ESA Champions - Privacy Notice

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 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?

1.1               Your personal data mentioned in point 3 of this Privacy Notice are collected and further processed to enable your participation in the ESA Champions Award, the performance of all activities necessary to conduct the ESA Champions Award and all communication in relation to the ESA Champions Award as well as ESA future communication activities. For these purposes only as well as for the purposes mentioned in Article 5 of ESA Policy on Personal Data Protection, ESA is Data Controller. 

(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 8, 9 and 10 below.

Concerning the collection or processing of your personal data by Facebook, Twitter, Google, Pinterest, and LinkedIn, please refer to the separate privacy policies released by these companies. 

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

As data controller, ESA is only collecting the following personal data:

Personal data collected from participants:

-       Your name, surname and email address

-       Your participation for the ESA Champions Award: Including the text and the content of your Contribution (i.e. artwork, photograph, video, etc.) 

Personal data collected from winners (2^nd and 3^rd prizes):

-       Name and surname

-       Appearance

-       Postal address

-       E-mail address

-       Confirmation you are an ESA Member State resident 

Personal data collected from top winners (1^st Prize):

-       Name and surname

-       Appearance 

-       E-mail address

-       Confirmation you are an ESA Member State resident

-       Any information needed by ESA to arrange necessary transport to get to ESA ESTEC facilities in the Netherlands

You are required not to send to the Agency any sensitive information (including information that indicate, directly or indirectly, the person’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 starts being collected by ESA when you submit to us your participation using the online form available in the ESA Champions Award initiative webpage.

Your personal data will also be processed by exchanging direct communication with you via email in relation with the ESA Champions Award initiative (only applicable to winners). 

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

Your personal data are collected and further processed:

• to enable and evaluate your participation in the ESA Champions Award;
• to contact you in case your Contribution is selected as a winner of the ESA Champions Award;
• to deliver to you the corresponding prize, in case you are selected as a winner;
• to arrange necessary transport to get to ESA ESTEC facilities in the Netherlands (only 1^st price winners).
• to communicate to the general public about the ESA Champions Award, including but not only, a dedicated webpage on the ESA website and publications in ESA social media channels. This communication might imply that ESA shares your Contribution and your name, appearance, social media tag, channel or profile as a participant or winner;
• to contact you with future ESA communication actions related to the Champions Initiative; and
• to collect and manage the consent for the processing of your personal data as it is described in this Privacy Notice. 

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 as shown in this Privacy Notice and stated in the ESA Champions Award Terms and Conditions, in particular to:

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.

Personal data of participants not selected as winners will be deleted in a period of time no longer than two months after the purposes have been fulfilled.

Personal data of participants selected as winners will be deleted in a period of time no longer than six months after the purposes have been fulfilled. 

(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 confirm your participation in the ESA Champions Award.

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 esachampions@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

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

The processing of your personal data as it is described in this Privacy Notice is based on your consent. ESA will collect your consent after you click and submit the ‘I agree to the processing of my personal data’ checkbox at the end of the submission form.

You will be able to withdraw your consent at any time by sending an email to the ESA DPO at: dpo@ESA.int, copy to esachampions@esa.int.

If you choose to withdraw your consent for the processing of your personal data as it is described in this privacy notice, you understand and agree that ESA will not be able to confirm your participation in the ESA Champions Award.