IAF Privacy policy

IAF Code of Ethics and Professional

Conduct

The International Astronautical Federation (IAF), in line with its engagement to fostering the “3-G”
Diversity principles (Generation, Gender and Geography), is strongly committed to supporting and
promoting diversity and inclusiveness within the space community, within the IAF staff, IAF volunteers
and all delegates attending IAF events worldwide.
The IAF is dedicated to organizing, hosting and facilitating events at which everyone can participate in
an inclusive, respectful, and safe environment. IAF events are guided by the highest ethical and
professional standards, and all participants are expected to behave with integrity and respect towards
all other participants attending or involved with any IAF event or activity.
At IAF events and in IAF virtual environments, it is the Federation’s top priority to ensure a safe,
healthy, discrimination-free atmosphere that openly accepts all individuals regardless of age, ethnicity,
race, religion, nationality, sexual orientation, gender, gender identity, gender expression or any other
group identity.
This policy applies to all IAF activities, including:

• IAF Congresses, conferences, workshops and symposia;
• IAF meetings;
• Exchanges among committees or other IAF bodies, publications and communications sent through IAF communication channels and carried out in the context of IAF activities.

Code of Conduct

The IAF expects its staff, members, volunteers and event participants to be guided by the highest
standard of ethics, to communicate professionally and constructively, whether in person or virtually,
handling dissent or disagreement with courtesy, dignity and an open mind, being respectful when
providing feedback, and being open to alternate points of view.

Unacceptable Behaviour

The IAF does not tolerate harassment of IAF members, IAF staff, or other persons involved in IAF events
and activities. Any improper or unwelcome conduct that might reasonably be expected or is reasonably
perceived to cause offence or humiliation to another person is prohibited at IAF events or activities.
Amongst unacceptable behaviours at any IAF activity or event are:

• Abuse: any action directed at an individual that interferes substantially with that person’s participation; or causes that person to fear for his/her personal safety. This includes threats, intimidation, bullying, stalking, or other types of abuse;
• Discriminatory harassment: includes offensive verbal or written comments and negative behaviour, sustained disruption of talks or other events, either in real or virtual space, including those that are related to or are based upon gender, age, nationality, sexual orientation, gender identity, gender expression, disability, physical appearance, body size, race, ethnicity, religion, relation or other group identity;
• Sexual harassment: any unwelcome conduct of a sexual nature that might reasonably be expected or is reasonably perceived to cause offense or  umiliation. Sexual harassment may involve any conduct of a verbal, nonverbal, or physical nature, including written and electronic communications.

IAF Ethics Board

The IAF Ethics Board is a permanent committee which has the responsibility of:

• Defining and updating (whenever necessary) the “IAF Code of Ethics and Professional Conduct”;
• Overseeing the application and implementation of the “IAF Code of Ethics and Professional Conduct”;
• Assessing reported cases of violation of the “IAF Code of Ethics and Professional Conduct”;
• Deciding on immediate actions to prevent any further damage, in the case of any imminent danger;
• Initiating and setting-up an Ad-hoc Investigation Board, if deemed necessary;
• Electing the Ad-hoc Chair and Members of the Investigation Board for each specific case of violation;
• Reviewing and validating the recommendations of the Ad-hoc Investigation Board.

The IAF Ethics Board is composed of:

• CHAIR
  • IAF President
• MEMBERS
  • IAF Incoming or Past President
  • IAF General Counsel
  • IAF Honorary Secretary
  • IAF Executive Director
• SECRETARY
  • IAF Deputy Executive Director

Members of the IAF Ethics Board having a potential or actual conflict of interest pertaining to the specific case of alleged violation shall not participate in the assessment and decision-making process of the case.

Ad-hoc Investigation Board

The IAF Ad-hoc Investigation Board is a temporary committee set-up by the IAF Ethics Board for a specific case of violation of the “IAF Code of Ethics and Professional Conduct”. It has the responsibility of:

• Investigating on the specific case of violation of the “IAF Code of Ethics and Professional Conduct”;
• Deliberating the results of the investigation;
• Elaborating and presenting to the IAF Ethics Board recommendations on the consequences (if any) of the violation case, based on the investigation results;
• Communicating with all parties concerned with the investigation.

The Ad-hoc Investigation Board is composed of persons not having any conflict of interest pertaining to the specific case of alleged violation:

• CHAIR
  • Elected by the IAF Ethics Board
• 2 to 3 MEMBERS
  • Elected by the IAF Ethics Board
• SECRETARY
  • IAF Deputy Executive Director

How To Report an alleged violation of the “IAF Code of Ethics and Professional Conduct”

If any participant in IAF activities or events would like to report on experiencing or noticing an alleged violation of the “IAF Code of Ethics and Professional Conduct”, a written report on the alleged violation shall be sent to the IAF Ethics Board at anti-harassment@iafastro.org. The IAF Ethics Board can also be informed in person.

