Section 5. Data we process and the legal basis for prospects of collection
5.1 Prospective students of Malta University Language School are requested to provide us with the following information, which will enable us to enrol them in our courses and assign them to the appropriate classes: Name, nationality, date of birth, home address, passport number, occupation, the approximate level of English, email address, mobile phone number and bank details. We will also ask you for your visa and booking details to assign them to your courses and preferred accommodation. We will process this information in accordance with § 6, I b of the Data Protection Basic Regulation in order to be able to offer you our services at your request and successfully enroll you in our school. We will also process further your personal data once you are a student at our school. These data, which include attendance lists, test results, school assignments, and certificates, are processed in accordance with § 6 I f and are necessary for our school to be able to offer you service. We will only take photos and videos of you and send you promotional material if you agree to this and point out that you have the right to withdraw your consent at any time.
5.2 Who has access to your data? Your personal data, as described above, will only be made available to those employees who need it to perform their duties
5.3 With whom do we share your information? We share your personal information with third parties only under the following conditions:
- We are required by law to share your information with the Maltese Immigration Service and the Police of Malta if there is a need to protect their vital interests or those of third parties
- If you’ve consented we will forward all requests for information about courses offered by the University of Malta to the Student Secretariat or the Marketing and Communications Office of the same university
5.4 How long do we keep your personal data? Please refer to our basic regulations regarding data retention.
5.5 Your rights: in respect of your personal data that is held and processed by us, you have the right, subject to the terms laid out in the GDPR, to:
- Request access to such personal data;
- Request rectification or erasure of such personal data;
- Request restriction of processing of such personal data;
- Object to our processing of your personal data; and
- Data portability
Where personal data is processed on the basis of your consent, you also have the right to withdraw such consent at any time, by sending an email to firstname.lastname@example.org.
5.6 Have your say. You may also lodge a complaint with the Malta Office of the Information and Data Protection Commissioner.
Section 6. Policy regulating the retention of documentation
This Policy is aimed at regulating the retention, maintenance and disposal of documentation (both personal and other), within the Malta University Language School, as provided for in the General Data Protection Regulation (EU) 2016/679 (GDPR) and in accordance with the principles of data protection legislation, and other legal provisions in Maltese Law.
The GDPR puts forward the principle that personal data and sensitive personal data should not be retained for periods that are longer than necessary. In this context, the Malta University Language School will be putting forward a retention policy for all data and documentation that it collects and processes, with the purpose of ensuring compliance to the Regulation and ensuring that no resources are utilised in the processing and archiving of data which is no longer of relevance.
This policy aims to achieve the following objectives:
- Regulate the retention and disposal of the various types of documentation – whether held in manual or automated filing systems within the Malta University Language School – while adhering to the Data Protection principle which states that personal data should not be retained for a longer period than necessary;
- Dispose of unnecessary documentation that is no longer relevant and is taking up useful storage space;
- Promote the digitisation of documentation as may be reasonably possible in order to minimize the use of storage space required to store documentation, as well as to promote sustainable use of paper and printing consumables.
Documentation is held and recorded by the Malta University Language School. This Policy is therefore applicable to all such documentation. It will be the responsibility of the Malta University Language School and its Data Controller to ensure that all provisions of this Policy are adhered to.
6.5 Documentation held within the premises at Malta University Language School
As part of its operating requirements Malta University Language School, requests to keep and maintains a wide range of documentation including personal data. The various types of documentation utilised by Malta University Language School may be categorised as follows:
- Personal Data of students;
- Attendance and absence records;
- Discipline related records;
- Financial records including receipts
- Documents relating to the VISA application process
Section 7. Teen Summer Program
7.1 In order to ensure a productive and safe learning environment for teenage students at Malta University Language School, the ‘Agreement for the Teen Summer Program for parents / legal guardians ‘document must be understood and signed by both parents and children before arrival in Malta.
7.2 Parents or legal guardians must insist that their child abides by the rules of the school. This includes that teenagers are not allowed to leave the building complex unaccompanied by the group supervisor and to exceed the curfew from 23:30 during the week and 01:00 on weekends.
7.3 Parents or legal guardians should fully cooperate with the school’s principal, his or her representative, as well as administrative staff if any concerns arise about the child’s behavior. Upon arrival at the University Residence, teenagers must leave a refundable deposit of €50 for the keys. This will be refunded on departure, provided that no damage has been done to the school or accommodation by the student.
7.4 Neither the school, agent nor the organiser can be held responsible for any kind of illness, accident, loss of property or damage that may have been caused by the student before or during the course at Malta University Language School. Malta University Language School cannot be held responsible for any kind of damage or problems that may occur intentionally or negligently during excursions or leisure activities.
7.5 Parents or legal guardians and students must accept the laws of the Republic of Malta and the school’s normal code of conduct. In addition, smoking, consumption of alcohol, going out in clubs and the use of illegal drugs is strictly prohibited.
7.6 If a teenager interferes in any way with the language course and prevents other students from having a lively learning experience and does not change his or her behaviour at the request of the teaching staff, the headmaster or his or her representative is entitled to prohibit the student from further access to the course and to terminate the contract with the student. In this case or in such a situation or in the event of a breach of the rules of the school or the laws of the Republic of Malta, the parents or legal guardian will be informed immediately and, if necessary, will be obliged to arrange an alternative flight for the early departure of the student.
7.7 Students acknowledge and agree that the course is designed for students of different nationalities and is also benevolent towards other cultures and nationalities.
7.8 Each student and their parents or legal guardians hereby declare that the student is in good physical and mental health and is mentally and physically capable of coping with the demands of the language course, leisure activities and absence of their family during their stay.
7.9 All students must hold valid health and travel insurance during their stay.
7.10 Each student must have sufficient financial resources. The recommended minimum amount is 100 €.
7.11 Parents or legal guardians must provide up-to-date and accessible contact details and guarantee that the contact details are checked regularly on a daily basis.
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