Privacy policy

In the following, we inform you about how your personal data is handled when you visit and use this web application.

Protection of your personal data

This privacy statement provides information about the processing and the protection of your personal data

Processing operation: The Digital Space Ecosystem platform (The Digital Space Ecosystem is a community platform to connect actors from EU27/EEA and Horizon Europe Associated Countries incl. industry, institutional actors, universities, research institutes and others.)

Data Controller: European Commission, Directorate General for Defence Industry and Space, Unit C2 – Space Single Market (hereinafter “DG DEFIS Unit C.2” or the “Data Controller”)

Record reference: DPR-EC-30808.1

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) 2018/1725 of the European Parliament 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.

The information in relation to processing operation Digital Space Ecosystem platform undertaken by the Data Controller is presented below.

2. Why and how do we process your personal data?

The Data Controller processes your personal data to establish and manage an online community of registered data subjects within the framework of the Digital Space Ecosystem action, facilitating networking and collaboration among members:

1. To register data subjects on the Digital Space Ecosystem, and to assess their eligibility for accessing the platform and participating in related activities;

2. To establish and manage an online community of registered data subjects within the framework of the Digital Space Ecosystem action, facilitating networking and collaboration among members;

3. To enable data subjects to create and maintain personal and/or professional profiles, which are then publicly hosted within the Digital Space Ecosystem for collaborative purposes. This data is also used to facilitate matchmaking, personalised recommendations, and the organisational activities of future events;

4. To establish a repository of photos, videos and other audio-visual recordings of the events on the Digital Space Ecosystem platform to be used for the promotion of the Digital Space Ecosystem action on DG DEFIS’ social media channels (LinkedIn, X and YouTube) and DG DEFIS’ website;

This processing is carried out in the framework of the collaborative web platform Digital Space Ecosystem. The Platform has a public landing page and a restricted interface: • A “public” user of the platform is presented with only general information. In principle, no personal information is visible on the public page of the platform. The public page may contain limited personal data in the form of photos of events, if you have provided your consent (see section 3).

• As next step, users are asked to register. In the approval step, the Data Controller ensures that only relevant users are accepted to the restricted interface.

• Once users are approved, they have full access rights to the “restricted” platform. Personal data will only be visible on the restricted platform.

Please note that limited personal data (e.g. photos of events, event agenda) will potentially be used to promote the platform as specified in Section 3, 4 and 7.

The public IT website Digital Space Ecosystem may contain personal data in the form of photos of events. This website collects personal data via cookies (see below section 7 on “Cookies”) based on consent. The restricted Digital Space Ecosystem contains contact details, invitations to meetings, related minutes and follow-up, common actions, useful information and contact information of EU Member States, EEA Countries and Horizon Europe Associated Countries. Users access to the restricted collaborative platform after registration and approval by administrators.

Automated decision-making

The platform offers an optional matchmaking functionality to facilitate connections between users based on their expressed needs and offerings. By creating offers or requests and providing relevant information, users enable the platform to suggest potential matches.

How it works:

• Users voluntarily provide specific information (attributes) about their offers or requests. An offer or request can be e.g. patent, technology, product or service. Each offer and request is linked to the user who created it.

• The platform's algorithm compares these attributes to identify potential matches in an automatic manner.

• Users receive notifications about potential matches based on the automated comparison.

• This automated decision-making process will not produce any legal effect concerning the data subject or similarly significantly affect them.

Please note: • The matching process is fully automated based on a pre-defined set of attributes, with no human intervention.

• Users actively choose to provide information and receive notifications.

• The automated matching process has a minimal impact on individuals, primarily resulting in notifications about potential matches.

• By utilizing this automated matching functionality, users can efficiently explore opportunities and connect with relevant partners within the platform.

3. On what legal ground(s) do we process your personal data?

We process your personal data, because the processing operations on personal data, linked the management of the IT tool are necessary for the management and functioning of the Commission, as mandated by the Treaties. Those provisions are in particular, Article 11 of the Treaty on European Union and Article 15 of the Treaty on the Functioning of the European Union. Consequently, those processing operations are lawful under Article 5(1)(a) of Regulation (EU) 2018/1725 (processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body).