A report on an alleged violation shall never be knowingly false or misleading.

Appropriate sanctions also will be taken toward any individual who knowingly makes a false allegation of unacceptable behaviour.

Procedure in response to a report on an alleged violation of the “IAF Code of Ethics and Professional Conduct”

• After receiving the report on an alleged violation (written via email or in person), the IAF Ethics Board convenes and reviews the case;
• The IAF Ethics Board decides whether any imminent danger exists and, if yes, decides on immediate actions to prevent any further damage;
• The IAF Ethics Board may request additional information from the claimant to decide whether an investigation shall be initiated or whether the incident can be closed without an investigation;
• In case an investigation is deemed necessary, the IAF Ethics Board shall set-up an Ad-hoc Investigation Board and elect an Ad-hoc Chair;
• The Ad-hoc Investigation Board Chair shall contact the accused in writing informing about the report on the alleged violation and requesting a written statement;
• When necessary, the Ad-hoc Investigation Board may conduct interviews with the claimant, the accused and potential witnesses;
• The Ad-hoc Investigation Board shall deliberate on the findings and elaborate recommendation on consequences (if any);
• The Ad-hoc Investigation Board Chair shall communicate the Ad-hoc Investigation Board recommendation in writing to the IAF Ethics Boards;
• The IAF Ethics Board shall review and validate the recommendations of the Ad-hoc Investigation Board;
• The Ad-hoc Investigation Board shall communicate the final decision and consequences (if any) to the accused and the claimant, officially closing the investigation;
• Following the closure of the investigation, the Ad-hoc Investigation Board is dissolved.

All communication between the Ad-hoc Investigation Board and the claimant/accused/witnesses about a specific case of alleged violation shall be properly documented (filed or recorded).

All information about a specific case of alleged violation, including names of all parties involved, shall be protected by the utmost confidentiality. Disclosing of any confidential information is considered a violation of the “IAF Code of Ethics and Professional Conduct”.

Consequences of a violation of the “IAF Code of Ethics and Professional Conduct”

In case of a confirmed violation of the “IAF Code of Ethics and Professional Conduct”, the IAF Ethics Board (in case of imminent danger) and the Ad-hoc Investigation Board reserve the right to impose consequences, which may include:

• Temporary suspension from participating in IAF activities, including IAF Committees;
• Temporary suspension from participating in IAF events;
• Permanent ban from participating in IAF activities, including IAF Committees;
• Permanent ban from participating in IAF events.

AIDAA Privacy Cookie Policy

Types of Data collected

Among the types of Personal Data that this Website collects, by itself or through third parties, there are: Usage Data, Cookies, Name (first name/last name) and email address.

Complete details on each type of Personal Data collected are provided in the dedicated sections of this privacy policy or by specific explanation texts displayed prior to the Data collection. Personal Data may be freely provided by the User, or, in case of Usage Data, collected automatically when using this Website. Unless specified otherwise, all Data requested by this Website is mandatory and failure to provide this Data may make it impossible for this Website to provide its services. In cases where this Website specifically states that some Data is not mandatory, Users are free not to communicate this Data without consequences to the availability or the functioning of the Service.

Users who are uncertain about which Personal Data is mandatory are welcome to contact the Owner. Any use of Cookies – or of other tracking tools – by this Website or by the owners of third-party services used by this Website serves the purpose of providing the Service required by the User, in addition to any other purposes described in the present document and in the Cookie Policy, if available. Users are responsible for any third-party Personal Data obtained, published or shared through this Website and confirm that they have the third party’s consent to provide the Data to the Owner.

Mode and place of processing the Data

Methods of processing

The Owner takes appropriate security measures to prevent unauthorized access, disclosure, modification, or unauthorized destruction of the Data. The Data processing is carried out using computers and/or IT enabled tools, following organizational procedures and modes strictly related to the purposes indicated. In addition to the Owner, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of this Website (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by the Owner. The updated list of these parties may be requested from the Owner at any time.

Legal basis of processing

The Owner may process Personal Data relating to Users if one of the following applies:

• Users have given their consent for one or more specific purposes. Note: Under some legislations the Owner may be
  allowed to process Personal Data until the User objects to such processing (“opt-out”), without having to rely on consent or any other of the following legal bases. This, however, does not apply, whenever the processing of Personal Data is subject to European data protection law;
• provision of Data is necessary for the performance of an agreement with the User and/or for any pre-contractual obligations thereof;
• processing is necessary for compliance with a legal obligation to which the Owner is subject;
• processing is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Owner;
• processing is necessary for the purposes of the legitimate interests pursued by the Owner or by a third party.

