The Pastoral Formation Institute (hereunder referred to PFI or the Institute), is an established Institute within the Archdiocese of Malta and licensed by MFHEA (Licence Number: 2013-FHI-028). The Institute offers various programmes (hereunder referred to also as course) in order to fulfill its mission of forming Christians for today’s world and ministry

1.Enrolment

1.1 PFI commits itself to publish all information before the commencement of the course, such as but not limited to course description, lecture dates, venue, mode of assessment etc. Nevertheless, the Institute reserves the right to make the necessary changes to make up for matters that may arise which are beyond its control.

1.2 Unless otherwise stated, individuals are to apply online for a course or event. Due payments are to be affected via the online system within the application form. In case of prospective students who encounter difficulties in this process, they may contact the PFI’s office for assistance or for an alternative method of applications or/and payment.

1.3 At application phase, the individual is to choose whether he/she will be undertaking the course at attendance, participation, or achievement level (for further information see section 9).

1.4 An application will only be considered if all data is filled correctly, all requirements for the course are fulfilled and payment has been successfully processed. Nevertheless, data might be gathered and processed even if the application is not considered complete for enrolment purposes.

1.5 Candidates are expected to have basic IT knowledge (in order to be able to access the VLE, open note files, compose word processing documents, and access emails) be fluent in English and in the language in which the course will be delivered. Unless written permission is given, all written assessments are to be submitted in English via the VLE.

1.6 The Institute may request an interview with the applicant before enrolling the individual for a course. During the interview, academic competencies, language, motivations, openness to formation, and behaviour is evaluated. The interview is conducted by at least two persons on behalf of the Institute.

1.7 A confirmation email will be sent within 5 days from the submission of the application.

1.8 The Institute reserves the right not to open a course due to a lack of students or other unforeseen circumstances. In such cases, students will be notified no later than 5 days before the due starting date of the course.

1.9 Should the maximum number of students permissible for the course be reached, the Institute reserves the right to put applications on a waiting list. The respective prospective students will be informed on their application status.

1.10 Not later than 5 days before the commencement of the course, the students will receive a welcome email, which will include further information relative to the course or program for which they have applied, together with their VLE credentials.

1.11 Late applications will only be accepted at the discretion of the Institute and will bear a 20% extra fee to cover administrative expenses due to late applications.

1.12 Refund is not issued if cancelation happens later than 10 days before the commencement of the program unless the course gets cancelled due to lack of applicants or in cases of cancelations due to changes mentioned in point 1.1. In case of students canceling, except for the mentioned exceptions, 20% of the cost is not refunded, in order to cover administrative fees.

1.13 No refund is payable if a student fails to check the course content and prerequisites to ensure it is in line with his expectations, and that he has the necessary language and IT skills to follow the formation program.

1.14 A student whose enrolment in a course is rejected will be fully refunded.

2. Communication with Students

2.1 The institute’s primary communication channel are emails and VLE. It is the student’s responsibility who regularly check their email and VLE to keep themselves UpToDate. The Institute does not take any responsibility if closing dates are missed and will not grant extensions nor make exceptions on the grounds of students not checking their mailbox or VLE.

2.2 Students are to communicate with the institute via official email and/or VLE. They may also, opt to communicate via a phone call to the PFI’s official numbers (25906514/516 / 79201358). PFI will take no responsibility on communications done with its Staff or lecturers if such communications are done on their private communications channel.

2.3 All results will be published on the VLE and where applicable, soft copy certificates will be sent via email.

2.4 The institute will close the VLE account, not before 30 calendar days from the completion of the programme and/or publishing of results or at the termination of the programme (see point 10)

2.5 Occasionally, the Institute may also use phone calls, SMS’s, WhatsApp system or physical mail to communicate with students.

3. Student Card

3.1. Students accepted for courses of 5 ECTS and over will receive a PFI’s student card. At the discretion of the Institute and in agreement with third parties, the card will enable students to benefit from discounts from selected stores. Such discount is subject to the store and may be terminated at any time during the course.

