What is the purpose of processing Your personal data?
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4.1 IF YOU ARE A (PROSPECTIVE) PARTICIPANT TO AN EVENT
Your personal data are collected and further processed for the following purposes:
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to manage Your registration for the event; to correspond with You about the event, including sending you pre- and post-event information;
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to secure Your access to the premises of the event (admission checks);
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to deliver the event You have registered for;
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to accommodate special needs in terms of dietary restrictions or special health needs You may have and communicate to us;
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to take photos and audio-video recordings; possibly to distribute / publish them (offline and/or online/ internally or publicly) for documenting the event, or for event reporting or; for ESA outreach purposes; photos/recordings taken under private capacity do not fall under the responsibility of ESA;
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to provide you with feedback on the current event (purpose of evaluating the event and optimizing future events) and/or invitations to future events;
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as the case may be (if so, provided in the terms applicable to the event), to ensure reimbursement of certain (e.g. travel) expenses;
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as the case may be (if so, provided in the terms applicable to the event), to ensure creation of an account of a platform used for the organization of the event;
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to conduct surveys about the event and produce statistics;
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to enable the analysis of the participation indicators in order to better manage the events in the future;
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to defend ESA’s rights and interests, including to defend ESA from possible liability claims that may arise.
Any CCTV and security data are collected and processed to ensure that only authorized persons enter the event premises and to protect the legitimate interests of ESA, of the participants, including You.
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4.2 IF YOU ARE A SPEAKER AT AN EVENT
Your personal data is collected and further processed for all the purposes mentioned in 4.1 above, which more particularly may include:
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to facilitate Your registration for, and attendance at the speaking engagement, to communicate with you regarding event logistics, scheduling and any updates related to Your speaking engagement;
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to enable You to deliver a speech during the event which may be recorded for public distribution via any media world-wide;
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to communicate with, or to send marketing materials about, and invitations to, ESA events to potential participants, etc.;
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to publish information and content from the event on websites or media belonging to, or used by, ESA, in particular in our newsletters and/or in social media channels;
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to defend ESA’s rights and interests, including to defend ESA from possible liability claims that may arise.
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4.3 IF YOU SUBSCRIBE TO ESA NEWSLETTER(S) OR OTHERWISE EXPRESS YOUR INTEREST IN RECEIVING INFORMATION RELATED TO ESA ACTIVITIES AND PROGRAMMES
Your personal data are collected and further processed for the following purposes:
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to provide you with information about ESA activities and programmes and about ESA events, via newsletters and updates;
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to collect feedback to help ESA monitor and improve future newsletters;
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to defend ESA from possible liability claims that may arise in connection with your use of the information You have received;
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to respond to your requests related to ESA activities and programmes and, generally, to space-related matters, initiatives and activities;
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to defend ESA’s rights and interests, including to defend ESA from possible liability claims that may arise.
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4.4 IF YOU VISIT AN ESA WEBSITE (operated by ESA or on behalf of ESA)
Your personal data are collected and further processed for the performance of public service tasks related to ESA’s mission under the ESA Convention, including for ESA for the purposes of communication activities, such as sending e-mails and invitations (this entails the management of contact lists for correspondence), for statistical and analytical purposes and, generally, for the promotion of ESA’s activities, programmes and initiatives. In particular, Your personal data are collected and further processed:
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to inform and raise awareness among the general public in particular in ESA Member States;
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to perform qualitative media monitoring;
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to conduct analytics with the aim to raise awareness or to conduct surveys on topics related to space activities, programmes, initiatives and to ESA missions, programmes and activities;
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to analyse and monitor Your interactions with the website, including monitoring and analysis of website use, traffic and interactions;
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to deal with your current and future queries or requests submitted via website(s) or to otherwise engage with you;
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to analyse and monitor Your reactions to ESA activities, programmes and initiatives as well as to various posts, statements or declarations made in connection with space activities, programmes, and initiatives, in particular to optimise Our communication and Your engagement on websites;
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to ensure audience measurement;
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to grant a user access to specific functionalities of the website that require authentication;
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to better understand the needs and the browsing experience of ESA website visitors;
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to gather statistics with a view to improving our communication and to enhance the user experience;
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to identify and track unauthorised access or any attempts to access our servers without permission;
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to delete comments that seem to us as not relevant to the topic of website or account, offensive, abusive, etc.
