Privacy notice and consent form - Social Space

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 8-10 rue Mario Nikis, CS 45741, 75738 Paris Cedex 15, 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 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 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 sections below.

(3) What kind of personal data about you are collected and further processed?

By agreeing with this Consent & Privacy Notice for the Solar Orbiter social media event, you provide your consent for the processing of your personal data by ESA. The personal data which may be collected and further processed for the purposes mentioned below are in particular: Name, Phone number, E-mail, Mailing Address, Tee-shirt Size, Social Media Account Name(s), Nationality, Indication if You Work at ESA, and if so, where, ID and/or passport number, Photos, Videos of presentation.

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 enquiry. In all cases, the data is provided by yourself.

(5) Why are your personal data collected and further processed?

Your personal data are collected and further processed on the occasion of the Solar Orbiter launch social media event

• to manage your relationship with the Agency as well as your requests and applications in relation to the Agency’s social media events
• to enable your participation in the event (Name, E-mail address, Social media account(s), Mailing address, Phone number, Nationality, Whether you work at ESA – and if so, where, ID number or passport number),
• to highlight and promote the Solar Orbiter launch as well as to promote similar events, in the future on any media (your name, Photos of you at the event, Videos of speaker presentations) for the purpose of communication to the public on ESA activities and events
• to determine your suitability to take part in the Agency’s social media events.

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:

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.

(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.

• Passport number: only for managing access to the site on the day of the event
• ID number: only for managing access to the site on the day of the event
• Photos, videos: to be published online, based on consent and the specific applicable services
• Email address: for as long as the legitimate purpose persists.

(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 up 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 proceed with the organisation of the event.

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

(9) What could you do in case of a data protection incident?

In case of a data protection incident, you should contact the ESA DPO, as first point of contact, by sending an email to: dpo@esa.int

Regarding photos and videos: connectwithus@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.