Privacy Policy

1. Who We Are

Permia is a Malta-based Single Permit and employment licence advisory service. Our registered place of business is in Malta. For data protection queries, contact us at: info@permia.mt or call +356 7920 2040.

2. Data We Collect

From Employers (Client Contacts)

• Full name, job title, and company name
• Business email address and phone number
• Company registration details
• Billing and payment information
• Communication history with Permia

From Applicants (Third-Country Nationals)

• Full name, date of birth, nationality, and passport details
• Current and previous addresses
• Employment contract and salary information
• Qualifications, education, and work history
• Health insurance documentation
• Police conduct certificate and biometric data (as required by Identità)
• Housing documentation
• Any additional documents required for the permit application

3. Legal Basis for Processing

We process personal data on the following legal bases:

• Contract performance — to provide the permit services you have engaged us for
• Legal obligation — to comply with Maltese immigration law and Identità requirements
• Legitimate interests — for internal business administration and service improvement
• Consent — where you have provided explicit consent (e.g. marketing communications)

4. How We Use Your Data

• Preparing and submitting Single Permit and employment licence applications
• Communicating with Identità, Jobsplus, and other Maltese authorities on your behalf
• Tracking application status and managing renewals
• Invoicing and financial record-keeping
• Responding to enquiries and providing customer support
• Complying with legal and regulatory obligations

5. Data Sharing

We share personal data only where necessary:

• Identità (Identity Malta) — as required for permit submissions
• Jobsplus — for employment licence applications and labour market assessments
• Malta Police Immigration — as required during processing
• Our IT and CRM service providers — under strict data processing agreements

We do not sell personal data to third parties. We do not share data for marketing purposes without explicit consent.

6. Data Retention

We retain personal data for as long as necessary to fulfil the purposes for which it was collected, and as required by Maltese law. Typically:

• Client and applicant records are retained for 5 years after the last transaction
• Financial records are retained for 7 years for VAT and accounting purposes
• Application documents are deleted or securely destroyed after the retention period

7. Your Rights

Under GDPR, you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — correct inaccurate or incomplete data
• Erasure — request deletion where we have no legitimate basis to retain it
• Restriction — restrict processing in certain circumstances
• Portability — receive your data in a structured, machine-readable format
• Objection — object to processing based on legitimate interests
• Withdraw consent — at any time, without affecting prior processing

To exercise any of these rights, contact us at info@permia.mt. We will respond within 30 days.

8. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration, or destruction. This includes encrypted file storage, access controls, and secure communication channels.

9. International Transfers

Where personal data is transferred outside the EU/EEA (for example, to cloud service providers), we ensure adequate safeguards are in place including Standard Contractual Clauses approved by the European Commission.

10. Complaints

If you believe your data has been mishandled, you have the right to lodge a complaint with the Office of the Information and Data Protection Commissioner (IDPC) in Malta:

• Website: idpc.org.mt
• Email: idpc.info@gov.mt
• Phone: +356 2328 7100

11. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated by posting a notice on our website. The effective date at the top of this page will be updated accordingly.

12. Contact

For any privacy-related queries: info@permia.mt  ·  +356 7920 2040