Privacy notice
PROTECTION OF YOUR PERSONAL DATA
This privacy statement provides information about
the processing and the protection of your personal data.
1. Introduction
This privacy statement explains the reason for the processing of your personal data on behalf of the Young Professional Event “YPE” working group as Data Controller. The use of the words “we” or “us” in this document always refers to the YPE working group. We process personal data in accordance with the provisions of the European General Data Protection Regulation (hereinafter referred to as “GDPR”) and other applicable data protection laws. This privacy statement also describes 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 information in relation to processing operation “Registration and Attendance to the Young Professional Event 2025” by the YPE working group is presented below.
2. Why do we process your data?
Purpose of the processing operation:
The YPE working group collects and uses your personal information with the sole purpose to organise your attendance to the Young Professional Event 2025 and provide you with information on the events organised by the YPE working group and to enable you to attend them. We will also process your personal data to collect your feedback on the the Young Professional Event 2025.
Lawfulness of the processing operation:
Since the participation to the Young Professional Event is not mandatory, the processing of the personal data is in accordance with Article 5(d) of Regulation (EU) No 2018/1725. The processing is lawful since “the data subject has given consent to the processing of his or her personal data for one or more specific purposes”. The consent will be collected through the registration form, in a separate and distinct manner. Moreover, you have the right to withdraw your consent at any time.
3. Which data do we collect and process?
The personal data collected and further processed are:
- Full names of the attendees,
- Email addresses
- Position/Job Title within the European Space Agency
- Duty station
- Additional elements indicated in the registration form
- Photographs taken within the duration of the Young Professional Event
4. How long do we keep your data?
The YPE organisation committee only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for five months from the publication of the registration form, although some visual material may be selected for permanent preservation.
5. How do we protect your data?
All data in electronic format (e-mail, photographs etc.) are stored on the YPE working group Indico website.
In order to protect your personal data, the YPE working group has 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.
6. Who has access to your data and to whom is it disclosed?
Access to your data is provided to authorised members of the YPE working group according to the “need to know” principle. These members are part of:
1. The leadership
2. The communication team
3. The budget team
The information we collect will not be given to any third-party, except to the extent and for the purpose we may be required to do so by law.
7. What are your rights and how can you exercise them?
According to Regulation (EU) 2018/1725, you are entitled to:
· access your data and be informed about the processing (right of access);
· request rectification of your personal data;
· request the erasure of your personal data (right “to be forgotten”);
· request restriction of the processing of your personal data.
· exercise the right to data portability;
· object to data processing if you no longer consent that we process your personal data;
You can do so directly on the YPE web page at: registration form. You can exercise your rights by contacting the Data Controller.
You can also choose to opt out of having your photographs taken by indicating your preference in the registration form. Attendees who do not agree to be photographed during the event may declare this on the registration form and will be provided with a ribbon to enable them to be recognized during the event.
8. Contact information
If you have comments or questions, any concerns or a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller using the following contact information:
The Data Controller:
- The YPE working group
- Email-address (functional mailbox): Manon.Houyet@esa.int
