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 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: 15 March 2023.

GENERAL INFORMATION

1.1. Who is the Data Controller?

Your personal data is collected and further processed as shown below upon the decision taken alone by ESA.
Thus, the Data Controller is ESA.

1.2. 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.

1.3. 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:

Name:
Country of residence:
Nationality:
E-mail:
Organisation / University details (name and address)
Title (e.g. Ms, Mr, Dr…)
Background and publications
Motivation letter
Information in connection with your use of the website, 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, i.e.:
Other information that you provide, which may directly or indirectly identify you:

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).

1.4. How is your personal data collected or processed?

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

Enquiry
applications to attend 5th Atmospheric Composition training course

1.5. Why is your personal data collected and 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 5th Atmospheric Composition training course
to enable your participation in the 5th Atmospheric Composition training course
to send you notifications in connection with the 5th Atmospheric Composition training course
to manage your learning on the courses
to highlight and promote the training course as well as to promote similar events, in the future on any media
to send you newsletters and new features in relation with the 5th Atmospheric Composition training course
to conduct surveys
to communicate your personal data to third-party collaborators, contractors and/or partners involved in the organisation of the Event
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
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.

1.6. 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:
ConfTool GmbH for the online registration to the event	Germany
Serco Italia S.p.A. contractors and sub-contractors working for ESA involved in the organisation of the event	Italy, EU
Cookies	EU

YOUR PERSONAL DATA

2.1. 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.

2.2. 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 the inscription to 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

Copy to: eotraining@esa.int

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:

by accessing your account at https://www.conftool.net/atmostraining2023/
by entering your account User Id and password
by clicking on “Log In”
by actually erasing, rectifying, completing or amending your personal data
If you do not remember your password, you can reset your password by clicking on Forgotten your password? button

If you are unable to access your account, please contact eotraining@esa.int for assistance.]

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.

YOUR CONSENT

The processing of personal data described in this privacy notice is based on your consent. You may provide your consent by accepting this privacy notice (selecting the ‘I accept’ checkbox) prior to submitting the registration form. You can withdraw such consent by requesting ESA to stop the processing. This will not affect the legitimacy of the personal data processing that took place prior to the withdrawal of user consent. You can withdraw your consent at any time by sending an email to ESA DPO at: dpo@esa.int; copy: eotraining@esa.int

If users choose to withdraw their consent, they understand and agree that they will no longer be able to process the inscription to the event.

You will be able to withdraw your consent depending on the modality used to collect your personal data, in particular:

by accessing your account at https://www.conftool.net/atmostraining2023/
by entering your account User Id and password
by clicking on “Log In”
by actually erasing your personal data