Privacy Policy







Drachma Privacy Policy
with effect from 1 September 2018

    1.     Definitions

1.1.     In this policy, Drachma refers to the Voluntary Organisation (reg. no. 1194) and Legal Person (LPA-82), legally established in Malta in 2015.

1.2.     The term Association will be used interchangeably with Drachma and will refer to the same entity.

1.3.    The term Member refers to any individual person who fills in the application form to become a member of Drachma or to renew membership as applicable.

1.4.   The term Individual/s refers to any person who participated or participates in activities organised by Drachma, or uses or used services offered by Drachma, such as a mailing list, and whose personal data is collected for administrative purposes during that activity or for the period of subscription to that service.


    2.     Coming into effect

This privacy policy will come into effect from the 1 September 2018 and will be made available to all members on Drachma’s website. This policy will be reviewed and amended by the Steering Committee from time to time. Members will be updated with the latest modified version.


   3.     Data Controllers

3.1.    The personal data of Drachma members is managed by the officers in charge of the Secretariat and Treasury within the Steering Committee of Drachma.

3.2.   This personal data is handled solely by these officers in accordance to strict confidentiality and is not divulged to third parties.

3.3.      The Controllers can be contacted by email on drachmalgbt@gmail.com.

3.4.     Whenever individuals apply to participate in an activity organised by Drachma or apply to join a service administered by the Association, such as an email list or online forum or group, they will be informed in written form about the identity of the officer/s responsible for collecting and processing that data and will be provided with all the relevant information about the conditions, the term and duration of that information retention.

   4.     The Data Protection Officer

4.1.      The officer monitoring the process of data handling in Drachma is Stephanie Galea and can be contacted on drachmadpo@gmail.com.

4.2.     This Data Protection Officer has the duty to monitor the data handling by the Data Controller and may investigate complaints lodged by any member at any given time.

4.3.     This Officer has full authority to investigate the data handling procedures of the Association and to see that changes are made for proper data handling.


   5.     Confidentiality of this data

5.1.     Drachma understands that this data belongs to a special data group protected by the General Data Protection Regulations that require even more attention, given the sensitivity of the data and the serious negative repercussions that any data leakage may have on members and their families.

5.2.  For this reason, Drachma commits itself to complete confidentiality and undertakes to take all possible precautions to safeguard this data from any privacy breach or from divulging such data beyond the parameters of this policy.

   6.     Data required for membership and subscription to Drachma services or activities

6.1.    Drachma may require some personal data such as identification information and contact and financial details. If an applicant for membership is unwilling to provide these details, the Association will not grant membership to the applicant.

6.2.    Drachma may require some personal data of Individuals subscribing to a service operated by the Association or attending an activity organised by the Association, and this data may include contact and financial details. If an applicant for a service or an activity is unwilling to provide such data, the Association may refuse to complete the subscription or registration for that activity or service.

6.3.     If a Member or Individual requests the removal of data mandatorily required for Membership, or for subscription to services and/or activities organised by Drachma, the Association will terminate any such membership or services subscribed to by the Member or Individual. The Association will inform the data subjects of any such termination, giving such Member or Individual the possibility to revise or confirm their original instructions


    7.     The purposes for the retention of data records

7.1.    The personal data pertaining to each Member is used exclusively and solely for administrative purposes of membership related to Drachma.

7.2.       The personal data pertaining to Individuals subscribed to any service, mailing list or online group/forum operated by Drachma or registered to attend any activity organised by the Association, is used exclusively for administrative purposes related to the subscribed services of the Association or its activities.

7.3.    The names of Members and Individuals, as well as all personal data of such persons, will not be published on Drachma’s website, newsletters, emails or reports, in any form, be it electronic or otherwise, unless by the explicit written consent of these members.

7.4.  These data records will not be delivered to any third party under any circumstances, except if required by the Voluntary Organisations Commissioner or other competent legal Authority under Maltese and/or EU law in accordance with the General Data Protection Regulations of 2018, with Convention 108 of the Council of Europe, and other relevant EU and Maltese legislation.

    8.     Rights of the Data subjects

8.1.      Members and Individuals are entitled to know what personal data Drachma holds in their name. They may ask, in written form, for part, or all their personal data to be removed from the Association’s records, except for data the Association is required to keep by law and for the period required by law, as indicated in Article 9 of this Privacy Policy.

8.2.       Members and Individuals may lodge a complaint with Drachma’s Data Protection Officer at any time, if they believe that the Controllers of Data are mismanaging or mishandling this data. Members have a right to a written report by this Data Protection Officer reviewing the action taken by this Officer to address their complaint. 

8.3.  Members may lodge a complaint with the Data Commissioner or any other competent authority as permitted by the General Data Protection Regulations, should they feel that their complaint with Drachma’s Data Protection Officer has not been addressed appropriately.

    9.     Duration of consent

9.1.  Drachma will hold the personal data of any Member for the duration of membership with the Association, except for data required for auditing and reporting purposes required by law. Personal data related to financial transactions will be kept by the Association for the period required by law. Other identifiable personal data will be removed from the Association’s records beyond the term of membership.

9.2.    The data of Members, who have not yet renewed their annual membership but have not clearly indicated their intention to terminate membership, will be retained by the Association for a period of two years from the last renewal date. During this two-year period, these Members will be sent annual reminders to regulate their status. If the Association does not receive any clear instructions from the Members in question, the Data Controllers of the Association will, upon expiration of this two-year period, proceed to remove the personal data of these Members, retaining only the data referred to in Article 9.1.

9.3.     Drachma will hold the personal data of Individuals for the duration of the activity and/or subscription to a service provided by the Association, except for data required for auditing and reporting purposes required by law. Personal data related to financial transactions will be kept by the Association for the period required by law. Other identifiable personal data will be removed from the Association’s records beyond the term of the activity and/or subscription.



Drachma Steering Committee
9 August 2018