PRIVACY NOTICE AND CONSENT FORM
The European Space Agency (herein the “Agency” or “ESA”) is an intergovernmental organisation established by its Convention opened for signature in Paris on 30 May 1975 having its headquarters located at 24 rue du Général Bertrand, CS 30798, 75345 Paris Cedex 07, France.
Protection of Personal Data is of great importance for ESA, which strives to ensure a high level of protection as required by the ESA Framework on Personal Data Protection (herein the “ESA PDP Framework”) which applies in this field. ESA implements appropriate measures to preserve the rights of data subjects, to ensure the processing of personal data for specified and legitimate purposes, in a not excessive manner, as necessary for the purposes for which the personal data were collected or for which they are further processed, in conditions protecting confidentiality, integrity and safety of personal data and generally to implement the principles set forth in the PDP Framework, available at: http://www.esa.int/About_Us/Law_at_ESA/Highlights_of_ESA_rules_and_regulations
ESA PDP Framework is composed of the following elements:
- the Principles of Personal Data Protection, as adopted by ESA Council Resolution (ESA/C/CCLXVIII/Res.2 (Final)) adopted on 13 June 2017;
- the Rules of Procedure for the Data Protection Supervisory Authority, as adopted by ESA Council Resolution (ESA/C/CCLXVIII/Res.2 (Final)) adopted on 13 June 2017; and
- the Policy on Personal Data Protection adopted by Director General of ESA on 5 February 2018 and effective on 1 March 2018.
This notice is intended to inform you, as data subject, about:
- the identity of the data controller and contact details of ESA Data Protection Officer (“DPO”);
- the type of personal data which is collected and processed;
- the modalities of collection of personal data;
- the purpose of the collection and processing;
- the recipients (if any) to whom the personal data of the data subject shall be disclosed;
- the time-limits for storing the personal data;
the practical modalities of exercising the rights of the data subject under the ESA PDP Framework.
(1) Who is the Data Controller?
Your personal data are collected and further processed as shown below upon the decision taken alone by ESA. Thus the Data Controller is ESA.
(2)What are the contact details of ESA Data Protection Officer?
According to ESA PDP Framework, your first point of contact concerning personal data matters is the ESA Data Protection Officer (“DPO”), who may be contacted at DPO@esa.int
For further information on the situations in which you may contact the ESA DPO, please refer to the questions below.
(3)What kind of personal data about you are collected and further processed?
The personal data which may be collected and further processed for the purposes mentioned below are in particular photos and videos.
You are required not to send to the Agency any sensitive information (including information that indicate, directly or indirectly, the personnel’s ethnic origin, political opinions, adhesion to unions, parties etc., health situation, sexual orientation).
(4) How are your personal data collected or further processed?
Your personal data may be collected by various means, including via registration for the event, by your response to an email, and by photography and videography at the event.
(5) Why are your personal data collected and further processed?
Your personal data are collected and further processed to enable your attendance at the Event, to highlight and promote the Event, to communicate the Event as well as to promote similar events, in the future on any media. Photos and videos taken during the event may be posted on ESA’s social media channels (Twitter, Facebook, Instagram, Google+, flickr, YouTube) and on the ESA website (www.esa.int).
In addition to these purposes, the Agency may use your personal information for any of the purposes mentioned in Article 5 of the Policy on Personal Data Protection.
(6)To whom might we disclose your personal data?
The Agency may disclose your personal data to any of the following third party recipients for the fulfilment of all or part of the purposes of the collection and processing of personal data, which are mentioned above:
Recipient acting as Co-Controller for registration to the Event…
- Eventbrite: https://www.eventbrite.co.uk/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_GB
- Servers of the recipient are located in: Outside the EU
Photos and videos may be shared on the following channels, servers of the recipient are located in: Outside the EU:
Google+ & YouTube: https://policies.google.com/privacy?hl=en&gl=ZZ
The Agency does not consider your personal data as an asset for sale and, thus, does not does not sell your personal data to any third parties.
(7) How long do we retain your personal data for?
The Agency may keep your personal data for as long as necessary for the fulfilment of the above-mentioned purposes. Your Personal Data shall be deleted thereafter.
(8)How can you erase, rectify, complete or amend your personal data?
The Agency is keen to collect and process accurate personal data and to keep it to date. You may request the erasure, rectification, completion or amendment of your personal data if, and to the extent that it is inaccurate or incomplete, having regard to the purposes for which they are collected and processed, or if they are processed in violation with the principles referred in ESA PDP Framework.
If you choose to make a request for the erasure of personal data, you understand and agree that ESA cannot process the registration to the event.
The above-mentioned request should be submitted to the ESA DPO, as first point of contact, by sending an email to: firstname.lastname@example.org
- Copy to: email@example.com
(9)What could you do in case of a data protection incident?
In case of a data protection incident, you should contact ESA DPO, as first point of contact, by sending an email to: firstname.lastname@example.org
In case you wish to submit a complaint, you are required to comply with the Rules of Procedure of the Supervisory Authority set forth by ESA PDP Framework. You will be required to demonstrate that a data protection incident occurred in relation to your personal data, following a decision of the Agency or at least to justify serious reasons to believe that such incident occurred.
(10) Your consent
Your consent is required
By attending the ESA Open Day at ESTEC you agree to ESA framework on Personal Data Protection and to the processing of your personal data, or as a parent for that of your child(ren), by, or on behalf of, the Agency, as mentioned in the ESA Privacy Notice and Consent form as follows:
- By replying to the registration and request for consent email that was sent to you.
How and when can you withdraw your consent?
You will be able to withdraw your consent depending on the modality used to collect your personal data, in particular:
Last update: 4 October 2018