Furthermore, the promotion of information sharing is based on Article 108 (2) of Regulation (EU) 2021/696 of the European Parliament and of the Council of 28 April 2021 establishing the Space Programme of the Union and the European Union Agency for the Space Programme. The Regulation supports the dissemination and exploitation of space-related data and information, including promoting the societal benefits of the EU Space Programme components.

In addition, we process your personal data because you have given your consent to the processing of your personal data to register you on the platform, to assess your eligibility and manage the online community, to organise virtual and physical events, and to establish a repository of photos, videos and other audio-visual recordings of the events, of which some might be used for the promotion of the Digital Space Ecosystem action on DG DEFIS’ social media channels (LinkedIn, X and YouTube) and DG DEFIS’ website. You have also given your consent to make your personal data visible to other registered users, including from non-EU countries, i.e. EEA and Horizon Europe Associated Countries.

Your consent will be collected via a clear affirmative act by ticking a box on the online registration form. Your consent for this/these purpose(s) can be withdrawn at any time by removing optional personal data points or deleting your profile.

4. Which personal data do we collect and further process?

In order to carry out this processing operation, the Data Controller processes the following categories of personal data:

• First name

• Last name

• E-mail address

• Current affiliation (organisation and role/title)

• Contact and profile data (optional): telephone, website, position or job title, department, physical address, photograph.

• Links to your social media incl. LinkedIn, X, YouTube, Xing, Instagram and Facebook (optional)

We have obtained your personal data from you.

You have the option to provide next to mandatory data necessary for the registration also additional personal data. However, this information is not necessary for accessing the platform. You can delete this optional data at any time.

5. How long do we keep your personal data?

The Data Controller only keeps your personal data for the time necessary to fulfil the abovementioned purposes. The Data Controller only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing.

• Active users: For active users (those who have logged in within the past 24 months), we will retain your personal data as long as your account remains active.

• Inactive users: If your account was inactive for 24 consecutive months, we will deactivate your account and delete your personal data 48 months after your last log-in, unless legal obligations require otherwise.

The optional data mentioned above can be deleted at any moment upon your request, as it is not necessary for getting access to the platform itself.

6. 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 or of its contractors. All processing operations are carried out pursuant to the Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.

The Commission’s contractors are 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).

The data processor is Novaspace GmbH, Rumfordstr.10, 80469 Munich, Germany. The following sub-processors are involved in the IT platform: Innoloft GmbH, Jülicher Straße 72a c/o digitalHUB, 52068 Aachen, Germany and ESPI, Schwarzenbergplatz 16, TOP 1 1010 Vienna, Austria.

In order to protect your personal data, the Commission 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.

7. Who has access to your personal data and to whom is it disclosed?

Access to your personal data is provided to the Commission staff responsible for carrying out this processing operation and to authorised staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.

The mandatory contact details and other optional details are published on the restricted platform to enable other members of the platform to contact you. Access to this site ( ) is limited to members of groups and observers in EU Member States and EEA countries and Horizon Europe Associated Countries. Access is subject to the approval of European Commission Services and is meant to cover stakeholders of the space ecosystem, including but not limited to manufacturers, policy makers, service providers, and users, as well as research institutions and universities.

Limited personal data in the form of photos and recordings of events might be published for the promotion of the Digital Space Ecosystem action on DG DEFIS’ social media channels (LinkedIn, X and YouTube) and DG DEFIS’ website.

Cookies

Cookies are short text files stored on a user’s device (such as a computer, tablet or phone) by a website. Cookies are used for the technical functioning of a website (functional cookies) or for gathering statistics (analytical cookies).

When you visit the Digital Space Ecosystem platform, we use different types of cookies, aiming at different purposes:

• Some cookies allow us to enable specific functions or to improve your navigation experience, while others allow us to analyse the way you consult our websites in order to improve it. • Some are strictly necessary, while others help us to personalise your navigation by remembering your preferences and settings.

The collected data will not be shared with any other organisations for marketing, market research or commercial purposes. Moreover, the abovementioned data cannot be used to identify a particular visitor.

Essential and functional cookies

By navigating on our websites, you need to accept the use of all technical and session cookies via button, which are stored during the session lapse time and are necessary for a proper functioning of the website.

Technically necessary cookies are used to facilitate the use of the website by the users and improve its user friendliness. Some functions on this website could not be provided without the use of cookies, as they require the recognition of the browser when moving from page to page.