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to defend ESA’s rights and interests, including to defend ESA from possible liability claims that may arise in connection with Our communication activities.
When using ESA websites You may find information (such as links to third-party websites) governed by separate terms and conditions. In You voluntarily registration for and use such third-party websites, their applicable terms and conditions and privacy policies apply, and ESA has no control thereof. The use of third-party websites accessible via information present on ESA websites does not entail endorsement by ESA of the related terms and conditions or privacy policies.
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4.5 IF YOU USE SOCIAL MEDIA OR INTERACTING WITH AN ESA ACCOUNT ON SOCIAL MEDIA
Your personal data are collected and further processed to inform and raise awareness with the broad public in particular in ESA Member States and performs qualitative media monitoring, including monitoring and analysis of website use, traffic and interactions. These are public service tasks related to ESA’s mission under the ESA Convention.
The processing of your social media personal data follows Your voluntary registration and use of social media (including forums, blogs, related APIs) and Your voluntary acceptance of their applicable terms and conditions and privacy policies, over which ESA has no control. The use of social media by ESA does not entail endorsement by ESA of the related terms and conditions or of social media privacy policies.
Your social media personal data - collected and processed either directly by ESA or by third-party companies, for ESA or for the social media platforms - is used by or for ESA for the communication activities, such as coordinating social media presence, for sending e-mails and invitations (this entails the management of contact lists for correspondence), for statistical and analytical purposes and, generally, for the promotion of ESA’s communication campaigns and related activities and programmes.
In particular, Your personal data are collected and further processed for the following purposes:
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to raise awareness or conduct surveys on topics related to space activities, programmes, initiatives and to ESA mission, programmes, activities or initiatives;
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to deal with your current and future queries or requests formulated on such social media, platforms, account(s) or to otherwise engage with you;
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to ensure audience measurement;
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to gather statistics with a view to improving our communications and to enhance user experience;
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to analyse and monitor Your interactions with other users, in relation to space activities, programmes, initiatives and to ESA mission, programmes and activities;
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to analyse and monitor Your reactions to ESA activities, programmes and initiatives as well as to various posts, statements or declarations made in connection with space activities, programmes, initiatives in particular to optimise ESA communication and engagement on social media;
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to make the decision about involving You in ESA promotional activities after evaluating your public profile, your behaviour on social media and your potential interest;
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to identify and collaborate with influencers who may engage in ESA communication activities or otherwise promote ESA activities, programmes or initiatives;
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to delete comments that seem to us as not relevant to the topic or account, offensive, abusive, etc.
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to defend ESA’s rights and interests, including to defend ESA from possible liability claims that may arise.
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4.6 IF YOU ARE A MEMBER OF THE PRESS OR ANY MEDIA OUTLET REPRESENTATIVES
In particular, Your personal data are collected and further processed for the following purposes:
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to respond to requests;
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to ensure that ESA can contact the journalists, or any media outlet representatives interested in ESA activities, programmes and initiatives;
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to maintain a dialogue with the press and media;
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to disseminate content, press releases, any relevant material and analysing, monitoring thereof;
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to raise awareness on topics related to space activities, programmes, initiatives and to ESA mission, programmes and activities;
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to deal with your current and future queries or requests;
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to analyse and monitor all media publications related to ESA activities, programmes and initiatives as well as other space news;
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to defend ESA’s rights and interests, including to defend ESA from possible liability claims that may arise.
