EU Space Networks Privacy Policy
PROTECTION OF YOUR PERSONAL DATA
This privacy statement provides information about the processing and the protection of your personal data
Processing operation: Management of applications to the EU Space Networks; Network management of accepted members including all related communications with members.
Data Controller: European Commission, Directorate-General Defence, Industry and Space, Unit R.3 (referred to hereinafter as Data Controller)
Data Processor(s): The EU Space Support Office, managed by FDC SARL and ALSO SPACE SRL:
FDC SARL
10 Cours Louis Lumière
94300 Vincennes, France
ALSO Space SRL
Rue Emmanuel Van Driessche 61
1050 Ixelles, Belgium
Contact information
Phone: +33 153 66 11 11
Email: eusso.dpo@euspace-programme.eu
Record reference: DPR-EC-03928
Table of Contents
1. Introduction
2. Why and how do we process your personal data?
3. On what legal ground(s) do we process your personal data?
4. Which personal data do we collect and further process?
5. How long do we keep your personal data?
6. How do we protect and safeguard your personal data?
7. Who has access to your personal data and to whom is it disclosed?
8. What are your rights and how can you exercise them?
9. Contact information
10. Where to find more detailed information?
1. Introduction
The European Commission (hereafter ‘the Commission’) is committed to protect your personal data and to respect your privacy. The Commission collects and further processes personal data pursuant to Regulation (EU) 2018/1725of the European Parliament (hereafter ‘the Regulation’) and of the Council of 23 October 2018 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 (repealing Regulation (EC) No 45/2001).
This privacy statement explains the reason for the processing of your personal data, 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.
2. Why and how do we process your personal data?
Purpose of the processing operation: DG DEFIS Unit R.3 collects and further processes your personal data so that you can receive information via email (personal and automated), postal mail and phone that is necessary to perform your role as member of the EU Space Networks, such as developments, activities, events, workshops, initiatives, thematic articles, reports, interviews, surveys, newsletters, phone calls, video conferences, webinars, visual content.
The Data Processor is the consortium contracted to manage the EU Space Support Office under specific contract no. L03/06 implementing framework contract No 693/PP/2018/FC — Lot 3, i.e. FDC SARL and ALSO Space SRL.
The EU Space Support Office is responsible of the animation of the EU Space Networks. Your data may also be shared with additional data processors contracted by the European Commission in order to perform the same services in the future and / or to perform other services necessary for the successful animation of the EU Space Networks such as the website Copernicus.eu, https://defence-industry-space.ec.europa.eu/..
Your personal data will not be used for an automated decision-making including profiling.
3. On what legal ground(s) do we process your personal data
You have applied to become a member of the Copernicus Academy & Relay Networks. Upon approval or your application by the European Commission, we will process your personal data. We process your personal data, because processing is necessary for the performance of a task carried out in the public interest. The Union law which is the basis for the processing based on Article 5(1)(a) of the Regulation is the Treaty of the European Union, and more specifically its Articles 1 and 11, Article 298 of the Treaty on the Functioning of the European Union, read in conjunction with Recital 22 of the Regulation, as well as the Protocol 2 on the application of the principles of subsidiarity and proportionality.
4. The processing is also lawful based on Article 5 (1) (d) of the Regulation because you have given your consent to the processing of your personal data for the purpose of receiving the relevant information to be an active member the of Copernicus Academy & Relay Networks via a clear affirmative act by ticking the box(es) on the online application form. Your consent for these purposes can be withdrawn at any time by sending an email to eusso.dpo@euspace-programme.eu
5. Which personal data do we collect and further process?
In order to carry out this processing operation, the Data Processor(s), FDC SARL and ALSO Space SRL collect the following categories of personal data:
- Your name, surname, title (Mr/Ms), email address, phone number, function, country of residence and address, sector of activity / interest, and main expertise are needed to ensure the processing of your application.
- The following information may be used for generating anonymised statistics: form of organisation, country of residence, sector of activity / interest, and main expertise.
The provision of personal data is not mandatory.
6. How long do we keep your personal data?
The Data Controller only keeps your personal data for the time necessary to fulfil the purpose of collection, namely until you actively cancel your membership in the EU Space Networks or until the European Commission terminates your membership.