The specific cookies found on our site and their retention period are listed below. The information will then be deleted. The cookies are stored at servers in Frankfurt, Germany.

loginToken expires after 1 hour and is an access token for user authentification.

refreshToken expires after 1 year and is used to generate new access token, you can learn more here .

CookieConsent expires after 30 days and checks if the usr has already seen the cookie banner.

cookieMarketing expires after 30 days indicates if the user has accepted the marketing cookies.

cookieNecessary expires after 30 days and indicates if the user has accepted the necessary cookies.

cookiePreferences expires after 30 days and indicates if the user has accepted the preferences cookies.

cookieStatistics expires after 30 days and indicates if the user has accepted the statistics cookies.

user-session lasts for a session and is a unique identifier for the current usser sesssion.

Locale expires after 1 year and serves to identify the setting for the languages that the user choses.

Managing your cookie preferences

You have several options on how to manage the cookies. However, please note that blocking or deleting certain cookies may affect your ability to access and use our website effectively:

a) Removing cookies from your device. You can delete all cookies that are already on your device by clearing the browsing history of your browser. This will remove all cookies from all websites you have visited. Be aware though that you may also lose some saved information (e.g. saved login details, site preferences). b) Managing site-specific cookies. For more detailed control over site-specific cookies, check the privacy and cookie settings in your preferred browser. c) Blocking cookies. You can set most modern browsers to prevent any cookies being placed on your device, but you may then have to manually adjust some preferences every time you visit a site/page. And some services and functionalities may not work properly at all (e.g. profile logging-in).

Additional information: • For Chrome go to: Settings ›Privacy and Security › Clear browsing data › Select “Cookies and other site data” • For Internet Explorer go to: Safety› Delete Browsing History › Select “Cookies and website media” › Click “Delete” • Microsoft Edge go to: Settings › Clear Browsing Data › Select “Cookies and saved website data” › Click “Clear”. • For Firefox go to: Options ›Privacy and Security ›Cookies and Site Data › Click “Clear data” • For Safari go to: Preferences ›Privacy › Cookies and website data › Click “Manage Website Data” (Mac) or “Remove All Website Data”. (Windows), › Select “Remove All” to delete all the cookies.

Third party IT tools, including Social Media

We use third party IT tools to inform about and promote the Digital Space Ecosystem through widely used communication channels, including the social media. For detailed information about the use of social media by the European Commission, see the Record of Processing DPR-EC-00073 (Social Media Use by the European Commission).

In order to protect your privacy, our use of third party IT tools to connect to those services does not set cookies when our website pages are loaded on your computer (or other devices), nor are you immediately redirected to those social media or other websites. Only in the event that you click on a button or “play” on a video to watch it, a cookie of the social media company concerned will be installed on your device. If you do not click on any social media buttons or videos, no cookies will be installed on your device by third parties.

In order to view such third-party content on our websites, a message will alert you that you need to accept those third parties’ specific Terms and Conditions, including their cookie policies, over which the Commission has no control.

We recommend that users read the relevant privacy policies of Twitter, LinkedIn, Instagram / YouTube, carefully before using them. These explain each company’s policy of personal data collection and further processing, their use of data, users' rights and the ways in which users can protect their privacy when using those services.

The use of a third party IT tool does not in any way imply that the European Commission endorses them or their privacy policies. In the event that one or more third party IT tools are occasionally unavailable, we accept no responsibility for lack of service due to their downtime.

International Transfers

Please note that pursuant to Article 3(13) of Regulation (EU) 2018/1725 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 further 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 third party, except to the extent and for the purpose we may be required to do so by law.

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 Regulation (EU) 2018/1725, in particular the right to access, rectify or erase your personal data and the right to restrict the processing of your personal data. Where applicable, you also have the right to object to the processing or the right to data portability.

You have consented to provide your personal data to the data controller for the present processing operation. You can withdraw your consent at any time by notifying the data controller defis-c2@ec.europa.eu. The withdrawal of your consent 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 Controller, 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.

Any request for access to personal data will be handled within one month. Any other request mentioned above will be addressed within 15 working days.