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4.7 IF YOU GIVE AN INTERVIEW TO ESA IN THE CONTEXT OF ESA PROGRAMMES, ACTIVITIES OR INITIATIVES
When solicited to give an interview, You have most likely received information from ESA on the purpose of processing Your personal data, including as captured in content, e.g. photos, audio or video recordings. In particular, ESA may process Your personal data for the following purposes:
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to enable You to deliver the interview and to take photos and audio-video recordings;
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to raise awareness on topics related to space activities, programmes, initiatives and to ESA mission, programmes and activities;
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possibly to disseminate the interview and the content created using it, including on websites or media belonging to, or used by, ESA, in particular in our newsletters and/or in social media channels;
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to analyse and monitor the impact of the interview and, generally, to ensure audience measurement;
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to provide you with feedback on the interview;
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as the case may be (if so provided in the terms then applicable), to ensure reimbursement of certain (e.g. travel) expenses that You may have incurred in relation to travelling for the interview;
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to defend ESA’s rights and interests, including to defend ESA from possible liability claims that may arise.
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4.8 IF YOU FORMULATE A REQUEST OR A COMPLAINT IN THE EXERCISE OF YOUR RIGHTS
In particular, Your personal data are collected and further processed for the following purposes:
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to handle any questions or complaints you submit to ESA;
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to respond to any request relating to your rights;
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to defend ESA from possible liability claims that may arise.
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4.9. IF YOU INTERACT WITH ESA ON ESA PROGRAMMES, ACTIVITIES OR INITIATIVES
otherwise than as mentioned in Section 4.5 above
Your personal data are collected and further processed for the following purposes:
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to perform public service tasks related to ESA’s mission under the ESA Convention;
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to facilitate your participation in opportunities (call for ideas, call for proposals), face-to-face events and online Events such as workshop, conferences, webinars;
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to manage your relationship with ESA as well as your requests and applications in relation to the ESA programmes, activities and initiatives, and
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to facilitate interactions with relevant entities and pursue or exchange on the resulting opportunities;
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to conduct actions whose purpose is to know, predit and – as applicable – stimulate Your interest in ESA programmes, activities and initiatives;
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to deliver information and reports to delegations of ESA Member States or of the states participating to ESA programmes, as required under the applicable legal framework;
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to defend ESA’s rights and interests, including to defend ESA from possible liability claims that may arise.
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4.10 IF YOU USE ESA information and communication technology (IT) infrastructure, tools, and services (operated by ESA or on behalf of ESA)
Your personal data may be collected and further processed for the following purposes:
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to provide You access to the IT infrastructure, tools and services operated by or on behalf of ESA;
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to provide optimal data flow between target environments in an automated manner;
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to provide access and proper performance of the service to end-users;
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to provide support services and to ensure the management and maintenance of the service;
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to manage provision of IT services such as identity and access management; incident prevention, management, reporting;
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to ensure data subject rights management;
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to ensure personal data quality and accuracy.
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to provide tools that facilitate transcription, evaluation, reporting or automated processing.
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4.11 IF YOU ARE INTERACTING WITH ESA IN THE CONTEXT OF PROCUREMENT OR PROVISION OF SERVICES
Your personal data may be collected and further processed for the following purposes:
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to conduct and document all processes related to the procurement or provision of services;
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to ensure the performance, management, monitoring of the work related to the procurement or provision of services, to conduct the related audits as well as to ensure the fulfilment of the obligations set out in the Agreements;
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to manage the relationship of the Parties in relation to the related contracts or other relevant arrangements, notably for administrative, financial, audit or for communication purposes;
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to comply with legal or regulatory obligations to which the Agency is subject;
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to comply with requirements under the related contracts or other contractual arrangements, in particular necessitating access to the relevant parties’ premises, with the health, safety and security requirements, legal or regulatory obligations applicable to the respective Party in such matters.
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4.12 IF YOU ARE RECORDING AN ESA MS365 TEAMS MEETING
Your personal data may be collected and further processed for the following purposes:
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to provide the meeting recording service and enable users to access, play, download, share, and delete the recordings;
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to generate and display the transcript and captions of the meeting, if enabled, and allow users to edit and export them;
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to improve the quality and performance of the meeting recording service and the Teams platform;
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to comply with legal and regulatory obligations and requests;
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to protect the rights and interests of Microsoft and its customers;
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to provide You access to the IT infrastructure, tools and services operated by or on behalf of ESA.
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