Privacy Notice for the Earth Observation Advisory Groups Website

ESA invites you to submit your application on the Earth Observation Advisory Groups website.

If you wish to apply, you will be asked to provide your name, address, nationality and email address during the registration process under PROFILE details. This information constitutes Personal Data. This notice sets out how the Personal Data will be handled for the purpose of processing proposals, and your rights in relation to this handling of Personal Data.

Which Personal Data will be processed and why?

The Personal Data that will be collected and processed for the purpose of reviewing and administering your application are your name and address, your nationality, your email address and your telephone number. The Mission Advice website is managed on behalf of ESA by EJR-Quartz BV, The Netherlands. Under ESA’s contract with EJR-Quartz, the Personal Data will be collected and processed by EJR-Quartz and sent directly to ESA for the purpose of evaluating your application. EJR-Quartz will not process the Personal Data for any other purpose. The servers of EJR-Quartz are located in their own data centre in the Netherlands.

ESA will use the Personal Data to select experts to become Advisory Group members. ESA will also use the Personal Data to communicate with you about the outcome of your application, if successful. ESA will not use the Personal Data for any other purpose.

Neither ESA, EJR-Quartz nor any of the entities involved in the selection process will disclose your Personal Data to any entity.

Neither ESA, EJR-Quartz nor any of the parties involved in the member selection process consider the Personal Data as an asset for sale and they will not sell the Personal Data under any circumstances to third parties.

For how long will my Personal Data be kept?

Once the Call has ended EJR-Quartz will delete all information within 3 working days.

If you are evaluated as a successful applicant to the advisory group, your CV and your contact Personal Data will be stored on ESA servers until the group closes.  At the end of the group tenure period, we will delete your personal data information unless you are still a member of another advisory group/body to the Agency. The CV relevant to the call will be destroyed upon closure of the group tenure.

If you wish to resign from the advisory group you may do so at any time, by sending a letter or attaching a signed letter to eo.mission.advice@esa.int. Once you resign, your personal data will be deleted from the ESA contact database within one month unless you are still a member of another advisory group/body to the Agency.

Should you be an unsuccessful applicant to the advisory group, all your Personal Data plus CV will be deleted from ESA servers within 3 working days of the end of the Call evaluation period as set out in the email response from ESA. You will receive a letter from ESA notifying you of the outcome of the evaluation.

Your Rights

The Data Controller for the processing of the Personal Data submitted as part of your application is ESA. ESA is an intergovernmental organisation established by its Convention which opened for signature in Paris on 30 May 1975. The headquarters of ESA are located at 24 rue du Général Bertrand, CS 30798, 75345 Paris Cedex 07, France.

ESA manages the processing of the Personal Data in accordance with the provisions set out in ESA’s ‘Policy on Personal Data Protection’, which was adopted by the Director General of ESA on 5 February 2018 and became effective on 1 March 2018.  The Policy forms part of ESA’s Personal Data Protection Framework, which can be downloaded from ESA’s website www.esa.int or via the following link.

If you have any questions or concerns about how ESA handles your Personal Data, you may contact ESA’s Data Protection Officer, who is your first point of contact for personal data matters. The contact details for ESA’s DPO are:

email: dpo@esa.int

Tel: +33 1 53 69 72 69

Under ESA’s Personal Data Protection Framework, you have the following rights, which you may exercise at any time:

    • The right to make a reasonable request for access to Personal Data which is held for the purpose of processing your proposal, provided that you demonstrate legitimate grounds for making the request.

If you wish to make such a request, please submit it to eo.mission.advice@esa.int, copy to dpo@esa.int.

    • The right to have the Personal Data erased, rectified, completed or amended.

If you wish to erase, rectify, complete or amend the Personal Data, you will need to submit a request to eo.mission.advice@esa.int with copy to dpo@esa.int, and containing an attached signed letter explaining the modifications that you wish to be made.

Please note that if you request the deletion of some of the Personal Data submitted as part of your proposal, this may prevent ESA from continuing with the assessment of your proposal. 

    • The right to lodge a complaint before ESA’s independent Supervisory Authority which complies with the Rules of Procedure of the Supervisory Authority set out in ESA’s Personal Data Protection Framework. You will be required to demonstrate that a Data Protection Incident occurred in relation to the Personal Data submitted in your proposal, following a decision of the Agency, or at least to present serious reasons for believing that such an incident occurred.

A Personal Data Protection Incident means any intentional or unintentional activity which violates the provisions set forth in ESA’s ‘Policy on Personal Data Protection’.

If you wish to lodge a complaint, the first step is for you to contact the ESA Data Protection Officer by sending an email to dpo@esa.int, setting out the nature of your complaint. Your complaint will then be handled according to the Rules of Procedure of the Supervisory Authority that are set out in ESA’s Personal Data Protection Framework.

By ticking the box in the registration form, you confirm that you are authorised by all the individuals whose Personal Data is included in your application to accept the terms of this Privacy Notice on their behalf, and that you agree to the processing of the Personal Data in accordance with the ESA Framework on Personal Data Protection, on the terms set out in this Privacy Notice.

Please note that if you do not accept the terms of this Privacy Notice, neither EJR Quartz nor ESA will be able to process Personal Data relating to your proposal and as a result you will not be able to submit a proposal. 

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