertise our events on social media. We recommend that users carefully read the relevant privacy policies of those social media tools used. These explain each company’s policy of personal data collection and further processing, their use of data, users’ rights and the ways in which users can protect their privacy when using those services. The use of a third party IT tool does not in any way imply that we endorse them or their privacy policies. We accept no responsibility including for lack of service due to their downtime

Data Retention

We will retain your personal data for as long as necessary to fulfill the purposes outlined in this Privacy Statement, or as required by law. Personal data related to the organisation and management of an event (including the information given during the registration, before, during or after the event) will generally be kept for five years after the meeting or event. 

Your Rights

Under GDPR, subject to certain criteria and limitations, you have the following rights:

  • The right to access your personal data
  • The right to rectify any inaccurate or incomplete data
  • The right to erasure of your personal data
  • The right to restrict processing of your data
  • The right to data portability
  • The right to object to the processing of your data
  • The right to withdraw consent at any time
  • The right to complain with the authorities (IDPC). 

To exercise any of these rights, please contact us at info@employment360.mt 

Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. Any processors (contractors) are bound by a specific contractual clause for any processing operations of your personal data. The processors have to put in place appropriate technical and organisational measures to ensure an appropriate level of security.

Changes to This Privacy Statement

We may update this Privacy Statement from time to time. Any changes will be posted on our website, and we will notify you of significant changes via email.

Contact Us

If you have any questions or concerns about this Privacy Statement or our data practices, please contact us at info@employment360.mt