9. Contact information

- The Data Controller If you would like to exercise your rights under Regulation (EU) 2018/1725, 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 C.2, (defis-c2@ec.europa.eu).

- The Data Protection Officer (DPO) of the Commission In case of disagreement with the Data Controller, 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 Regulation (EU) 2018/1725.

- 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 (edps@edps.europa.eu or https://edps.europa.eu/data-protection/ourrole-supervisor/complaints_en ) if you consider that your rights under Regulation (EU) 2018/1725 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 DPO publishes the register of all processing operations on personal data by the Commission, which have been documented and notified to him. 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-30808.1

For Events and Meetings

Processing operation: Processing of personal data linked to the Digital Space Ecosystem platform related to events and workshops (The Digital Space Ecosystem is a community platform to connect actors from EU27/EEA and Horizon Europe Associated Countries incl. industry, institutional actors, universities, research institutes and others. The following privacy statement covers the processing of personal data for events and workshops.)

Data Controller: European Commission, Directorate General for Defence Industry and Space, Unit C2 - Space Single Market (hereinafter “DG DEFIS Unit C.2” or the “Data Controller”)

Record reference: DPR-EC-01063

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 is committed to protect your personal data and to respect your privacy. The Commission collects and further processes personal data pursuant to Regulation (EU) 2018/1725 of the European Parliament and of the Council 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.

This privacy statement explains the reason for the processing of your personal data in the context of a meeting or event organised by the European Commission. It explains 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.

The information in relation to the processing of personal data linked to “Digital Space Ecosystem – events and workshops”, organised by DG DEFIS Unit C.2 of the European Commission, is presented below.

2. Why and how do we process your personal data?

Purpose of the processing operation: the European Commission collects and further processes your personal data to provide you with information about the specific meeting or event (before, during and after) and to process your application for participation in that meeting or event.

Your personal data will not be used for any automated decision-making including profiling. Live web-streaming and audio-visual recording at the meeting or event of the speakers, organisers and participants, as well as photographs of the speakers and panoramic photographs of participants and organisers may be taken and published at https://digital-space-ecosystem.eu/.

The audience or non-speaker participants are not photographed individually or in groups. They may however appear on panoramic photographs of the whole event/audience.

Names of speakers may be published at https://digital-space-ecosystem.eu/.

Please note that some meeting or event may be held using a third party videoconference IT service, such as Microsoft Teams or Cisco Webex, which processes personal data. Please read section 7 below for more information.

Participants that do not wish to be part of the above web-streaming and recording/publishing activities have the possibility to object to processing, by sending an e-mail to the organiser prior to the event. In such a case, data subjects may be offered the opportunity to sitting in back rows that are not recorded/photographed, wearing special badges, attending the meeting in a separate room without web-streaming, or other options, depending on the circumstances of the particular meeting.

3. On what legal ground(s) do we process your personal data?

The processing operations on personal data, linked to the organisation, management, follow-up and promotion of the meeting or event (including web-streaming, photos, audio-visual recording) are necessary for the management and functioning of the Commission, as mandated by the Treaties. Those provisions are in particular, Article 11 of the Treaty on European Union and Article 15 of the Treaty on the Functioning of the European Union.

Consequently, those processing operations are lawful under Article 5(1)(a) of Regulation (EU) 2018/1725 (processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body).

Your consent is required for the following actions during the meeting or event (if applicable):

the processing of your personal data relating to your dietary and/or access requirements;

the sharing of the participants list containing your name and affiliation with other participants for the purpose of future collaboration;

the sharing of the attendee list containing your name and affiliation among participants, in order to create working groups to continue the collaborate work launched during the meeting or event;

the processing of your personal data for inviting you to future events the data controller may organise;

the processing of your personal data for managing your subscription to a newsletter of the data controller.

If you opt-in, you are giving us your explicit consent under Article 5(1)(d) of Regulation (EU) 2018/1725 to process your personal data for those specific purposes. You can give your consent via a clear affirmative act by ticking the box(es) on the online registration form.

Your consent for these purposes can be withdrawn at any time by writing to defis-c2@ec.europa.eu.

4. Which personal data do we collect and further process?

The following personal data may be processed in the context of the meeting or event:

• contact details (function/title, first name, last name, name of organisation, city, country, e-mail address, telephone number);

• nationality, passport or identity card number and its date of issue and expiry date may be collected, so that the data subjects may obtain access to the premises where the meeting or event is held;

• signature and audio-visual recording of the meeting, for establishing the attendance list and the minutes.

