1. What personal data we collect

We may collect the following information:

​

• Your name and contact details (email, phone number)

• Your job title or role (e.g. farmer, advisor, policymaker)

• Organisation or cooperative you represent (if applicable)

• Your expressed interest in participating in project activities

In some cases, we may ask if you’re affiliated with a cooperative or network, solely for ensuring diverse representation in focus groups or discussions.

We do not collect sensitive personal data unless clearly needed and always with your explicit consent.

 

2. Why we collect your data

We collect data to:

​

• Keep you informed about GreenFit activities and events

• Invite you to workshops, focus groups or interviews

• Share project results, reports and updates relevant to your work

• Support fair and balanced participation across sectors

​

We only collect what we need, and always for specific, clearly stated purposes.

 

3. How your data is used and shared

 

• Your data is stored securely and only accessible by authorised project staff

• It will never be sold, shared outside the project, or used for unrelated purposes

• If we publish insights or data, they will be fully anonymised

• We may use trusted tools (including AI-based ones) to support transcription or data analysis - but this is done under human supervision and in accordance with strict data protection controls

​

​

4. Storage, retention and deletion

Your data is stored on secure servers managed by the project partners and backed up in encrypted formats.
We retain personal data only as long as needed for project purposes, and no longer than 5 years after the end of the GreenFit project. After this period, your data will be deleted or archived securely.

 

5. Your rights

 

• Under GDPR, you have the right to:

• Access the data we hold about you

• Correct any inaccuracies

• Withdraw your consent at any time

• Request that your data be deleted

• Restrict or object to processing in certain circumstances

• Lodge a complaint with the Office of the Information and Data Protection Commissioner (IDPC) in Malta

 

To exercise any of these rights, contact us at: greenfit@merill.com.mt

​

6. Consent and participation

By signing up to participate in GreenFit events, activities, or communications, you are providing informed consent for us to process your personal data as described here. Consent is always voluntary, and you can withdraw it at any time.

​

7. Use of previously collected data

In some cases, we may reach out using contact details collected through past projects. These contacts were gathered with consent and participants were informed they may be contacted again for related initiatives.

​

You can opt out at any time.

​

8. AI tools and digital services

We may use AI-assisted tools to help summarise discussions or generate written content (e.g. reports or visual materials). These tools are used internally only, with outputs verified by project staff before use. No personal data is processed by third-party AI without proper safeguards.

​

​

9. Photos, videos, and recordings at events

​

From time to time, we may take photographs or record video/audio during GreenFit events, such as workshops, focus groups or public seminars. These materials may be used for communication and dissemination purposes, including publications, websites, and social media.

Separate consent will always be requested at each event before any identifiable images or recordings of you are used. You will have the opportunity to opt out or request anonymity (e.g. no face shown, blurred, or excluded from group photos).

10. Changes to this statement

We may occasionally update this Privacy Statement to reflect changes in the law or project practices. The most recent version will always be available on our official websites.

If you have any questions, feel free to reach out: greenfit@merill.com.mt