3.2. Through the student card, students enrolled in particular courses will benefit from a subscription at the seminary library.

3.3. The student card is also used as an identification tag which lecturers may request to be worn during lectures and/or events related to the programme.

4. Mode of delivery

4.1. Courses are delivered in various modes, primarily:

4.1.1 Asynchronous Learning mode: Learning that occurs when the lecturer/s and students are not communicating and engaging in real-time.

4.1.2 Synchronous Learning mode: Learning which occurs in real-time through the use of web-conferencing tools, mainly Zoom.

4.1.3 Physical presence mode: Learning which occurs face-to-face and in person. Lecturer/s and students are both present in an allocated time and place where a formation session, usually in form of a lecture, is delivered.

4.1.3.1 For valid reasons, students may be given an exemption (in writing) to follow courses conducted in this method, synchronously. Such exemption is at the discretion of the Institute and may be granted for parts of the programme or for its entirely. Such exemption is also always given in writing and will be evaluated on case-by-case bases. Such option is also subject to the equipment available in the lecture room and since the programme is not designed for such a mode, the Institute will not be held responsible for the quality of the connection.

4.1.4 Hybrid Learning mode: Students are given the option to choose whether to follow the course in synchronous or physical presence mode.

4.1.5 Limited Hybrid Learning mode: Students are given the option to follow part of a programme offered in physical presence mode, synchronously. The percentage of session followed synchronously should not be greater then 20% of the sessions in order for the Institute to record the student as present for the session. In such cases, the student is to inform the Institute at least 4 office hours before the commencement of the session to ensure that the required equipment is in place.

4.1.6 Blended Learning mode: Learning which occurs when students engage at in part through a Virtual Learning Environment (Moodle), where online delivery on content is available and delivered, and in part attend in-person contact hours of formation, these physical lectures are delivered and attended for away from the students` home. The ratio between online and face-to-face learning is decided by the Institute on the basis of the related pedagogical principles and the course`s requirements.

5. Attendance

5.1. The institute keeps records of the attendance of the individual to lectures and other events related to the programme to which the individual has enrolled.

5.2. Attendance may be taken in various ways, including electronically through the student card. Thus, students are expected to have their card with them for face-to-face lectures.

5.3. Unless otherwise stated in writing, students must attend at least 80% of the face-to-face lectures, and watch any video or do any other task assigned to them in order to be able to complete the programme.

5.4. If the student arrives more than 15 minutes late, for attendance purposes, the student may be considered as absent.

5.5. In case of an online session the students are to write their name and surname in the chat for attendance purposes.  Punctuality is a must and students logging more than 15 minutes late they will be marked as absent.  Also, no one is permitted to leave the online session earlier than the stipulated time.

6. Online Sessions Procedures

6.1. The microphone should be always kept on Mute while the lecturer is speaking and shall only be switched ON when permission is given by the lecturer for any questions and comments.  This will ensure that there are to disruptions and no background noises during the lecture.

6.2. The chat should be used only for relevant comments pertaining to the lecture, which is followed, and words should always be respectful.

6.3. No photos or recording of lectures is allowed. Only the PFI has the authority to record lectures and share them as deemed necessary.

6.4. All students must be punctual and login to the laptop or computer at least 5 minutes before the start of the lecture.

6.5. Any technical difficulties must be dealt with prior to the start of the lecture.

6.6. All students must pay attention and follow the lecture in respect of what is being  delivered.

6.7. Students are not to interrupt when someone is speaking.

6.8. If a student cannot attend an online lecture an email must be sent to [email protected].

7. Assessment

7.1. The Institute uses various modes of assessment according to the criteria and level which is being assessed primarily:

7.1.1. multiple-choice examination

7.1.2. written assignment

7.1.3. reflective journal

7.1.4. class presentation

7.1.4.1. In cases of class presentations, at the discretion of the Institute, the session may be recorded or a second examiner may be present.