In any case, the Owner will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.

Place

The Data is processed at the Owner’s operating offices and in any other places where the parties involved in the processing are located.
Depending on the User’s location, data transfers may involve transferring the User’s Data to a country other than their own. To find out more about the place of processing of such transferred Data, Users can check the section containing details about the processing of Personal Data.
Users are also entitled to learn about the legal basis of Data transfers to a country outside the European Union or to any international organization governed by public international law or set up by two or more countries, such as the UN, and about the security measures taken by the Owner to safeguard their Data.
If any such transfer takes place, Users can find out more by checking the relevant sections of this document or inquire with the Owner using the information provided in the contact section.

Retention time

Personal Data shall be processed and stored for as long as required by the purpose they have been collected for. Therefore:
– Personal Data collected for purposes related to the performance of a contract between the Owner and the User shall be retained until such contract has been fully performed.
– Personal Data collected for the purposes of the Owner’s legitimate interests shall be retained as long as needed to fulfill such purposes. Users may find specific information regarding the legitimate interests pursued by the Owner within the relevant sections of this document or by contacting the Owner.
The Owner may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, the Owner may be obliged to retain Personal Data for a longer period whenever required to do so for the performance of a legal obligation or upon order of an authority.
Once the retention period expires, Personal Data shall be deleted. Therefore, the right to access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period. The purposes of processing

Purposes of processing

The Data concerning the User is collected to allow the Owner to provide its Services, as well as for the following purposes:
displaying content from external platforms, Analytics, SPAM protection and Contacting the User.
Users can find further detailed information about such purposes of processing and about the specific Personal Data used for each purpose in the respective sections of this document.
Detailed information on the processing of Personal Data

Detailed information on the processing of Personal Data

Personal Data is collected for the following purposes and using the following services:

Analytics

The services contained in this section enable the Owner to monitor and analyze web traffic and can be used to keep track of User behavior.
Google Analytics with anonymized IP (Google Inc.)
Google Analytics is a web analysis service provided by Google Inc. (“Google”). Google utilizes the Data collected to track and examine the use of this Website, to prepare reports on its activities and share them with other Google services.
Google may use the Data collected to contextualize and personalize the ads of its own advertising network. This integration of Google Analytics anonymizes your IP address. It works by shortening Users’ IP addresses within member states of the European Union or in other contracting states to the Agreement on the European Economic Area. Only in exceptional cases will the complete IP address be sent to a Google server and shortened within the US.

Personal Data collected: Cookies and Usage Data.
Place of processing: United States – Privacy Policy – Opt Out. Privacy Shield participant.

Contacting the User

Contact form (this Website)
By filling in the contact form with their Data, the User authorizes this Website to use these details to reply to requests for information, quotes or any other kind of request as indicated by the form’s header.
Personal Data collected: Name (first name/last name) and email address.

Displaying content from external platforms

This type of service allows you to view content hosted on external platforms directly from the pages of this Website and interact with them. This type of service might still collect web traffic data for the pages where the service is installed, even when Users do not use it.
Google Fonts (Google Inc.)
Google Fonts is a typeface visualization service provided by Google Inc. that allows this Website to incorporate content of this kind on its pages.
Personal Data collected: Usage Data and various types of Data as specified in the privacy policy of the service.
Place of processing: United States – Privacy Policy. Privacy Shield participant.
Google Maps Widget (Google Inc.)
Google Maps is a maps visualization service provided by Google Inc. that allows this Website to incorporate content of this kind
on its pages.
Personal Data collected: Cookies and Usage Data.
Place of processing: United States – Privacy Policy. Privacy Shield participant. The rights of Users

The right of users

Users may exercise certain rights regarding their Data processed by the Owner.
In particular, Users have the right to do the following:
– Withdraw their consent at any time. Users have the right to withdraw consent where they have previously given their consent to the processing of their Personal Data.
– Object to processing of their Data. Users have the right to object to the processing of their Data if the processing is carried out on a legal basis other than consent. Further details are provided in the dedicated section below.
– Access their Data. Users have the right to learn if Data is being processed by the Owner, obtain disclosure regarding certain aspects of the processing and obtain a copy of the Data undergoing processing.
– Verify and seek rectification. Users have the right to verify the accuracy of their Data and ask for it to be updated or corrected.
– Restrict the processing of their Data. Users have the right, under certain circumstances, to restrict the processing of their Data. In this case, the Owner will not process their Data for any purpose other than storing it.
– Have their Personal Data deleted or otherwise removed. Users have the right, under certain circumstances, to obtain the erasure of their Data from the Owner.
– Receive their Data and have it transferred to another controller. Users have the right to receive their Data in a structured, commonly used and machine readable format and, if technically feasible, to have it transmitted to another controller without any hindrance. This provision is applicable provided that the Data is processed by automated means and that the processing is based on the User’s consent, on a contract which the User is part of or on pre-contractual obligations thereof.
– Lodge a complaint. Users have the right to bring a claim before their competent data protection authority.

