SolCity Malta Ltd

Privacy Policy

Last updated: [26/06/2026]

SolCity Malta Ltd respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store and protect personal data when you use our group website, contact us, make an enquiry, proceed to book accommodation at one of our properties, or stay at one of our properties.

This Privacy Policy applies to the SolCity Malta Ltd group website and to general data processing carried out by SolCity Malta Ltd in connection with its accommodation group. Individual properties may also have their own privacy notices or booking terms, particularly where bookings are made through their own websites or third-party booking platforms.

1. Data Controller

The data controller is:

SolCity Malta Ltd
Registered address:
Triq Santu Wistin
Paceville, St Julian’s
STJ 1904
Company registration number: C92883
Email: info@solcitymalta.com

For privacy-related requests, you may contact us using the details above.

2. Scope of This Policy

This Privacy Policy applies to personal data processed in connection with:

  • visits to the SolCity Malta Ltd group website;
  • enquiries submitted through contact forms, email, telephone or other communication channels;
  • booking-related communication;
  • redirection from the group website to individual property websites or booking platforms;
  • guest registration and accommodation services;
  • payments, deposits and pre-authorisations;
  • legal, accounting and administrative obligations;
  • customer service and complaint handling;
  • security and property management.

Where you are redirected to an individual property website or third-party booking platform, that website or platform may have its own privacy policy and terms. We encourage you to read those policies before submitting personal data or completing a booking.

3. Personal Data We May Collect

Depending on how you interact with us, we may collect and process the following categories of personal data:

3.1 Contact and Identification Details

This may include:

  • full name;
  • email address;
  • telephone number;
  • postal address;
  • nationality;
  • date of birth, where required;
  • passport, identity card or travel document details, where required by law or accommodation registration procedures.

3.2 Booking and Stay Details

This may include:

  • property selected;
  • arrival and departure dates;
  • room or apartment type;
  • number of guests;
  • guest preferences and special requests;
  • booking reference;
  • rate plan and payment conditions;
  • cancellation or amendment details;
  • check-in and check-out information;
  • communication with the property before, during or after the stay.

3.3 Payment and Transaction Details

This may include:

  • payment method;
  • transaction details;
  • partial card details where processed by authorised payment providers;
  • invoices and receipts;
  • deposit or pre-authorisation details;
  • refund information, where applicable.

We do not intentionally store full payment card details on the SolCity Malta Ltd group website. Card payments are normally processed through secure third-party payment providers, booking engines, property systems or authorised platforms.

3.4 Website and Technical Data

When you visit our website, certain technical data may be collected automatically, such as:

  • IP address;
  • browser type and version;
  • device type;
  • operating system;
  • pages visited;
  • date and time of visit;
  • referring website;
  • cookies and similar technologies.

3.5 Communication Data

If you contact us, we may process:

  • email correspondence;
  • contact form submissions;
  • telephone call details;
  • messages sent through booking platforms;
  • complaint or feedback details;
  • records of requests made before, during or after your stay.

3.6 CCTV and Security Data

Some properties may operate CCTV systems in public or common areas for safety, security and crime prevention purposes. CCTV is not used in private guest rooms or private bathrooms.

Where CCTV is in use, signs may be displayed at the relevant property.

4. How We Collect Personal Data

We may collect personal data directly from you when you:

  • visit our website;
  • complete an enquiry or contact form;
  • contact us by email, phone or message;
  • proceed to book through an individual property website;
  • book through a third-party booking platform;
  • check in at one of our properties;
  • provide identification documents;
  • make a payment;
  • request assistance, make a complaint or provide feedback.

We may also receive personal data from third parties, including:

  • online travel agencies;
  • booking platforms;
  • booking engines;
  • payment processors;
  • channel managers;
  • property management systems;
  • travel agents;
  • corporate clients;
  • other guests included in the same booking.

5. Purposes for Processing Personal Data

We may process personal data for the following purposes:

  • to respond to enquiries;
  • to manage bookings and reservations;
  • to provide accommodation services;
  • to verify guest identity;
  • to comply with guest registration and legal requirements;
  • to process payments, deposits, refunds and invoices;
  • to communicate with guests before, during and after their stay;
  • to manage check-in and check-out;
  • to handle special requests;
  • to provide customer support;
  • to manage complaints or disputes;
  • to protect guests, staff, visitors and property;
  • to prevent fraud, misuse or unauthorised activity;
  • to comply with accounting, tax and legal obligations;
  • to improve our website, services and guest experience;
  • to manage internal business administration;
  • to send marketing communications, where permitted by law or where consent has been given.

6. Legal Basis for Processing

We process personal data only where we have a lawful basis under applicable data protection law. The legal bases we may rely on include:

6.1 Performance of a Contract

We process personal data where necessary to manage a booking, provide accommodation services, process payments, communicate with guests and fulfil our obligations connected to a stay.

6.2 Legal Obligation

We may process personal data where required by law, including accommodation registration requirements, tax obligations, accounting requirements, public authority requests and compliance with applicable regulations.

6.3 Legitimate Interests

We may process personal data where necessary for our legitimate business interests, provided that such interests are not overridden by your rights and freedoms. This may include customer service, property security, fraud prevention, business administration, complaint handling and service improvement.