7.1.5. oral examination

7.1.5.1. In cases of oral examination, at the discretion of the Institute, the session may be recorded or a second examiner may be present.

7.1.6. practicum supervision

7.1.7. practicum report

7.1.8. project based assessment

7.2.The Institute does it’s best to publish the marks within a reasonable time.

7.2.1. All marks are published on the student account in the Institute’s VLE

7.2.2. The student has 15 calendar days from the date of publishing of results to appeal the mark.

7.3. The mode of assessment is stipulated within the course description.

7.4. Where applicable, assessments are to be submitted digitally and in word format on time

7.5. An extension may be granted at the discretion of the director after hearing the opinion of the competent board.

7.6. All written assignments are to be referenced following The Chicago Manual of Style.

7.7. Marks are assigned on various criteria according to the course. For further information the student may contact PFI’s office.

7.8. No form of plagiarism is acceptable. All sources being other individuals, one’s own work already presented and/or published, classical texts, manuals etc… is to be referenced.

7.8.1. The Institute may use different methods to check for plagiarism including plagiarism detection software.

7.9. Disciplinary action will be taken against any student who is caught plagiarising. A disciplinary board composed of the Director, the secretary of the board, another board member, a member nominated by the director as expert on the subject and the examiner. An extra member, appointed by the director may be added to the board.

7.9.1. Disciplinary action can vary according to the case, from resubmitting of the assessment or being expelled from the course, to expulsion from the Institute.

7.9.2. The disciplinary board’s decision will be handed to the student by the Secretary of the Board and is considered as final.

7.9.3. The student will have the right to present his/her case to the board.

7.9.4. No refund will be given if a student is expelled from the course due to plagiarism.

7.9.5. Notwithstanding any disciplinary action taken by the institute, the student may still be subject to legal actions which the victim of plagiarism may take in state courts.

7.10. In case of an unsatisfactory mark, the student may request a revision of paper or the option, where possible, undertake again the assessment.

7.10.1. In cases of revision of paper, the Institute will engage a secondary examiner to give a mark and comments of the assessment in question.

7.10.2. Both options mentioned in point 7.10 may incur an administration charge stipulated by the Institute. In case of a change in mark after a revision of paper, the charge will be refunded.

8. Completion of programme and certification

8.1. A student is considered to have completed a programme if s/he satisfies all the requirements, primarily attendance, and any assessment if applicable.

8.2. At the end of course, or on a designated date, a certificate will be issued for those who have successfully completed a programme.

8.3. Certificates are issued electronically or as a hard copy according to the course.

8.3.1. In case of electronic certificates, the individual may request the Secretary of the Board of the Institute to issue a hard copy within a month of issuing of the electronic certificate.

8.3.2. Certificate sent via email will be issued up to 8 weeks after successfully completing the course, whilst Graduation certificates will be given out on the next graduation/conferment of certificate ceremony of the course.

8.4. All hard copy certificates are to be collected by the individual personally during the conferment of certificate’s ceremony or from the PFI’s office or during office opening hours.

8.5. In cases where the individual does not wish to or cannot personally collect the certificate, he/she may delegate someone else to do so. In this case, the person being delegated must be in possession of a document acknowledging such delegation. In case of minors, certificates and/or transcripts may be collected by their parents, legal guardians or legally appointed curators.

8.6. Any individual collecting a certificate from the PFI’s office must provide proper identification documents to confirm his/her identity.

8.7. The institute hold the right to destroy any hard copy certificates which would not be collected within 6 months from their issuing.

8.8. The institute would not be responsible to re-issue any certificates/transcripts even if they have been destroyed as per clause 8.7.

