Privacy Policy

Privacy Policy

Pauliana Said is committed to protect the privacy of all individuals including employees and clients accordingly.

This Privacy Policy provides you with information required to be provided where personal data are collected from data subject as per Art. 13 of the GDPR.

1. Data requested
2. Data collector & processors
3. Purpose of collecting data
4. Data Retention
5. Rights
6. Your Obligations
7. Lodging a compliant & Jurisdiction and Applicable Law
8. Changes to Privacy Policy

Here is our Privacy Policy, in case you need any clarification or any doubts, you can contact us on [email protected]

1. Data Requested

The data is collected for the sole purpose of the services required from Pauliana Said. Some of the data requested is for the purpose of other Legal and Regulatory Requirements in providing CSP, Tax Advisory, Payroll, Accountancy and Auditing Services. This includes data from the employees, the Client itself, the Client’s other involvements and connections which deems fit for the overall view of the Client or prospective Client.

The data is not sold to third parties.

The company has policies and procedures to be followed in collecting and storing data. Although we do our utmost to reduce any chance of data breach, we cannot warrant that any unauthorised access will not occur. In case of any suspected breach / changes, you will be notified immediately after the Authorities are notified.

2. Data Collector and Processor

The data collector is the business of Pauliana Said itself, address 36, St. Dminka Street Victoria Gozo, Malta.

The data is processed by Pauliana Said. Pauliana Said also uses software systems to process the data collected. The software systems in use are only for the purpose of the work related to the services. Third parties used for data processing include:

• XPM (used for the basic data on the Client and the workload related to such Client)
• Xero (used for invoicing)
• Binderr App (used for collection of data for Risk Assessments and connection to MBR and other obligatory requirements, including IP Address where appliable)
• Shireburn – Indigo (used for payroll services) 
• Vcita App – appointment booking app
• Sharepoint Portal – retention of documents
• Sage/Xero – for accounting purposes

4. Data Retention

Thedatacollectedwillbekeptfornolongerthanthebusinessisobligedtokeepsuchdata.Regulations and legal obligation that affect the retention of data including but not limited to the Anti Money Laundering and Funding of Terrorism.

After the period of retention, the Personal Data is erased from our database and systems.

5. Rights

If you would like to contact us to make use of any of your rights, kindly email us on [email protected] or send us a registered mail using our office address: 36, St. Dminka Street, Victoria Gozo, Malta VCT 9030

The main Rights you can make use of are:

• Right for Access – you have the right to know which data we hold on you
• Right of Rectification – you have the right to correct or change any data we have if it is inaccurate
• Right of Deletion – you have the right to ask for data to be deleted, if such data is not a necessity / requirement by law and justifiable. Pauliana Said has the right to Object and Deny such request, including when the data is kept as an obligation or when the data is needed for legal purpose such as to defend a claim
• Right for Data Portability – any data that you require to use with others, will be sent directly to you in a readable format either digitally or in hardcopy, then you can send the data to anyone
• Right to Withdraw Consent – we will stop processing data which is not a legal requirement

6. Your Obligations

By providing us with your personal data you acknowledge that you require to state the truth, factual and give accurate and complete information. Any changes in information are to reach us to ensure that data is kept up to date

7. Lodging a Complaint & Jurisdiction and Applicable Law

In case you have any complaint on the retention of data, you can reach us on [email protected] or by a registered address mail: 36, St. Dminka Street, Victoria Gozo, Malta VCT 9030 and you can also inform the Data Protection Commissioner of Malta as per Art 77 of the GDPR.

Any disputes shall be governed and construed in accordance with Maltese law.

8. Changes to Privacy Policy

The Privacy Policy is subject to changes. In such case, clients and employees will be informed of such changes by email.

Last updated: September 2025