• dietary requests (if any) or specific access requirements.

5. 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 or further processing. For each of the categories of personal data that may be processed, please find below the retention details and the reference to the relevant record of processing:

Personal data related to the organisation and management of the meeting or event (this includes the information given during the registration, before, during or after the event) will be kept for five years after the meeting or event.

Sensitive personal data relating to dietary and/or access requirements will be deleted as soon as they are no longer necessary for the purpose for which they have been collected in the framework of the meeting or event, but no later than within 1 month after the end of the meeting or event.

Recordings from the web-streamed meeting or event will be kept for 2 years before being deleted. More information is available in the Record of Processing DPR-EC-00306 (Web-streaming of Commission events).

Audio-visual recordings will be kept for 3 months after the meeting or event before being deleted. More information is available in the Record of Processing DPR-EC-01937 (Audio-visual recording of meetings).

Personal data shared with the Directorate-General for Human Resources and Security of the European Commission for the participants to gain access to Commission buildings is kept for 6 months after the termination of the link between the data subject and the Commission. More information is available in the Record of Processing DPR-EC-00655 (Commission Physical Access Control System (PACS)).

Personal data shared with the controller for future mailing purposes (e.g., for receiving newsletters or invitations to similar events) are processed in line with the Record of Processing DPR-EC-03928 (Management of subscriptions to receive information) and the specific privacy statement prepared by the organising Commission service.

Selected service providers for organisational purposes (such as caterers, travel agents or event management organisations) are contractually bound to process personal data on behalf of and in line with the instructions of the data controller, keep confidential any data they process and protect it from unauthorised access, use and retention.

6. 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 or of its contractors. All processing operations are carried out pursuant to Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.

The Commission’s processors (contractors) are bound by a specific contractual clause for any processing operations of your personal data on behalf of the Commission. The processors have to put in place appropriate technical and organisational measures to ensure the level of security, required by the Commission.

7. Who has access to your personal data and to whom is it disclosed?

Access to your personal data is provided to the Commission staff responsible for carrying out this processing operation and to other authorised Commission staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.

Where necessary, we may also share your information with service providers for the purposes of organising the meeting or event:

• Staff of the DG DEFIS contractors in charge of the Digital space ecosystem hub action: Novaspace GmbH (Germany) ;

Your personal data will also be processed by the following sub-processors on their behalf:

• European Space Policy Institute (ESPI) (Austria) as project partner and support within the contract

• Innoloft GmbH (Germany) which provides the community platform used for the organisation of all virtual and physical events (including registration);

Cookies

Registration for the meeting takes place via the Digital Space Ecosystem platform (https://digital-space-ecosystem.eu) which employs cookies as described here: https://digital-space-ecosystem.eu/privacy-policy.

Enabling these cookies is not strictly necessary for the website to work but it will provide you with a better browsing experience. You can delete or block these cookies, but if you do that, some features of the website may not work as intended.

The cookie-related information is not used to identify data subjects personally. These cookies are not used for any purpose other than those described here.

Should you wish to opt your personal data out of our anonymised, aggregated statistics, you can do so on our cookies page. In particular, you can control and/or delete those cookies as you wish.

Third party IT tools, including Social Media

We may use third party IT tools to inform about and promote the meeting or event through widely used communication channels, including the social media. For detailed information about the use of social media by the European Commission, see the Record of Processing DPR-EC-00073 (Social Media Use by the European Commission).

You may be able to watch our videos, which may be also uploaded to one of our social media pages and follow links from our website to other relevant social media.

We recommend that users carefully read the relevant privacy policies of the social media tools used: https://x.com/en/privacyX, LinkedIn, Instagram and YouTube. These explain each company’s policy of personal data collection and further processing, their use of data, users' rights and the ways in which users can protect their privacy when using those services.

Please note that meetings or events may be held using a third party videoconference IT service such as Teams or Cisco Webex. These IT tools have their own cookies and privacy policies (available here: Microsoft Teams Commission Record DPR-EC-4966.4 and Microsoft Privacy Policy; Cisco Webex Meetings Commission Record DPR-EC-05006 and Microsoft Privacy Policy) over which the Commission has limited or no control. By participating into the meeting or event via a videoconference IT tool, the participants consent to the processing of their personal data via the third party tool as described in the related privacy policy.