8.9. In cases where the institute re-issues a certificate of transcript, an
administrative fee might apply.

9. Types of certificates

9.1. The institute offers certification at 3 levels,

9.1.1. Certificate of attendance which is achieved if the student fulfils the required attendance

9.1.2. Certificate of participation which is achieved if the student fulfils the required attendance and has shown that s/he has understood what was being thought (though a light assessment)

9.1.3. Certificate of achievement which is achieved if the student fulfils the required attendance, has shown that s/he has understood what was being thought (though a light assessment), and has successfully passed the assessment which indicates that s/he has assimilated what has been thought and can apply such teachings in various scenarios.

9.2. An individual may opt to change the level of certification if s/he decided to do so during the course of the programme, subject to fulfilling all requisites for that particular level, even if assessment dates have already passed.

9.2.1. In cases where a student has failed to achieve the applied level, s/he may apply to receive a lower-level certification if the criteria for that level is reached. This does not apply if such achievement has not been granted due to disciplinary actions.

10. Code of conduct and disciplinary actions

10.1. The institute expects a high level of respect by all its members, being it board members, staff, coordinators, lecturers, or students.

10.2. Any form of harassment, discriminating comments, bullying, intimidation, excessive disruptions, plagiarism, breach of any policy of the institute, conviction of a crime, unsuitable clothing (see dress code policy), misuse of the electronic devices during the course, misuse of the Institute’s name, misuse of the Institute’s student card, false declarations, falsification of documents, deceit, use of inappropriate language and/or behaviour, regularly late comings are not permissible during sessions or amongst the institutes’ members defined in 8.1.

10.3. In cases where a student feels s/he is a victims of actions stipulated in point 8.2, s/he is to report to the Secretary of the Board or/and the Director of the Institute. Should the alleged perpetrator be the Director, the student is to make a report with the Vicar General of the Archdiocese of Malta, and procedures are taken as per Archdiocese policies.

10.4. In case where the accused is an employee of the Institute, action is taken as per Archdiocese policies.

10.5. In cases were the accused is a lecturer or student, the Director and/or the Secretary is to collect all relevant information and convene a board of discipline made up of the Director, the Secretary of the board, at least another board member, and two other members appointed by the director.

10.6.  Each case will be considered on its own merits. The accused will have the right to defend oneself in front of the board.

10.7. The board may ask the accuser and/or victim not to remain anonymous but to confront the accused or the disciplinary case may be withdrawn.

10.7.1. The board will not disclose the information of the accuser without his/her permission.

10.7.2. In cases where the accused is a member of clergy or employee of the Archdiocese, the case will also be reported to the competent ecclesial authority for further action if they deem appropriate so.

10.8. Disciplinary action stipulated by the board is to be considered final and may vary from a letter or reprimand (warning) to dismissal from the course or expulsion from the Institute. The disciplinary action my include the retraction of any certification given to student by the Institute, including previously completed programmes.

10.8.1. The disciplinary board’s decision will be handed to the student by the Secretary of the Board and is considered as final.

10.8.2. On discovery of new information, the director may reconvene the board to rediscuss the case.

10.8.3. No refund will be given if a student is dismissed from a programme of expelled from institute due to disciplinary action.

10.8.4. Notwithstanding any disciplinary action taken by the institute, the accused may still be subject to legal actions which the victim may take in state courts.

10.9. Appeals to the decision of the disciplinary board may be done with the Vicar General of the Archdiocese or Malta.

11. Termination of programme

11.1. The student may decide to terminate the programme for any reason as any given time. To do so, the student is to officially inform the Institute in writing of one’s intentions. In such cases, no refund of any fee is given.

11.2. The Institute may decide to terminate the programme for a student as a result of disciplinary action, lack of attendance or lack of submitting of assessment in due time unless an extension in writing is given. In such cases, no refund of any fee is given.

11.3. Should the programme be terminated by the institute for any reason beyond the institute’s control, a full refund of the course fee will be granted.

