INFORMATION CLAUSE

In accordance with art. 13 sec. 1 and 2 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46 / EC (general regulation on protection of personal data) (Journal of Laws UE L 119/1 of 4.5.2016, hereinafter referred to as “GDPR”), I would like to inform you that:

  1. the controller of your personal data is Astronika limited liability company with its registered office in Warsaw (code: 00-716) at ul. Bartycka 18, entered into the register of entrepreneurs kept by the District Court for the Capital City of Warsaw, XIII Commercial Division of the National Court Register under the KRS number 0000457381, NIP: 5213646616, REGON: 146615292 (hereinafter the “Controller”), e-mail address office@astronika.pl, phone no.: +48 22 32 96 234;
  2. your personal data will be processed for the purposes:
    1. abstract submission for European Space Mechanisms and Tribology Symposium 2023 (“ESMATS 2023”) ( 6 (1) (a) of the GDPR),
    2. reviewing and selecting abstracts by ESMATS 2023 Organizing Committee, including by third countries or international organisations, based on your consent (Article 6(1)(a) of the GDPR or Article 49(1)(a) of the GDPR, depending on which country the data are transferred to according to item 3 below)
    3. contacting you if your abstract will be accepted ( 6 (1) (a) of the GDPR),
    4. newsletter distribution, i.e. information about planned informational and promotional events organised by the European Space Agency – the legal basis for data processing is the consent of the data subject (Art. 6(1)(a) of the GDPR). The data subject is entitled to withdraw their consent at any time. Withdrawing consent does not affect the lawfulness of processing based on the consent prior to withdrawal.
  3. type of data to be stored and processed by the Controller: name and surname, email address, institute of affiliation, city and country of residence, the title of the abstract,
  4. the recipients of your personal data are entities to which the Controller entrusted activities that involve the need for personal data processing, especially: ESMATS 2023 Organizing Committee (its members’ list is published here: https://www.esmats.eu/warsaw/about-esmats/), the European Space Agency, Oxford Abstracts Limited, IT administrative services, event organizing services, legal services or consulting. The recipients of your personal data may also be entities or authorities that have the right to receive your data, but only in justified cases and in compliance with applicable provisions of law, in particular in case of initiating criminal proceedings, the necessity to secure documentation and in any other cases it is required by the provision of law
  5. your personal data will be stored:
    1. by Astronika – up to two years after the end of ESMATS 2023,
    2. by Oxford Abstracts Limited – up to six years after the end of ESMATS 2023, in accordance with Oxford Abstracts Policy (link to: https://oxfordabstracts.com/privacy-policy/),
    3. by the European Space Agency – until you withdraw your consent to process personal data in accordance with its Privacy Policy (link to: https://www.esmats.eu/warsaw/esa-privacy-policy/),
    4. and will be securely deleted/destroyed after the expiry of the retention period.
  6. you have the right to access to your data and the rectification or erasure of them or restriction of processing concerning the data subject or right to data portability or the right to object to processing, the right to withdraw consent at any time without affecting the lawfulness of the processing based on consent before its withdrawal,
  7. you have the right to lodge a complaint with the President of the Personal Data Protection Office in Poland, if you feel that the processing of your personal data violates the provisions of the GDPR,
  8. providing your personal data by you is voluntary but necessary for the review of your abstract by the ESMATS 2023 Organizing Committee,
  9. your personal data will not be processed for purposes related to automatic-decision making, including profiling.
  10.  the Controller may transfer personal data to third countries, i.e. countries located outside the European Economic Area. Your data may be transferred solely to third countries or third parties which were recognised by a decision of the European Commission as offering an adequate level of data protection. The list of countries confirmed by a decision of the European Commission to offer an adequate level of protection can be found in the link.
  • If no decision of the European Commission confirming an adequate level of protection referred to in Article 45(3) of the GDPR has been issued, your personal data may be transferred to a third country solely on the basis of: binding corporate rules, standard data protection clauses adopted by the European Commission, standard data protection clauses adopted by a Polish supervisory authority and approved by the Commission, an approved code of conduct, or an approved certification mechanism (Article 46 of the GDPR).
  • If no decision of the European Commission confirming an adequate level of protection referred to in Article 45(3) of the GDPR has been issued and in the absence of the safeguards listed in Article of the 46 of the GDPR, including binding corporate rules, we will ask you to grant your express consent for a transfer to a third country or international organisation after advising you about the possible risks of such transfer pursuant to Article 49(1)(a) of the GDPR.
  • In connection with the transfer of your data outside the EEA you may request information about safeguards used in this respect, obtain a copy of such safeguards or information about the place in which they are shared by contacting us at the Astronika sp. z o.o. correspondence address stated in point 1 above.
  • According to above, we inform You that Your data may be transferred to third countries that do not ensure an adequate level of protection granted by generally applicable provisions of Polish law, in particular the provisions of the GDPR (USA). In connection with the above, pursuant to Article 49(1)(a) of the GDPR, we inform that we do not ensure suitable safeguards listed in Article 46 of the GDPR. Due to the inability to enter into standard contractual clauses with the recipient of the data and lack of binding corporate clauses, we inform you that there is a risk that your data will not be adequately protected. You need to grant further consent to transfer personal data to a third party located in a third country, because there is a risk that such data will be processed without compliance with the GDPR regime.