International transfers

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.

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 Regulation (EU) 2018/1725, 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 the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a) of Regulation (EU) 2018/1725 on grounds relating to your particular situation.

If you have consented to provide your personal data to the data controller for the present processing operation, you can withdraw your consent at any time by notifying the data controller. The withdrawal of your consent will not affect the lawfulness of the processing carried out before you have withdrawn the consent.

9. Contact information

- The Data Protection Officer (DPO) of the Commission 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 Regulation (EU) 2018/1725.

- 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 (edps@edps.europa.eu) if you consider that your rights under Regulation (EU) 2018/1725 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 European Commission, which have been documented and notified to him. 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-01063.

Mailing and Newsletter

Processing operation: Management of subscriptions to receive information concerning the Digital Space Ecosystem platform (The Digital Space Ecosystem is a community platform to connect actors from EU27/EEA and Horizon Europe Associated Countries incl. industry, institutional actors, universities, research institutes and others. The following privacy statement covers the processing of personal data for mailing and newsletters.)

Data Controller: European Commission, Directorate General for Defence Industry and Space, Unit C2 - Space Single Market (hereinafter “DG DEFIS Unit C.2” or the “Data Controller”)

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 information in relation to processing operation “Management of subscriptions to receive information concerning Digital Space Ecosystem – mailing and newsletter” undertaken by DG DEFIS Unit C.2 is presented below.

2. Why and how do we process your personal data?

Purpose of the processing operation: DG DEFIS Unit C.2 collects and further processes your personal data so that you can receive information that you have requested on important developments, activities, events, initiatives or thematic issues in the area of Space. in particular through articles, reports, newsletters as well as visual content.

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 subscribed to receive the information on important developments, activities, events, initiatives or thematic issues in the area of Space.

We process your personal data because you have given your consent to the processing of your personal data for the purpose of receiving the requested information.

4. Which personal data do we collect and further process?

In order to carry out this processing operation, the Data Controller collects the following categories of personal data:

- Your name, surname and email address are needed to ensure the delivery of the service to you as a subscriber.

5. 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 unsubscribe from the mailing list.

You can unsubscribe by following the instructions provided in any email sent in the context of the newsletter/mailing list to update the newsletter mailing settings . Appropriate action shall be taken within a week of receiving the un-subscription request.

In case where data is kept for statistical purposes, some subscriber's optional data may be kept for 5 years after the un-subscription, providing these do not allow to identify the subscriber any more and that these are available to a very restricted number of authorised persons performing the processing operation on a need to know basis, for the sole purposes of generating anonymised statistics.

6. 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 or of its contractors¹. All processing operations are carried out pursuant to Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.

7. Who has access to your personal data and to whom is it disclosed?

Access to your personal data is provided to the 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 will transmit your personal data to the contractors processors based on a contract pursuant to Article 29 of Regulation (EU) 2018/1725:

• A limited number of staff of the DG DEFIS contractors in charge of the Digital Space Ecosystem action: Novaspace GmbH (Germany);

Your personal data will also be processed by the following sub-processors on their behalf: • ESPI (Austria) as project partner and support within the contract

• Innoloft GmbH (Germany) which provides the community platform used for the registration to the mailing and newsletter;

• Mailerlite Limited (Ireland) which enables the creation and management of email campaigns;

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.

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 Regulation (EU) 2018/1725, 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 controller for the present processing operation. You can withdraw your consent at any time by notifying the Data Controller as explained under Heading 5 above. The withdrawal will not affect the lawfulness of the processing carried out before you have withdrawn the consent.

9. Contact information

- The Data Controller

In case you would like to exercise your rights under Regulation (EU) 2018/1725, 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-c2@ec.europa.eu.

- The Data Protection Officer (DPO) of the Commission

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 Regulation (EU) 2018/1725.

- The European Data Protection Supervisor (EDPS)

10. Where to find more detailed information?

The Commission Data Protection Officer (DPO) publishes the register of all processingoperations on personal data by the Commission, which have been documented and notified to him. 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.

April 2025