12.  Data processing

Introduction 

12.1. The Catholic Church, recognising “the right of each person to protect their own privacy”, in accordance with canon 220 of the Code of Canon Law of 1983 (CIC) and canon 23 of the Code of Canon Law of the Eastern Churches of 1990 (CCEO), and upholding that it is a natural right that must be respected by all, has been applying a series of principles in relation to the processing of personal data as stipulated in the Code of Canon Law and other provisions of private law. In this respect, as part of the Archdiocese of Malta, the Pastoral Formation institute, is committed to protecting the privacy of individuals who provide personal information to it.

12.2.The data collected by the Institute under these terms and conditions is property of the Archdiocese of Malta which consists of different units and entities.  By giving any information under these terms and conditions to the Archdiocese of Malta or any of its entities or units, the data subject is consenting that such data can be shared with other entities or unities of the Archdiocese in order to fulfil the purpose for which it was collected and is processed according to the purpose, conditions and consent the data subject gave on time of collection. While as stipulated in applicable ecclesial laws, for Data Protection purposes, the Archdiocese is considered as one body, yet in its everyday running, each unit or entity is considered as the data controller of the data it has in its possession. Thus, when information is shared between different units and /or entities, each unity or entity is to be considered as a joint data controller (unless specified as processor) of that data and is bond to retain and process such data according to the consent, purposes and conditions with which the data was collected.

12.3. The personal data collected, during the course of activities undertaken by the Archdiocese, enables us to minister to the faithful and to fulfil our canonical and civil law obligations under the Code of Canon Law and under Maltese Law. The Church is bound by its General Decree on the Protection of Data (2018) (GDPD) in accordance with the provisions of Article 91 of Regulation (EU) 2016/679, of the European Parliament and of the Council, of April 27, 2016, on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, (GDPR) that governs how the Church collects, uses and/or discloses any personal data. Any part of any declaration,
policy or consent which violates the GDPD shall be considered as invalid and not binding.

12.4. These terms and conditions describe ways in which the Institute collects, uses, discloses, stores, and dispose of personal information.

Understanding of personal data

12.5. ‘’Personal data” generally refers to any data, about an individual who is identifiable from the provided data or information to which we have or are likely to have access to. This will include the data from our records which may be updated from time to time.

12.6. The personal data that the Institute may collect and/or hold of individuals may include the following:

· Personal details, such as name, age, religion, CV, residential address.

· Personal identification details such as identity card number

· Personal contact details such as contact numbers, email addresses and/or postal address

· Information relating to education and employment details, such as employment history and academic qualifications

· Information related to course progress

· Attendances

·Information relating to pastoral care needs

· Recordings such as photographs and video

· Information relating to a person’s enrolment at a Catholic institution or group

· Information required to fulfil any legal obligation that the Institute is bound with.

12.7. The exact data to be collected will be dependent on the purpose and needs for which the data is being collected. Normally this data is specified at collection

12.8. The Institute endeavours to only collect personal data about an individual which it considers reasonably necessary for the purposes underlying such collection.

Purpose of collecting and processing personal data

12.9. The Institute collects and processes personal data for purposes such as those indicated below:

· For the dissemination of information and news by way of newsletters, magazines, electronic material, messaging systems and the like

· To communicate with the individual

· To keep alumni, current and prospective students informed about formation opportunities and other initiatives taken by the Institute or which the Institute deems opportune for the individual to be aware of

· For enrolment into a course or programme, or applying to attend an event or participate in any initiative organised by, in collaboration or supported by PFI

· To fulfil legal obligation imposed by NSO and MFHEA or any other legal obligation.

12.10.  Where the Archdiocese collect or process data for purposes other than those listed above, unless when abiding with other laws, the Archdiocese would disclose such purpose to the individual, by suitable means, when collecting the personal data from the individual or before processing it.

12.11. Personal data will generally be obtained directly from the individual. When the data collector is formally made aware that the data subject is a minor or legally incapacitated person, personal data will be collected from the respective parents, legal guardians or legally appointed curators.

