PRIVACY NOTICE
Astronaut for a day Luxembourg is organised by the Luxembourg Space Agency foundation (hereafter “the Organiser”, “We””).
1. An overview of data protection
The Luxembourg Space Agency foundation is committed to ensure the highest standards of data protection in compliance with the national applicable legislation and with the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (hereafter “GDPR”).
The present notice aims at illustrating what personal data we collect about you, the reason why we use your data and, as the case may be, share your data and the applicable retention periods. Additionally, the notice also provides you with information regarding your rights, how to exercise them and whom you can contact in case of any query.
2. Scope of the notice
The present notice is directed to:
- users or visitors of the Astronaut for a Day – Luxembourg’s website (hereafter the “website”),
- users registering for the Astronaut for a Day – Luxembourg’s contest (hereafter the “contest”),
- individuals who contact us by any means in relation to Astronaut for a Day – Luxembourg,
Hereafter together “you”.
3. Identity of the data controller
In the framework of this the Luxembourg Space Agency act as the controller and is responsible for collecting and processing your personal data in relation with the contest.
Our contact details are set out in Section 11 (“Your rights and how to exercise them”) below.
4. How your personal data is collected
We may collect personal data from the following sources:
From you:
- when you send your application to the contest,
- when you communicate with us,
- when you complete our feedback forms,
- when you use or visit our website.
5. Categories of personal data we collect
The categories of personal data that we collect about you may vary depending on your use of the website.
Please find here below a detailed list of personal data we may collect and process. Those may at times include:
- Contact details (such as name, surname, address, e-mail address, telephone number...),
- Personal information (such as school attended, mother tongue...),
- Technical data (such as IP address),
- Your image, audio and likeliness (as captured for the needs of the contest),
- Any other requirements (such as accessibility requirements).
6. Purpose and legal basis for processing
Please find here below a list of the purposes for which we collect and process your personal data:
- To communicate with you,
- To manage your application to the contest (including emails informing you of the status of your application),
- To ensure a proper management of the contest (this may, at times, include distribution of badges, managing of dietary requirements , distribution of satisfaction forms),
- To take photographs and/or videos of the Event,
- To provide you with communications in relation to the Space Resources Week and its future editions sent by the Organisers,
- To ensure and improve the functioning and the security of our website and network,
- To manage complaints, feedback and queries,
- To comply with applicable laws and regulatory obligations,
- To establish and/or defend our legal rights,
- To perform analytics evaluation on the participants.
Please find here below a list of legal basis on whose grounds we collects and processes your personal data:
- Your consent, for instance we shall require your consent to send you communications to future editions of the Space Resources Week,
- Performance of a contract to which you are party when you register to an Event,
- Our legitimate interest, which may consist of ensuring the management of the contest or having records of the Event we organised, as well as promoting it in the future with photos or videos taken at the Event. Should you not accept to have your image published in any media (including but not limited to, through the internet on the event’s website, the organiser’s websites and newsletters, intranet, on social media channels and/or used during scientific fairs, please inform the organisers at info@astronautforaday.lu.
7. Share of your personal data with third parties
In order to fulfill the purposes mentioned in Section 6 (“Purposes and legal basis for processing”), we may transfer your personal data to:
- the Organisers’ internal departments, in order to ensure the proper organisation and management of the Contest,
- External service providers that perform services on the Organisers’ behalf, such as IT service providers,
- Institutional or non-institutional partners, with whom the Organisers collaborate in the context of the Contest’ management and organisation.
In case of disclosure of your personal data to the aforementioned external subjects, the Organisers shall take appropriate steps to ensure that third parties will apply adequate protection to this data as required by the applicable data protection legislation.
Some of the mentioned recipients of your personal data may be located in countries outside the European Union or the European Economic Area (EU/EEA). In such cases, transfers to a county outside EU/EEA may take place when the European Commission has decided that the third country ensures an adequate level of protection.
In the absence of such adequacy decision, we will only proceed to such transfer after having implemented appropriate safeguards to protect your personal data (such as the use of standard data protection clauses adopted by the European Commission) or where a derogation established by art. 49 of the GDPR exists (such as your explicit and informed consent).
Further information about the mentioned transfers and the safeguard measures applied by us can be obtained by contacting us at dpo@space-agency.lu.
8. Ensuring personal data security and integrity
In compliance with the applicable data protection legislation, the Organisers have put in place appropriate technical and organisational measures in order to prevent or act upon any unauthorised and unlawful processing or disclosure, accidental loss, modification or destruction of personal data. These measures are implemented based on the current state of art, an evaluation of the risks derived by the processing activity and the need to protect personal data. Such technical and organisation measures are regularly updated and/or adjusted to new technical developments or any organisational change that may affect the Organizers.
9. Cookies
This website uses cookies. Cookies are small text files that are sent and stored to your personal computer or device when you visit a website. The information stored may be returned to the website’s servers or to the servers of the relevant third parties during a subsequent visit.
Cookies have different functions. In general, cookies are necessary for the website to work in a correct way (for instance, by saving your current session). Cookies can also be used to analyse your browsing behaviour and to optimize your experience.
On this website, we only use essential cookies that are required for the proper functioning of the website.
The present website is hosted by Wix, with whom the Organisers of the Contest have signed the necessary contractual provisions.
10. Data retention periods
We will only retain your personal for a period of time that is strictly necessary for the purposes for which we collect your data, without prejudice to the Organizers to keep them for a longer duration for legal and/or regulatory obligations applying to us or due to exceptional situations that would justify them being kept longer (judicial procedure, etc.).
11. Your rights and how to exercise them
With regards to your personal data collected and processed by the Organisers, you may exercise at any time the following rights:
- Right to access: You have the right to receive confirmation about whether or not your personal data is being processed by the Organisers. If that is the case, you have the right to know what data is being collected and processed and to obtain of copy of it;
- Right to rectification: If the personal data we hold about you is inaccurate or incomplete, you have the right to request to have it rectified;
- Right to erasure: Subject to certain conditions specified in art. 17 of the GDPR, you have the right to have your personal data deleted;
- Right to restriction of processing: Subject to certain conditions specified in art. 18 of the GDPR, you have the right to obtain restriction of the processing of your personal data;
- Right to data portability: Subject to certain conditions specified in art. 20 of the GDPR, you have the right to obtain a copy of the personal data you provided to the Organizers in a structured, commonly used and machine-readable format and to request the transfer of these data to another data controller;
- Right to object: You have the right to object the processing of your personal data when the conditions set out in art. 21 of the GDPR apply;
- Right to withdraw consent: If the processing of your personal data is based on your consent, you have the right to withdraw that consent at any time. The withdrawal of such consent shall not affect the lawfulness of processing based on consent before its withdrawal.
- Right to lodge a complaint with a supervisory authority: You have the right to lodge a complaint with the Commission Nationale pour la Protection des Données (CNPD). More information on how to lodge a complaint are available on CNPD’s website: https://cnpd.public.lu.
You may exercise any of these rights by contacting Data Protection Officer (DPO) of LSA:
by e-mail at the following address: dpo@space-agency.lu,
or by post at:
Luxembourg Space Agency Foundation
Attn. Data Protection Officer
19-21 boulevard Royal
L-2445 Luxembourg.
12. Link to other websites
Please be aware that this website may contain links to other websites, that are not governed by this privacy notice. We encourage users to review the privacy notice of each website before disclosing any personal data.