Privacy Notice for the Earth Observation Call for Proposals (EOPRO) Website

ESA invites you to submit a Letter of Intent and Proposal on the Earth Observation Call for Proposals (EOPRO) 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 as the Lead Investigator, and submit a list of the proposed members of your science team, setting out the name, address, nationality and email address of each proposed member. 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 proposal are the names and addresses of you and everyone whom you nominate as part of your team, your nationalities and your email addresses. The EOPRO 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 set up review panels to assess your team’s application and to ensure that each submitted proposal is peer-reviewed by independent reviewers.  ESA will also use the Personal Data to communicate with you about the outcome of your application and to administer the proposal, if successful. ESA will not use the Personal Data for any other purpose.

The entities involved in the independent peer review will only process the Personal Data for the purpose of evaluating your proposal.

Neither ESA, EJR-Quartz nor any of the entities involved in the independent peer review will disclose your Personal Data to any entity other than those which are selected to be involved in the assessment of your proposal.

Neither ESA, EJR-Quartz nor any of the entities involved in the independent peer review 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?

The Personal Data that will be collected and processed for the purpose of reviewing and administering your proposal are the names and addresses of you and everyone whom you nominate as part of your team, your nationalities and your email addresses. The EOPRO 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.

If you wish to erase, withdraw or change the Personal Data for yourself, or members of your Proposal Team, you may do so at any time, by sending an email containing an attached signed letter to EOPRO@esa.int.

Your Rights

The Data Controller for the processing of the Personal Data submitted as part of your proposal 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 EOPRO@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 EOPRO@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 proposal 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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