Use of personal data

12.12. Without prejudice to article 15.5 of the GDPD, all personal data will be used for the purpose for which it was collected by any unit or entity within the Archdiocese. Data may also be used for purposes which are permitted by ecclesiastical and civil law.

Disclosure of personal data

12.13. Data shall not be disclose to third parties unless it is necessary to conduct its ministry, seeking advice, or has entrusted the party to perform a service on it’s behalf or unless specific consent is given. Third parties will be bound to only use data in relation to such service or in line with the given consent and dispose of any information as soon as it is not anymore necessary. Where such disclosures are made, confidentiality agreements would be in place in order to protect the personal data.

12.14. The Institute may distribute aggregated statistical information to the Vatican, other Catholic Church agencies, and civil authorities for reporting purposes.

12.15. The institute may use aggregated information to enable it to better fulfil its mission, such as to conduct analytical processes, research, identification of needs and trends and marketing strategies.

12.16. Data will not be disclosed for direct marketing purposes without the individual’s prior consent.

Consent

12.17. By providing personal data to the Institute, the individual is giving consent to the Institute’s collection, processing, use and disclosure of his/her personal data in accordance with these terms and conditions and with the GDPD.

12.18. In order to better perform its mission, by providing personal data to the Institute, the individual is giving consent to the Archdiocese’s to add and retain to the already collected information, any other personal information which will enable the Archdiocese to better fulfil the pastoral ministry which the individual is receiving or has requested.

12.19. By providing personal data to the Institute the individual is authorising it to share personal information with other Archdiocesan units or entities should this sharing enables any unit or entity (both giver and receiver) to better and easier perform any task or mission such unit or entity is responsible for or the data subject has requested; or is pastorally or administratively expected to perform. In receiving such information, the unit or entity assumes responsibility as joint data controller of that information.

Accuracy of information

12.20. The Archdiocese strives to ensure the accuracy of the personal data it has. However the individual also plays a part in ensuring that the personal data provided is correct.

12.21. The individual giving information is always assuming responsibility to give correct information, and to notify the Institute or any entity in possession of such data should such information change.

12.22. In line with article 18 of the GDPD, any individual who wishes to rectify any personal information may do so by contacting the Institute’s administrative staff who will advise on the procedure to follow according to the nature of the data.

Data subject rights

12.23. Without prejudice to other ecclesial and civil legislation, any individual has the right to request access to his/her personal data as per article 17 of the GDPD as well as the portability of the data as per article 22 of the GDPD, to object to the processing of data as per article 23 of the GDPD, to restrict processing as per article 20 of the GDPD, to request erasure of data or withdraw his or her consent to any collection as per article 19 of the GDPD, and to use or disclosure of his or her personal data.

12.24. Notwithstanding any other provision of this document, if the individual, through the right for data portability, requests the Institute to provide information to himself/herself or directly to an individual or to another organisation, the Institute is not responsible for any subsequent processing carried out by the individual or the other organisation. However, the Institute is responsible for the transmission of the data and needs to take appropriate measures to ensure that it is transmitted securely and to the right destination.

12.25. If any individual objects, withholds or withdraws his/her consent to the collection, use and disclosure of his/her personal data, the Institute may not be able to:

· Inform the individual with matters concerning a service he/she is receiving or asking for. This might result in hindering or losing eligibility to such service or pastoral care.

· Deal with any enquiries, difficulties or concerns that the individual might have related to deleted data, including rights to revise marks or re issuing of certificates, transcripts etc…

· May have impact one’s participation in the course with the consequences that the student will not be able to successfully complete the course.

12.26. Any individual who objects, withdraws consent, restricts processing or requests erasure of data will not affect the legality of the processing based on the consent prior to its withdrawal nor he/she will be exempted from any legal obligations in which he/she entered at the time when consent was granted.

