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Personal information
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Privacy Notice And Consent Form

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.

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 form 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 form is also enables ESA to obtain your consent relating to the collection and further processing of your personal data, under ESA PDP Framework.

  1. Who is the Data Controller ?

Your personal data are collected and further processed as shown below upon the decision taken conjointly by ESA and Genius GmbH.

Thus the Data Controller is ESA.

  1. 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.

  1. 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

  • Name
  • Date of birth
  • Gender
  • Phone number
  • Address and organisation
  • E-mail
  • Dinner options
  • Information in connection with your use of the conference website and abstract management , such as information in server logs, including information on how the website was used by you, your search queries,
  • IP (internet protocol) address and data about your system activity, hardware settings, browser settings, date and time of your request…
  • Cookies
  • Genius GmbH collects your payment data in case you select bank transfer. The registration process also accepts payments via PayPal and Stripe. In this case payment data are handled via the payment service providers PayPal and Stripe during the registration process. If you select payment via PayPal or credit card/Stripe, the payment data you provide will be supplied to PayPal or Stripe based on Art. 6 (1) (a) (Consent) and Art. 6 (1) (b) DSGVO (Processing for contract purposes). You have the option to revoke your consent at any time with future effect. It does not affect the processing of data previously collected.          

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).

  1. How are your personal data are collected or further processed?

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

  • enquiry,
  • registration to the conference
  • applications to present a paper at the conference
  1. Why are your personal data collected and further processed?

Your personal data are collected and further processed so that:

  • to provide you access to, and enable the use of the website
  • to manage your relationship with the Agency as well as your requests and applications in relation to the ESA NEO and DEBRIS DETECTION CONFERENCE
  • to enable your participation in the ESA NEO and DEBRIS DETECTION CONFERENCE,
  • to send you notifications in connection with ESA NEO and DEBRIS DETECTION CONFERENCE and future ESA events on this topics
  • to highlight and promote ESA conferences, to communicate on the conference as well as to promote similar events, in the future on any media
  • to send you newsletters and new features in relation with ESA conferences
  • to conduct surveys
  • to communicate your personal data to third-parties collaborators, contractors and/or partners involved in the organisation of conference or in the fulfilment of any of the other purposes;
  • other purposes that will be disclosed to the personnel when such information is requested
  • The information is used for aggregated statistics on the use of this website and may be used to categorise the browser on your computer and support us in storing user preferences and usage trends on an aggregated basis.

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.

  1. 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 contractors involved in the operation, maintenance and hosting of the website and acting as contractor involved in the organisation of the event. Servers of the recipient are located in Germany.

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.

  1. 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.

  1. 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 and cannot handle your submissions.

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: tim.flohrer@esa.int).

If you do not remember your password, you can reset your password by following instructions on the webpage.

If you are unable to access your account, please contact contact@neo-sst-conference.com.

  1. 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: 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.

  1. Your consent

For those cases where your consent was not already obtained by ESA (including by other modalities) and is required under the ESA Framework on Personal Data Protection, you agree with the collection and further processing of your personal data.

You will be able to withdraw your consent depending on the modality used to collect your personal data, in particular by sending an email to contact@neo-sst-conference.com and copy to tim.flohrer@esa.int.