FTS Job Applicant Privacy Notice

Notice Initiation Date: 01.10.2025

Version: 1

Last Amended Policy Date: n/a

 

Table of Contents

 

  1. Introduction and Scope
  1. Data Controller
  1. Data Protection Principles 
  1. Personal Data We Process and Why
  1. Sharing of Personal Data
  1. Protection of Personal Data 
  1. Data Retention 
  1. Your Rights 
  1. Failure to Provide Data 
  1. FTS Data Protection Officer Contact Details 
  1. Changes to this Privacy Notice

 

 

  1. Introduction and Scope

The Foundation for Tomorrow’s Schools (FTS) is committed to comply with all applicable data protection and privacy legislation and takes its responsibilities regarding information security very seriously.

Any personal data collected by FTS during the recruitment process is processed in accordance with this Job Applicant Privacy Notice, the EU General Data Protection Regulation (Regulation (EU) 2016/679) (“GDPR”), the Data Protection Act (Chapter 586, Laws of Malta), subsidiary legislation, and the ePrivacy Regulations 2011. 

 

  1. Data Controller

The Foundation for Tomorrow’s Schools (“FTS”, “we”, “us”, or “our”) is the data controller of all personal information collected and used in relation to job applicants for FTS vacancies.

 

  1. Data Protection Principles

As part of its recruitment process, FTS collects and processes personal data in line with these core GDPR principles:

  • Processed lawfully, fairly, and transparently.
  • Collected only for specified, explicit, and legitimate purposes.
  • Adequate, relevant, and limited to what is necessary.
  • Accurate and kept up to date.
  • Stored no longer than necessary.
  • Processed securely to ensure confidentiality, integrity, and availability.

 

  1. Personal Data We Process and Why

We only collect personal data that we genuinely need for recruitment purposes and will not retain it longer than necessary.

 

Legal bases for processing: 

We will process your data where it is:

  • Necessary to take steps before entering into an employment contract with you.
  • Necessary to comply with legal obligations.
  • Necessary for our legitimate interests (or those of a third party) where your rights do not override those interests.
  • Necessary for the performance of a task carried out in the public interest.

 

Categories of personal data collected:

  • Identification details (name, surname, residential address, ID/passport number, residency/work permit, driving licence, and other official documentation).
  • Contact details (email, phone number/s).
  • Academic and professional qualifications, professional warrants, training certificates, and recognition of qualifications in Malta.
  • Curriculum Vitae (CV), skills, work experience, and employment history.
  • Referral letters, including by past employers.
  • Proof of identity and qualifications.
  • Police conduct and, where applicable, criminal records.
  • Health information where necessary (e.g., for health and safety or reasonable adjustments).
  • Disability status where adjustments may be required.
  • Bank details (for payroll, if applicable).
  • Marital status and tax information.
  • Next-of-kin details for emergencies.
  • Right-to-work documentation for Malta.

 

Sources of personal data: 

  • Directly from you via application forms, CVs, interviews, and supporting documents.
  • From official documents provided by you.
  • From third parties (e.g., previous employers, recruitment agencies) after a job offer is made, with your knowledge.
  • We process special categories of data (e.g., health, disability, criminal records) only when legally permitted and necessary for recruitment or employment obligations.

We process special categories of data (e.g., health, disability, criminal records) only when legally permitted and necessary for recruitment or employment obligations.

 

  1. Sharing of Personal Data

Your information will only be shared internally where necessary for recruitment, including:

  • Human Resources and the employment lifecyle.
  • Interviewers and relevant hiring managers.
  • Payroll and IT (if necessary for recruitment-related systems setup).

 

We may share your data externally:

  • With local authorities or regulators where legally required.
  • With legal advisors if required for the exercise or defence of legal claims.

 

Any third-party service providers acting on our behalf are contractually bound to apply GDPR-level security and confidentiality, process data only under our instructions, and not retain it beyond our instructions.

 

  1. Protection of Personal Data

We maintain appropriate technical and organisational measures to protect personal data against unauthorised access, misuse, alteration, and loss.

If a data breach occurs that risks your rights and freedoms, we will notify you and the Information and Data Protection Commissioner (IDPC) as required by law.

 

  1. Data Retention
  • Successful applicants: Data retained in your employee file for the duration of employment plus ten (10) years after termination.
  • Unsuccessful applicants: Data retained for one (1) year after the conclusion of the recruitment process.

At the end of these periods, data will be securely deleted and destroyed.

 

  1. Your Rights

Under GDPR, you have the right to:

 

  • Access your personal data.
  • Request rectification of inaccurate data.
  • Request erasure where no lawful basis exists for retention.
  • Restrict processing in certain circumstances.
  • Object to processing carried out under legitimate interest or public interest.
  • Data portability (receive your data in a structured, machine-readable format).
  • Withdraw consent where processing is based on consent.
  • Not be subject to automated decision-making or profiling without safeguards.

To exercise these rights, contact our Data Protection Officer (details in Section 10). No fee applies unless requests are excessive.

 

If unsatisfied, you may complain to the Lead Supervisory Authority’s Data Protection Commisioner, Floor 2, Airway House, Triq il-Kbira, Tas-Sliema, SLM 1549 or visit:
https://idpc.org.mt/en/Pages/contact/complaints.aspx

 

  1. Failure to Provide Data

You are not legally obliged to provide personal data during recruitment. However, failure to do so may mean we cannot process your application.

 

  1. FTS Data Protection Officer Contact Details

 

Postal Address:

The Data Protection Officer
Foundation for Tomorrow’s Schools (FTS)
Head Office
Sir Adrian Dingli Street
Pembroke, PBK 1940
Malta

 

Telephone:
00356 2356 9220

 

Email:
brian.giorgio@fts.mt
info@fts.mt

 

  1. Changes to this Privacy Notice

We may update this Privacy Notice from time to time. Any significant changes will be communicated directly to you and posted on the FTS website.