Workshop Privacy Statement

Privacy statement version 1.1 of 16.11.2023 on the protection of personal data regarding, individuals registering and participating in the EGNOS Workshop, and, the management thereof.

Introduction

The European Union Agency for the Space Programme (EUSPA) is committed to protect your personal data and to respect your privacy. All personal data are dealt with in compliance with the applicable rules on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data (currently Regulation (EU) No 2018/1725).

This privacy statement explains the reason for the processing of your personal data in the context of the EGNOS Workshop, organized by the EUSPA and the EGNOS Service Provider (ESSP SAS). It explains the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor.

Identity of the controller:

European Union Agency for the Space Programme, Head of the EGNOS Exploitation Department, Janovskeho 438/2, 170 00 Prague 7, Czech Republic, egnos.exploitation@euspa.europa.eu.

Purposes of processing:

The purpose of the processing is the management and the organisation of the event, including the following activities:

  1. establishment and management of the lists for contacts, invitations, participants;
  2. redaction of reports, distribution of reports, feedback on reports;
  3. dispatch to the contacts of news and publications related to the event;
  4. dispatch to the contacts of invitations to next events related to EGNOS (subject to explicit consent);
  5. dispatching of satisfaction survey after the event by e-mail (subject to explicit consent).

Data collected during the registration:

  • obligatory data: name, surname, position, email address, organisation, country of the organisation

Recipients/Categories of recipients of the data processed:

  • a limited number of staff of the EUSPA managing the organisation of the event;
  • data processors: EUSPA engages the following external contractors which are bound by personal data protection rules equal to those applying to EUSPA:
    • a limited number of staff of the EUSPA contractor in charge of the EGNOS Service provision (currently ESSP SAS);
    • a limited number of individuals working for companies providing support to EUSPA contractor in charge of the EGNOS Service provision pertaining to (a) the organisation of the event and (b) the provision of IT support services and hosting services for its servers (sub-processors);
    • A limited number of staff of EUSPA’s contractors in charge of the provision of hosting services for the EUSPA’s servers.

Recipient shall be reminded of their obligation not to use the data received for other purposes than the one for which they were transmitted.

Legal basis/Lawfulness of the processing:

  • With regard to the first three (no. 1, 2, 3) processing purposes identified above, the processing is necessary for compliance with a legal obligation to which the controller is subject (Art. 5(1)(b) of Regulation 2018/1725), in particular, compliance with Article 29(1)(c) of Regulation (EU) No 2021/696 of the European Parliament and of the Council of 28 April 2021 establishing the Union Space Programme and the European Union Agency for the Space Programme;
  • With regard to the processing purposes no. 4 and 5, the processing is based on the consent of the data subject (Art. 5(1)(d) of Regulation 2018/1725).

Information on the storage locations and retention period of the personal data and transfer of personal data to third countries:

  • Personal data is stored electronically on:
    • servers of the EUSPA contractors mentioned above which are located in the EU and abiding by the necessary security provisions;
    • EGNOS User Support website database: hosting services for this website are sub-contracted by EUSPA contractor in charge of the EGNOS Service provision to an American service provider, namely Amazon Web Services, with an establishment in the European Union. EGNOS user support website processing operations are compliant with the applicable personal data protection regulations. All data are stored and processed exclusively in the European Union. To be noted that Amazon Web Services is certified under the EU-U.S. Data Privacy Framework which ensures it provides an adequate level of protection of personal data (Commission Implementing Decision of 10.7.2023 pursuant to Regulation (EU) 2016/679 of the European Parliament and of the Council on the adequate level of protection of personal data under the EU-U.S. Data Privacy Framework). You can find information on the certification of the said company under the EU-U.S. Data Privacy Framework here. Moreover, EUSPA and ESSP also implement an additional security measure which is encryption. Data hosted in Amazon Web Services servers is, indeed, encrypted in such way that it cannot access the data in clear text.
  • Data are kept as long as follow-up actions to the event are necessary with regard to the purpose of the processing of personal data but not longer than 36 months from the date of the event. Once the retention period is over, personal data are deleted from all storage locations.

The data subjects’ rights:

Data subjects have the right:

  • To obtain confirmation as to whether or not their personal data are being processed, access the data and obtain detailed information on the processing;
  • Of rectification of inaccurate personal data;
  • Of erasure of personal data if the statutory provisions are met;
  • Of restriction of processing if the statutory provisions are met;
  • To data portability if the statutory provisions are met;
  • To withdraw the consent to personal data processing at any time, without affecting the lawfulness of the processing before the consent’s withdrawal;
  • To lodge a complaint to the European Data Protection Supervisor at EDPS@edps.europa.eu should they consider that the processing operations do not comply with Regulation (EU) No 2018/1725.

Any request for the exercise of any of the abovementioned rights shall be addressed to personaldata.essp@essp-sas.eu and egnos.exploitation@euspa.europa.eu; data subjects are kindly requested to describe their requests explicitly

Contact information:

  • If you would like to exercise your rights under Regulation (EU) 2018/1725, or if you have comments, questions or concerns, or if you would like to submit a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller: egnos.exploitation@euspa.europa.eu and personaldata.essp@essp-sas.eu;
  • Regarding the interpretation, application or breach of Regulation (EU) 2018/1725, please contact the EUSPA Data Protection Officer (DPO) at dpo@euspa.europa.eu;
  • You have the right to have recourse (i.e. you can lodge a complaint) to the European Data Protection Supervisor (EDPS@edps.europa.eu) if you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data by the data controller.