EGNOS Workshop Privacy Statement for Speakers

Privacy statement regarding protection of personal data in relation to the registration, participation and management of the EGNOS Workshop Speakers

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) which will be held in person and on live streaming. It explains the way we collect, handle and ensure protection of all personal data provided in person and online, 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. communication to all registrants to the event of the contact details of all those included in the contacts list (subject to explicit consent);
  5. dispatch to the contacts of invitations to next events related to EGNOS (subject to explicit consent);
  6. to establish a repository of pictures and videos of the event to be used for promotion of the event on the internet (ESSP’1s corporate website, EUSPA website, ESSP/EUSPA X (former Twitter) account, ESSP/EUSPA LinkedIn account, EGNOS User Support website) and on other EGNOS related marketing materials (subject to explicit consent, as explained below).
  7. dispatching of satisfaction survey after the event by e-mail (subject to explicit consent).
  8. collecting facial image of speakers during the event and whose presentations will be live streaming (subject to explicit consent).

Data/Categories of data concerned:

Data collected during the registration:

  • obligatory data: name, surname, position, email address, organisation, country of the organisation;
  • optional data: phone number (for any urgent communication that can not be delivered via email regarding the organisation of the event).

Data collected before and during the event:

  • Photos and bios provided by speakers before the event;
  • Photos and videos taken during the event when participating to public work sessions which may be published on the internet (ESSP’s corporate website, EUSPA website, ESSP’s and EUSPA’s X account, ESSP’s and EUSPA’s LinkedIn account, EGNOS User Support website) and on other EGNOS related marketing materials;
  • Photos, bios and videos which will be used for the purpose of promoting the event;
  • Photos and bios which will be included in the event’s agenda.
  • Speaker’s facial image which will be associated with other personal data available in the provided bios, their photos and/or videos and which will be processed only upon their specific consent.
  • Speaker’s facial image which will be recorded and broadcasted during the live streaming of the event only upon their specific consent.

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;
  • members of the public, only for what concerns the pictures and videos of the event which may be published on the internet (ESSP’s corporate website, ESSP’s and EUSPA’s X account, ESSP’s LinkedIn account, EGNOS User Support website and EUSPA website), EGNOS Workshop website and on other EGNOS related marketing materials (subject to consent, as explained above);
  • all registrants to the event, physically and online (subject to consent, as explained above).

Recipients 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 the performance of a task carried out in the public interest (Art. 5(1)(a) of Regulation 2018/1725), namely EUSPA’s obligation to undertake communication, market development and promotion activities as regards the services offered by EGNOS, in particular activities relating to the market uptake and coordination of user needs;
  • With regard to the processing purposes no. 4, 5, 6, 7 and 8 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.
  • 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. However, this deletion does not apply to data made public on EUSPA, ESSP and third party media and social networks as EUSPA and ESSP have no control over the potential sharing of the photos and/or videos by other users;

Photos provided by speakers before the event, pictures and/or videos taken during the event and the personal data associated with the individuals appearing in them (i.e. only of the event’s speakers as mentioned above) which will be published on ESSP’s public medias (ESSP website, EGNOS User Support Website) and social channels (X (former Twitter), LinkedIn) may also be transferred and stored on servers located in third countries (outside the EU). In view of the nature of such medias and social channels, it cannot be ensured that all online traces of photos and/or videos and associated personal data will be deleted following the expiry of the abovementioned 36-month retention period. Any person concerned by information made public via these medias and social networks and wishing to have this information removed should make an explicit request to the contact details given below. EUSPA and ESSP will then use their best efforts to remove such information (i.e. EUSPA and ESSP have no control over the potential sharing of the photos and/or videos by other users).

Amazon Web Services, X and LinkedIn are certified under the EU-U.S. Data Privacy Framework which ensures they provide 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 companies under the EU-U.S. Data Privacy Framework here. Moreover, for what concerns AWS, 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.

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.