Privacy Policy

Last reviewed: January 2026

1. Who we are (data controller)

The data controller is Udruga Mladih Peteranec, a registered non-profit voluntary organization, Registration Number 10139364133, with its registered office at Triq Dun Ġużepp Zammit, Iż-Żurrieq, Malta, Republic of Malta. You may contact us regarding any privacy matter by email at info@udrugamladihpeteranec.click or by telephone on +356 2168 0200. Data protection matters are handled by the Secretary of our voluntary executive board.

2. Personal data we collect

• Enquiry data: your name, email address, inquiry category, subject and the contents of the message you send us through the contact form, by email or by telephone.
• Programme registration data: participant name, age group, contact details, the programme selected, guardian name and consent where the participant is under eighteen, and any accessibility or dietary requirement you choose to disclose so that we can accommodate you.
• Volunteer records: name, contact details, stated availability, relevant skills or qualifications you provide, and attendance records for the activities you support.
• Donation and grant correspondence: the administrative details required to acknowledge a contribution and to satisfy our accounting and reporting obligations.
• Technical data: our hosting infrastructure processes standard server request information (such as IP address, browser type and time of request) for security and availability purposes. This website does not use advertising or behavioural tracking cookies.

3. Why we process your data and our legal basis

• To respond to your enquiry — legitimate interests, or performance of a pre-contractual step where you request to join an activity.
• To organize and deliver programmes safely — legitimate interests and, where minors or special-category information such as accessibility needs are involved, your explicit consent.
• To coordinate volunteers — legitimate interests in the administration of our voluntary activities.
• To meet legal, accounting and reporting duties as a voluntary organization in Malta — legal obligation.
• To send occasional programme updates — only where you have opted in; you may withdraw at any time.

4. Children and young participants

Many of our participants are minors. Where a participant is under eighteen, registration is completed with the written consent of a parent or legal guardian, and we collect only the minimum information required for safe participation and emergency contact. Photographs of minors are never taken, stored or published without specific, separate written guardian consent, and consent may be withdrawn at any time.

5. Sharing and disclosure

We do not sell, rent or trade personal data. We do not share your data with advertisers. Personal data may be disclosed only in the following limited circumstances: to volunteer coordinators strictly on a need-to-know basis for the delivery of an activity; to service providers who host our website or email under a written processing agreement; to grant-awarding or supervisory authorities where we are legally obliged to report; and to competent authorities where disclosure is necessary to protect the safety of a child or vulnerable adult, or is required by law.

6. International transfers

Our infrastructure providers may process data within the European Economic Area or, where a transfer outside the EEA occurs, under an adequacy decision or Standard Contractual Clauses approved by the European Commission.

7. Retention

• General enquiries: retained for up to 12 months after the matter is closed.
• Programme registration records: retained for the duration of the programme cycle and up to 24 months thereafter for safeguarding and reporting purposes.
• Volunteer records: retained for the period of active volunteering and up to 36 months thereafter.
• Financial and grant records: retained for the minimum period required by Maltese accounting and voluntary-organization law.

Data is securely deleted or anonymised once the applicable retention period expires.

8. Security

We apply proportionate organizational and technical safeguards: access to records is restricted to authorised board officers and coordinators, accounts are protected by strong authentication, transmission of this website is encrypted, paper records are held under lock at our registered office, and volunteers handling personal data are briefed on confidentiality.

9. Your rights

Under the GDPR you have the right to be informed; to request access to your personal data; to rectify inaccurate data; to request erasure; to restrict or object to processing; to data portability; to withdraw consent at any time where processing is based on consent; and not to be subject to solely automated decision-making — which we do not carry out.

To exercise any right, write to info@udrugamladihpeteranec.click. We respond within one month. If you are not satisfied with our response, you may lodge a complaint with the Office of the Information and Data Protection Commissioner (IDPC) in Malta.

10. Cookies

This website uses only strictly necessary technical storage required to serve pages and maintain security. No advertising, profiling or third-party behavioural tracking cookies are set.

11. Changes to this notice

We review this policy at least annually and whenever our processing activities change. The revised version is published on this page with an updated review date. Material changes affecting registered participants or volunteers are communicated by email.