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 location of the personal data;
• 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 the 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.

3. 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
• Surname
• E-mail
• Pictures
• Video recording during an event
• Pictures and Videos about ESA's missions and projects
• Project metadata, descriptions and reports

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: name and e-mail addresses can be collected when someone contacts ESA by email for questions regarding content on the activities portal
• website account creation: to use editing features of the activities portal, a registration on the website is required. The activities portal is using the ESA AD and ADFS for authentication of ESA users and OSIP (ideas.esa.int) based authentication for non-ESA users.
• Users can upload pictures and videos about ESA's missions and projects that may content personal data including interviews.

5. Why are your personal data collected and further processed?

Your personal data are collected and further processed:

• to provide you access to, and enable the use of the activities portal
• to send you notifications in connection with the activities portal and
• to manage the content submitted by you, including images and video
• to send you important information in relation to the activities portal and your account
• to inform you about workshops, seminars and other events and activities about the activities portal
• to archive Knowledge about ESA's missions and projects  
• The information collected by the web analytics tool is used to generate aggregated statistics on the use of this website.

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 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. Note that the content in the activities portal allows ESA to preserve from previous studies with archiving purposes as an historical knowledge repository.

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 updated.

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:

• You may no longer be able to have whole access to the activities portal.
• You may no longer be able to upload and edit content activities portal.
• You may not receive news and updates about the activities portal.

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: ideas@esa.int

You may also be allowed access to your personal data and have the possibility to erase, rectify, complete or amend it, by controlling your personal data in your OSIP profile on ideas.esa.int .

If you are unable to access your account, please contact ideas@esa.in for assistance.

If you are not able to erase or modify a specific content (video, image or article) containing your personal data because you are not the author of the content, please contact ideas@esa.in for assistance.

9. 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.