1. Who is responsible for your information
Culinary Media Ltd, trading as MediaMatic, is the data controller for the personal information described in this notice. The correspondence address is Triq Patri Guzepp Portelli, Qala, Gozo, Malta. We serve businesses in Malta, Gozo and selected markets elsewhere.
Privacy questions and rights requests can be sent to [email protected]. We may need to verify your identity before disclosing, correcting or deleting information.
2. Information we collect
The information depends on how you use the website and services. It may include:
- identity and contact information, including name, business name, email address, telephone or WhatsApp number and postal address;
- enquiry, consultation and estimate details, including project type, budget indicators, preferred contact time, NDA preference and message content;
- newsletter details, marketing preferences, consent records, validation status and unsubscribe history;
- support-ticket and portal information, including subject, description, priority, website address, replies, attachments, account records and secure-link activity;
- client and project records, including proposals, approvals, contracts, invoices, service history, domains, hosting and software details;
- technical and security information such as IP address, browser, device, user agent, referring page, timestamps, login events, error logs and suspicious activity; and
- correspondence, complaints, accessibility requests and other information you choose to provide.
Please do not send passwords, complete payment-card details, private keys or unnecessary special-category personal data through ordinary forms or tickets.
3. How we collect information
We collect information directly when you complete a form, subscribe, request an estimate, open or reply to a ticket, use the client portal, enter a contract or contact us. Limited technical information is created automatically by WordPress, hosting, caching and security systems.
We may also receive business contact information from a colleague, authorised representative, referral partner, public business source or service provider. Where the information was not obtained directly from you, we will provide the information required by law at the appropriate time and respect valid objections.
4. Why we use information
Contract and steps before a contract
To answer requested consultations and estimates, provide agreed services, manage accounts, deliver support, maintain websites, communicate about projects and administer invoices.
Legitimate interests
To respond to enquiries, maintain appropriate business records, secure and improve our systems, prevent misuse, understand service performance, recover debts and establish or defend legal claims. We balance these interests against your rights and reasonable expectations.
Consent
For newsletter marketing, optional cookies and other processing where consent is the appropriate basis. You may withdraw consent at any time without affecting earlier lawful processing.
Legal obligations
To comply with Maltese and European Union tax, accounting, consumer, data-protection, regulatory and lawful-disclosure obligations.
5. Forms, Central CRM, MailerPress and email validation
Website forms are built with Breakdance and may store a submission in the WordPress database. Enquiry and newsletter details may be sent automatically to Central CRM so that we can keep a consistent contact and activity history.
Newsletter subscriptions are managed through MailerPress on the MediaMatic website. Subscription details, consent status, delivery events and unsubscribe requests may be recorded there and in Central CRM.
When an email address is submitted for newsletter use, it may be sent to emailvalidationtool.org to check whether the address appears deliverable or unsafe. The validation result and aggregate validation statistics may be stored. This check supports data quality and abuse prevention; it is not used to make a decision producing legal or similarly significant effects.
6. Support tickets and client portal
WP Ticket Central stores ticket details, replies, references, status information and uploaded files inside the MediaMatic WordPress environment. A ticket may also create or update a contact, note or activity in Central CRM.
Existing clients may sign in or request a private, time-limited email link. Login, two-factor authentication and secure-link events may be logged to protect accounts and investigate misuse. Ticket information is visible only to authorised MediaMatic personnel and the properly authenticated client or email recipient.
7. Who receives information
We do not sell personal information. We may share only what is reasonably necessary with:
- hosting, backup, security, email-delivery, domain and technical-support providers;
- email-validation and communications providers;
- software providers where support access is required and appropriately controlled;
- accountants, legal advisers, insurers and other professional advisers;
- regulators, courts, law-enforcement bodies or others where disclosure is legally required or necessary to protect rights and security; and
- a buyer or successor where the business or relevant assets are reorganised, subject to appropriate confidentiality and data-protection safeguards.
A client may be the controller for personal information contained in a website or system we manage on its instructions. Where MediaMatic acts as processor, the client agreement or a data-processing agreement governs that processing.
8. International transfers
Some providers may process information outside Malta or the European Economic Area. Where Chapter V of the GDPR applies, we use an adequacy decision, approved Standard Contractual Clauses or another lawful transfer mechanism, together with proportionate security and provider checks.
9. How long we keep information
We keep information only for as long as needed for the relevant purpose, legal requirements and the establishment or defence of claims. Typical working periods are:
- routine enquiries that do not become client work: generally up to 24 months after the last meaningful contact;
- client, project, invoice and support records: for the relationship and normally up to six years afterwards, or longer where Maltese tax, accounting or legal obligations require;
- newsletter records: until you unsubscribe or object, with a minimal suppression record retained so we honour that choice;
- routine security and technical logs: for a shorter operational period unless needed to investigate an incident; and
- backups: until replaced through the applicable secure backup cycle.
A record may be kept longer where a complaint, dispute, security incident or legal obligation requires it, and deleted sooner where there is no continuing lawful need.
10. Your data-protection rights
Depending on the circumstances, you may request access, correction, erasure, restriction or portability; object to processing based on legitimate interests; object at any time to direct marketing; and withdraw consent.
Rights are not absolute. We may need to verify identity and may retain information where law, legal claims or another person’s rights require it. The Malta Information and Data Protection Commissioner provides further guidance.
11. Security, children and automated decisions
We use proportionate technical and organisational measures including access control, secure connections, updates, backups, private ticket access and monitoring. No online system can promise absolute security.
The website and services are intended for businesses and adults. We do not knowingly offer client accounts or newsletter subscriptions to children. We do not use website or CRM information to make solely automated decisions that produce legal or similarly significant effects.
12. Contact and complaints
Contact [email protected] or use the contact page. You may also lodge a complaint with Malta’s Office of the Information and Data Protection Commissioner.
This notice is based on the EU General Data Protection Regulation and Malta’s Data Protection Act. We will update it when systems, providers or legal requirements materially change.