Last updated: 3 May 2026
King’s Own Band Club (“the Club”, “we”, “us”) respects your privacy. This Privacy Policy explains what personal information we collect, why we collect it, how we use it, and the choices you have. The Club is a registered voluntary organisation in Malta and acts as the data controller for the personal information described below.
What we collect
- Identity and contact details: first name, surname, date of birth, address, city/town, postcode, email address, mobile number.
- Identification documents: images or scans of both sides of your ID card, submitted with your membership application to verify your identity.
- Membership records: application date, status (pending review, pending payment, current, expired, cancelled), member code, payment history.
- Consents and declarations: records of when you accepted this Privacy Policy and the applicant declaration.
Why we collect it
- To assess and process your membership application.
- To verify your identity and prevent fraudulent applications.
- To collect annual membership fees and issue receipts.
- To communicate with you about your membership, renewals, and Club activities.
- To comply with legal and regulatory obligations applicable to voluntary organisations.
Lawful basis
We process your personal information on the basis of your explicit consent given at the time of your application, the performance of our membership contract with you, and our legitimate interests in running the Club and protecting it from fraud.
How we store your data
Your personal information is stored in our secure CiviCRM database, hosted in the European Union. ID card images are stored in a private directory protected from public access and are only viewable by authorised committee members. Payments are processed by Stripe; we never see or store your full card details.
How long we keep it
- ID card images: deleted within six months of approval, or immediately if your application is declined.
- Membership and contact records: retained for as long as you remain a member and for up to seven years after your last interaction with the Club, in line with statutory record-keeping obligations.
Who we share it with
We do not sell your data. We share it only with: (a) members of the Club’s committee responsible for processing applications and managing memberships; (b) Stripe, our payment processor; (c) regulators or courts where required by law. Third-party service providers act under written agreements and only handle your data on our instructions.
Your rights
Under the GDPR and the Maltese Data Protection Act, you have the right to access, correct, delete, or restrict processing of your personal data, to object to processing, and to data portability. You may withdraw consent at any time. To exercise these rights, email info@kingsownbandclub.org. If you believe we have not handled your data properly, you may lodge a complaint with the Office of the Information and Data Protection Commissioner.
Cookies
This website uses only essential cookies necessary for the Membership area and CiviCRM forms to function. We do not use tracking or advertising cookies.
Contact us
If you have any questions about this Privacy Policy or the way we handle your data, please email info@kingsownbandclub.org.