Privacy Policy

Personal data collected may include:

  • Name
  • Email
  • Affiliation
  • Gender (for diversity monitoring)
  • Country
  • Nationality (for diversity monitoring)
  • Job title (for diversity monitoring)
  • Headshot photo (for advertising purposes)
  • Dietary requirements (in person attendees only)
  • Access requirements (in person attendees only)
  • Emergency contact name, email, and phone number (in person attendees only)
  • Photographs and video recordings taken at the event
  • Photographs submitted as part of the event photo competition
  • Event feedback responses

Registration and submission data is collected and stored using third-party event management and cloud systems, including Oxford Abstracts, Airtable, and Google Drive.

We process your personal data for the following purposes:

Event Administration:

  • Managing registration and attendance
  • Communicating event details
  • Venue and logistical arrangements

Event Photography & Video

We will take photographs and may record video during the event for:

  • Enabling hybrid attendance at the workshop
  • Documenting the event
  • Internal communications
  • Sharing highlights with attendees and the wider community
  • Promoting future events

This may include images in which you are identifiable. You have the right to object at any time. If you do not wish to appear in photographs or videos, please inform the workshop Support Team (identifiable in-person via yellow lanyards, or at cmip-ipo(at)esa.int). We will provide you with a stick to put on your name tag. If you later identify an image of yourself that you would prefer not to be used, we will take reasonable steps to remove it. Please note, it may be difficult to avoid you appearing in the background of any photos, but we will do our best to avoid this/edit photos after the event.

Who we share your data with

We use selected third-party service providers to support the administration and delivery of this event. These providers process personal data on our behalf under written agreements and in accordance with UK data protection law.

For this event, we use:

  • Oxford Abstracts – to manage event registration, submissions, and attendee information.
  • Airtable – to manage event registration, submissions, and attendee information, and for event planning, delegate management, and internal coordination.
  • Google Drive – for secure storage of event documentation, including slides, videos, photographs and competition submissions.

We may also share data with:

  • Event venue providers
  • IT and cloud hosting providers
  • Event photographers acting under our instructions

All third-party processors are required to implement appropriate technical and organisational security measures and may only process your personal data in accordance with our instructions.

We retain personal data only as long as necessary:

  • Registration data: on closure of the CMIP IPO project at ESA, currently scheduled for 28th February 2027.
  • Event photography: on closure of the CMIP IPO project at ESA, scheduled for 28th February 2027.
  • Photo competition submissions: on closure of the CMIP IPO project at ESA, scheduled for 28th February 2027.

Images not selected for ongoing use will be securely deleted.