12.27. All requests must be made in person and in writing. In cases where the individual does not wish to or cannot personally present the request, he/she may delegate someone else to present such a request. In this case, the person being delegated must be in possession of a legal document acknowledging such delegation. In case of minors or legally incapacitated persons, request can only be made by their parents, legal guardians or legally appointed curators. Requests are to be directed to the Secretary of the Board of the Institute. The individual must provide proper identification documents to confirm his/her identity. The individual will be advised on the exact timeframe required to respond to this request. However, this period shall be no longer than the time stipulated by law. Each notification will be acknowledged in writing within a maximum of 15 days from the time of notification.

12.28. The Institute may impose a reasonable charge on such requests as permitted by the Law.

12.29. In accordance with Applicable Law, the Institute and/or Archdiocese reserves the right to withhold any request if it would adversely affect the rights and freedoms of others. When a request is refused, the individual will be informed and may forward such a request to the DPO.

12.30. The individual may request the correction of any error or omission in relation to his/her personal data through a written request made to the Secretary of the Board of PFI.

12.31. Archive data including records regarding courses are not regulated by these terms and conditions nor by the GDPD, but by other legislation. Thus, any data classified as archival is to be generated, processed and disposed of according to such legislations.

Security, protection and retention of personal information

12.32. The Archdiocese will take reasonable security measures to safeguard the personal data collected. The Archdiocese mandates that personal data is handled with the appropriate care in order to protect it from unauthorised access or disclosure. All present and past staff members, other non-ecclesial staff, consultants and third-party service providers, insofar as they come into contact with personal data through their dealings with the Archdiocese, are bound by the Archdiocese’s data protection policies, procedures and code of ethics.

12.33. Unless in conflict with any other state or ecclesial legislation, the Archdiocese will only retain the personal data collected for as long as it is required for the fulfilment of the purposes or as allowed by any applicable law to be retained.

12.34. Without prejudge to article 12.33 and/or unless otherwise specified in the specific consent form or policy, retention periods are to be as follows:

· Registration for one-off activities: Up to 12 months following the termination of the activity.

· On-going programmes/courses: Up to 12 months following the termination of the programme but not more than 3 years from the date when the last consent was given.

· Data relating to issuing of Certificates and/or transcripts: Up to 120 months from the termination of program. Nevertheless, once a certificate and/or transcript is issued, should the certificate and/or transcript be lost, the Institute will not be responsible to reissue the certificate, and the individual would need to repeat the whole program/procedure and re provide any required material/information for a certificate to be reissued.

· Enrolment in a group or list: Up to the withdrawal of consent.

· Marketing, promulgation of information: Up to the withdrawal of consent.

· Photos, Videos and recordings: indefinitely retained in the historical archives according to the respective policies.

12.35. At the discretion the Institute or DPO, data may be delete before any retention period elapses should it be deemed as not any more necessary.

12.36. Any unsolicited personal data received from individuals will be assessed and only retained if it is deemed necessary for the provision of any services that are being provided or have been requested.

Data Protection Officer (DPO)

12.37. The Church Internal Rules provide for the appointment of a DPO whose functions include monitoring internal compliance and co-operating with the Supervisory Authority, with regards to, amongst others, security matters, official complaints and notification/communication of data breaches. The DPO is not the controller or the processor who is required to ensure and to be able to demonstrate that the processing is performed in accordance with the Regulation.

In this regard, any questions regarding this document, as well as any requests for the exercise of data subject rights, should be directed to the Institute’s administrative staff.

12.38. All feedback is taken seriously and will be reviewed accordingly.

12.39. If after contacting the DPO, the individual feels his/her rights have been breached, he/she has the right to lodge a complaint with the Supervisory Authority.

13. Questions and feedback

13.1. If there are any queries about these terms and conditions, mentioned forms or policies, one should contact the Institute’s administrative staff.

14. Changes to Terms and Conditions

14.1. The Institute may from time to time review these terms and conditions and amend them to reflect changes in legislation or other operational requirements. The institute is not responsible of notify the subjects with such changes but uploads these changes on pfi.edu.mt/tc. It is the subjects’ duty to regularly check for such updates.