You can terminate your membership in the EU Space Networks by sending an email to support@euspace-programme.eu. Violation of the terms of membership of the EU Space network may also result in the termination of your membership by the European Commission. In both cases, appropriate action shall be taken within a week of receiving the termination request, and your personal data will be deleted.
7. How do we protect and safeguard your personal data?
All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored on the servers of the European Commission contractors. All processing operations are carried out pursuant toCommission Decision (EU, Euratom) 2017/46of 10 January 2017 on the security of communication and information systems in the European Commission.
The Commission’s data processor is based in an EU Member State and is bound by a specific contractual clause for any processing operations of your data on behalf of the Commission, and by the confidentiality obligations deriving from the transposition of the General Data Protection Regulation in the EU Member States (‘GDPR’Regulation (EU) 2016/679).
In order to protect your personal data, the contractors put in place a number of technical and organisational measures. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.
7. Who has access to your personal data and to whom is it disclosed?
Access to your personal data is provided to the contractors’ and Commission staff responsible for carrying out this processing operation and to authorised Commission staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.
The controller may transmit your personal data to other contractors (processors) based on a contract pursuant to Article 29 of the Regulation.
Please note that pursuant to Article 3(1) of the Regulation public authorities (e.g. Court of Auditors, EU Court of Justice) which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients. The processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing.
The information we collect will not be given to any other third party, except to the extent and for the purpose we may be required to do so by law.
We use a third-party mailing service called MailerLite for the subscription and management of communication towards members of the EU Space Networks, such as newsletters, invitations to video conferences and events, the distribution of meeting minutes, etc., which has its own cookies and privacy policies over which we have no control. We encourage you to carefully review the MailerLiteprivacy and cookies policiesbefore applying to better understand how they handle your personal data.
We use a third-party service Odoo to collect member applications, store information as indicated in the Copernicus website privacy policy, collect statistics and conduct member surveys. The cookie and privacy policy of Odoo can be found here: https://www.odoo.com/privacy.
As a member of the Copernicus Academy & Relay Networks you will be provided with credentials to access a restricted member area of www.copernicus.eu. Such credentials will be provided to you via the EU Space Support Office or by a contractor of the European Commission that hosts and maintains the website www.copernicus.eu. Separate privacy and cookie policies will need to be accepted when accessing the website and member area.
8. What are your rights and how can you exercise them?
You have specific rights as a ‘data subject’ under Chapter III (Articles 14-25) of the Regulation in particular the right to access your personal data and to rectify them in case your personal data are inaccurate or incomplete. Where applicable, you have the right to erase your personal data, to restrict the processing of your personal data, to object to the processing, and the right to data portability.
You have consented to provide your personal data to the Copernicus Support Office and DG DEFIS Unit R.3 for the present processing operation. You can withdraw your consent at any time by notifying the Data Processor as explained under Heading 5 above. The withdrawal will not affect the lawfulness of the processing carried out before you have withdrawn the consent.
You can exercise your rights by contacting the Data Processor, or in case of conflict the Data Protection Officer. If necessary, you can also address the European Data Protection Supervisor. Their contact information is given under Heading 9 below.
Where you wish to exercise your rights in the context of one or several specific processing operations, please provide their description (i.e. their Record reference(s) as specified under Heading 10 below) in your request.
9. Contact information
- The Data Processor
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 Processor, the EU Space Support Office: eusso.dpo@euspace-programme.eu
- The Data Controller
In case you would like to exercise your rights under the Regulation, 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: DEFIS-R3@ec.europa.eu
- The Data Protection Officer (DPO) of the Commission
In case you are not satisfied with the Data Controller or Data Processor reply, you may contact the Data Protection Officer (DATA-PROTECTION-OFFICER@ec.europa.eu) with regard to issues related to the processing of your personal data under the Regulation.
- The European Data Protection Supervisor (EDPS)
You have the right to have recourse (i.e. you can lodge a complaint) to the European Data Protection Supervisor (at https://edps.europa.eu/data-protection/our-rolesupervisor/complaints_enor edps@edps.europa.eu) if you consider that your rights under the Regulation have been infringed as a result of the processing of your personal data by the Data Controller.
10. Where to find more detailed information?
The Commission Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the Commission, which have been documented and notified to him or her. You may access the register via the following link: http://ec.europa.eu/dpo-register.
This specific processing operation has been included in the DPO’s public register with the following Record reference: DPR-EC-03928.