Introduction

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.

This notice is also enabling ESA to obtain your consent relating to the collection and further processing of your personal data, under ESA PDP Framework. This privacy notice was last updated on: 2022-09-27.

(1) Whom is the Data Controller?

Your personal data is collected and further processed as shown below upon the decision 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.

(3) What type of personal data about you is collected and further processed?

The personal data which may be collected and further processed for the purposes mentioned below are in particular: 

• Title
• First and last name
• Address
• Phone number(s)
• E-mail
• Company / organisation name

You are required not to send to the Agency any sensitive information (including information that indicate, directly or indirectly, an individual’s racial or ethnic origin, political opinions, adhesion to unions, religious or philosophical beliefs, health life, sexual orientation, genetic or biometric data, criminal convictions).

(4) How is your personal data collected or processed?

Your personal data may be collected by various means, including via 

• Invitation to attend Space Microwave Week
• Registration to Space Microwave Week
• Entry onto ESA sites
• Abstract and full paper submission
• Registration to Space Microwave Week Conference
• Pre-recorded presentations and recorded sessions (where you have consented)

(5) Why is your personal data collected and processed?

Your personal data are collected and further processed so that

• to manage your relationship with the Agency as well as your requests and applications in relation to Space Microwave Week.
• to enable your participation in Space Microwave Week.
• to send you notifications in connection with Space Microwave Week.
• to communicate your personal data to third-parties collaborators, contractors and/or partners involved in the organisation of Space Microwave Week.
• to provide you access to ESA-ESTEC.
• to manage your abstract and full paper submission for Space Microwave Week;
• to send you announcements, newsletters with logistics information required to participate in Space Microwave Week;

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…	Servers and sub-  processors of the recipient are located in: Poland
ATP Specials B.V.	The Netherlands
Eventsair	The Netherlands

 

(7) Third Party IT Tools, Including Social Media

Third party IT tools or social media may be used to inform you and to promote an activity (meeting, event). ESA websites may provide links to social media and videos may be available on ESA social media pages. If you view a video or interact with the social media or other websites, social media or third-party cookies are likely to be installed on your device, covered by third party Terms and Conditions and cookie policies. ESA has no influence over these. Carefully assess the privacy policies and Terms and Conditions prior to use regarding your data subject rights, further processing and to protection of your personal data.

The Agency does not consider your personal data as an asset for sale and, thus, does not sell your personal data to any third parties.

(8)  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.

(9)  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 updated. You may request the erasure, rectification, completion, or amendment of your personal data if they are inaccurate or incomplete, in relation to the purposes for which they are collected and processed, or if they are processed in violation with the principles referred in the ESA PDP Framework.

If you choose to make a request for the erasure of personal data, you understand and agree that ESA cannot process your registration and participation in Space Microwave Week.

The above-mentioned request should be submitted to the ESA DPO, as first point of contact, by sending an email to: dpo@esa.int

-        Copy to: ATP Specials B.V. by sending an email to: esaconferencebureau@atpi.com

You may also be allowed access to your personal data and have the possibility to erase, rectify, complete, or amend it, according to the following modalities: [to be completed with the actual modalities (if any) offered by ESA in that particular case; you may consider the following, check may be relevant for your particular case:

1. by accessing your account via the registration link
2. by entering your account User Id and password
3. by clicking on “Log In”
4. by erasing, rectifying, completing or amending your personal data
5. if you do not remember your password, you can reset your password by clicking on the password reset button on the login page.
6. if you are unable to access your account, please contact esaconferencebureau@atpi.com for assistance.
7. in case of a data protection incident

(10) 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: dpo@esa.int

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.