Reception Office, Finance and Administration Directorate within the Support Services Division in the Office of the Prime Minister

The General Data Protection Regulation (EU) 2016/679 (GDPR) and the Data Protection Act (Cap 586) regulate the processing of personal data whether held electronically or in manual form. The Reception Office, Finance and Administration Directorate within the Support Services Division (SSD) in the Office of the Prime Minister (OPM) is set to fully comply with the Data Protection Principles as set out in such data protection legislation.

Purposes for collecting data

The Reception Office, Finance and Administration Directorate, SSD, OPM collects and processes information to carry out its obligations in accordance with present legislation.  This processing is necessary to control visitor access into the Auberge de Castille for security and safety purposes.  All data is collected and processed in accordance with Data Protection Legislation, and the Government of Malta ICT Policy.  

Recipients of data

Personal information is accessed by the employees who are assigned to carry out the functions of the Reception Office, by the Director (Finance and Administration), SSD and by the Information Management Unit, OPM.  Personal Data collected by this Office may be disclosed to OPM employees housed in the Auberge de Castille.  Disclosure can also be made to third parties but only as authorized by law.

Your rights

You are entitled to know, free of charge, the information the Reception Office in the Finance and Administration Directorate, SSD, OPM holds and processes about you and why, who has access to it, how it is held and kept up to date, for how long it is kept, and what the Unit is doing to comply with data protection legislation.

The GDPR establishes a formal procedure for dealing with data subject access requests.  All data subjects have the right to access any personal information kept about them by the Reception Office either on computer or in manual format. Requests for access to personal information by data subjects are to be made in writing and sent to the Director (Finance and Administration), Finance and Administration Directorate, SSD, OPM.  Your identification details such as ID number, name and surname have to be submitted with the request for access.  In case we encounter identification difficulties, you may be required to present an identification document.

The Reception Office in the Finance and Administration Directorate, SSD, OPM aims to comply as quickly as possible with requests for access to personal information and will ensure that it is provided within a reasonable timeframe and in any case not later than one month from receipt of request, unless there is good reason for delay. When a request for access cannot be met within a reasonable time, the reason will be explained in writing to the data subject making the request.  Should there be any data breaches, the data subject will be informed accordingly.

Data subjects have the right to request that their information is not used or is amended if it results to be incorrect.  Data subjects may also request that their data is erased.

These rights may be restricted, if applicable, as per Data Protection Legislation.

In case you are not satisfied with the outcome of your access request, you may refer a complaint to the Information and Data Protection Commissioner, whose contact details are provided below.

Retention Policy

Your personal data is collected for legitimate interests. 

The following schedule outlines the retention requirements for the data held within the Reception Office, Finance and Administration Directorate, SSD, OPM

Category Retention Period Justification
Identification Details (Name, Surname, ID No.) of individuals, other than OPM employees, entering Auberge de Castille.   Six (6) months For security purposes
Representation  (individual attending on one’s personal behalf or on behalf of named business company/ organisation / entity etc) Six (6) months For security purposes

Data that needs to be destroyed after the noted timeframes will be disposed of in an efficient manner ensuring that such information is no longer available within the Reception Office, Finance and Administration Directorate, SSD, OPM.

The Data Protection Officer may be contacted on email address:-dataprotectionofficer.humanresources.opm@gov.mt  or by telephone:- 2200 1025.

Director ( Finance and Administration), SSD, OPM

The Director (Finance and Administration), SSD, may be contacted at:

Finance and Administration Directorate, SSD,

Office of the Prime Minister,

Auberge de Castille,

Valletta  VLT 1061

Telephone:  2200 1073

Email:          jessica.a.abela@gov.mt

The Information and Data Protection Commissioner

The Information and Data Protection Commissioner may be contacted at:

Level 2, Airways House,

High Street,

Sliema  SLM 1549

Telephone:  2328 7100 

Email:  idpc.info@idpc.org.mt