6.4 Consent

Where required, we may rely on your consent, for example for certain marketing communications or non-essential cookies. Where processing is based on consent, you may withdraw your consent at any time.

6.5 Vital Interests

In limited circumstances, we may process personal data where necessary to protect the vital interests of a guest or another person, for example in a medical or safety emergency.

7. Guest Identification and Legal Requirements

Guests may be required to provide valid identification documents, such as a passport, national identity card or other recognised travel document.

This information may be required for guest registration, legal compliance, security and accommodation administration. If required information is not provided, the relevant property may be unable to complete check-in or provide accommodation.

8. Environmental Contribution and Accommodation Records

Accommodation providers in Malta are required to collect and administer the Environmental Contribution where applicable. For this purpose, certain guest and stay information may be processed, including number of guests, guest ages, length of stay and chargeable guest nights.

Such information may be retained and reported where required for tax, audit, accounting or legal compliance purposes.

9. Sharing Personal Data

We may share personal data where necessary with:

  • individual properties within the SolCity Malta Ltd group;
  • booking engines and reservation systems;
  • property management systems;
  • channel managers;
  • online travel agencies and booking platforms;
  • payment processors and banks;
  • IT, website and hosting providers;
  • accountants, auditors and professional advisers;
  • insurance providers, where relevant;
  • legal advisers and debt recovery providers, where necessary;
  • public authorities, regulators, tax authorities, law enforcement or other bodies where required by law;
  • service providers who support our operations.

We only share personal data where necessary and appropriate. Service providers acting on our behalf are expected to process personal data securely and only in accordance with applicable legal requirements.

10. International Transfers

Some service providers, booking platforms, payment providers or technology systems may process personal data outside Malta or the European Economic Area.

Where personal data is transferred outside the European Economic Area, we aim to ensure that appropriate safeguards are in place, such as adequacy decisions, standard contractual clauses or other lawful transfer mechanisms required under data protection law.

11. How Long We Keep Personal Data

We retain personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, tax, reporting and operational requirements.

Retention periods may vary depending on the type of data and the reason for processing. For example:

  • booking and guest stay records may be retained for the period required for accounting, tax, legal and operational purposes;
  • invoices and accounting records may be retained in accordance with applicable legal requirements;
  • enquiry emails may be retained for a reasonable period to manage communication and follow-up;
  • complaint and dispute records may be retained for as long as necessary to manage or defend claims;
  • CCTV footage, where used, is normally retained for a limited period unless required for investigation, security or legal purposes.

[Insert specific retention periods if available.]

12. Cookies and Similar Technologies

Our website may use cookies and similar technologies to operate properly, improve user experience, analyse website traffic and support marketing or booking-related functions.

Cookies may include:

  • strictly necessary cookies;
  • functionality cookies;
  • analytics cookies;
  • marketing or advertising cookies;
  • third-party cookies from embedded tools, maps, videos, booking engines or social media platforms.

Where required by law, non-essential cookies will only be used with your consent. You may manage or withdraw cookie consent through the cookie banner or cookie settings available on the website, where applicable.

For further details, please refer to our Cookie Policy, where available.

13. Marketing Communications

We may send marketing communications only where permitted by law. This may include where you have given consent or where we are otherwise allowed to contact you about similar services.

You may opt out of marketing communications at any time by using the unsubscribe link in our emails, where available, or by contacting us directly.

We will not sell your personal data to third parties for their own marketing purposes.

14. Security of Personal Data

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include access controls, secure systems, staff procedures, password protection, secure payment processing and limiting access to personal data to those who need it for legitimate business purposes.

However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

15. Your Data Protection Rights

Subject to applicable law, you may have the following rights in relation to your personal data:

  • the right to access your personal data;
  • the right to request correction of inaccurate or incomplete data;
  • the right to request deletion of your personal data;
  • the right to restrict processing;
  • the right to object to processing;
  • the right to data portability;
  • the right to withdraw consent where processing is based on consent;
  • the right to object to direct marketing;
  • the right to lodge a complaint with a supervisory authority.

To exercise your rights, you may contact us using the details provided in this Privacy Policy.

We may need to verify your identity before responding to a request. Some rights may be limited where we are required to retain or process data for legal, contractual, tax, accounting, security or legitimate business reasons.

16. Complaints

If you have concerns about how your personal data is handled, please contact us first so that we can try to resolve the matter.

You also have the right to lodge a complaint with the Malta Information and Data Protection Commissioner.

17. Third-Party Websites

The SolCity Malta Ltd group website may contain links to individual property websites, booking engines, payment pages, third-party booking platforms or other external websites.

We are not responsible for the privacy practices, content or security of third-party websites. You should read the privacy policy of any website you visit before submitting personal data.

18. Children’s Data

Our accommodation services are not directed at children booking independently. Where children are included in a booking, their personal data may be processed as necessary for booking, guest registration, legal, safety or operational purposes.

Information relating to children should normally be provided by a parent, guardian or responsible adult.

19. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, systems or business operations.

The latest version will be published on this website. Guests and website users are encouraged to review this Privacy Policy periodically.

20. Contact Us

For questions about this Privacy Policy or how your personal data is handled, please contact:

SolCity Malta Ltd
Address: Triq Santu Wistin
Paceville, St Julian’s
STJ 1904
Email: info@solcitymalta.com