Details about the right to object to processing

Where Personal Data is processed for a public interest, in the exercise of an official authority vested in the Owner or for the purposes of the legitimate interests pursued by the Owner, Users may object to such processing by providing a ground related to their particular situation to justify the objection.
Users must know that, however, should their Personal Data be processed for direct marketing purposes, they can object to that processing at any time without providing any justification. To learn, whether the Owner is processing Personal Data for direct marketing purposes, Users may refer to the relevant sections of this document.

How to exercise these rights

Any requests to exercise User rights can be directed to the Owner through the contact details provided in this document.

Cookie Policy

Cookies consist of portions of code installed in the browser that assist the Owner in providing the Service according to the purposes described. Some of the purposes for which Cookies are installed may also require the User’s consent.
Where the installation of Cookies is based on consent, such consent can be freely withdrawn at any time following the instructions provided in this document.

Technical Cookies and Cookies serving aggregated statistical purposes

Activity strictly necessary for the functioning of the Service

This Website uses Cookies to save the User’s session and to carry out other activities that are strictly necessary for the operation of this Website, for example using reserved area.

Other types of Cookies or third parties that install Cookies

Some of the services listed below collect statistics in an anonymized and aggregated form and may not require the consent of the User or may be managed directly by the Owner – depending on how they are described – without the help of third parties. If any third party operated services are listed among the tools below, these may be used to track Users’ browsing habits – in addition to the information specified herein and without the Owner’s knowledge. Please refer to the privacy policy of the listed services for detailed information.

Analytics

The services contained in this section enable the Owner to monitor and analyze web traffic and can be used to keep track of User
behavior.
Google Analytics with anonymized IP(Google Inc.)
Google Analytics is a web analysis service provided by Google Inc. (“Google”). Google utilizes the Data collected to track and examine the use of this Website, to prepare reports on its activities and share them with other Google services.
Google may use the Data collected to contextualize and personalize the ads of its own advertising network. This integration of Google Analytics anonymizes your IP address. It works by shortening Users’ IP addresses within member states of the European Union or in other contracting states to the Agreement on the European Economic Area. Only in exceptional cases will the complete IP address be sent to a Google server and shortened within the US.
Personal Data collected: Cookies and Usage Data.
Place of processing: United States – Privacy Policy – Opt Out. Privacy Shield participant.

Displaying content from external platforms

This type of service allows you to view content hosted on external platforms directly from the pages of this Website and interact with them. This type of service might still collect web traffic data for the pages where the service is installed, even when Users do not use it.
Google Maps widget (Google Inc.)
Google Maps is a maps visualization service provided by Google Inc. that allows this Website to incorporate content of this kind on its pages.
Personal Data collected: Cookies and Usage Data.
Place of processing: United States – Privacy Policy. Privacy Shield participant.

Interaction with external social networks and platforms

This type of service allows interaction with social networks or other external platforms directly from the pages of this Website. The interaction and information obtained through this Website are always subject to the User’s privacy settings for each social network.
This type of service might still collect traffic data for the pages where the service is installed, even when Users do not use it.

SPAM protection

This type of service analyzes the traffic of this Website, potentially containing Users’ Personal Data, with the purpose of filtering it
from parts of traffic, messages and content that are recognized as SPAM.
Google reCAPTCHA (Google Inc.)
Google reCAPTCHA is a SPAM protection service provided by Google Inc. The use of reCAPTCHA is subject to the Google
privacy policy and terms of use.
Personal Data collected: Cookies and Usage Data.
Place of processing: United States – Privacy Policy. Privacy Shield participant.

How to provide or withdraw consent to the installation of Cookies

In addition to what is specified in this document, the User can manage preferences for Cookies directly from within their own browser and prevent – for example – third parties from installing Cookies. Through browser preferences, it is also possible to delete Cookies installed in the past, including the Cookies that may have saved the initial consent for the installation of Cookies by this website. Users can, for example, find information about how to manage Cookies in the most commonly used browsers at the following addresses: Google Chrome, Mozilla Firefox, Apple Safari and Microsoft Internet Explorer.
With regard to Cookies installed by third parties, Users can manage their preferences and withdrawal of their consent by clicking the related opt-out link (if provided), by using the means provided in the third party’s privacy policy, or by contacting the third party.
Notwithstanding the above, the Owner informs that Users may follow the instructions provided on the subsequently linked initiatives by the EDAA (EU), the Network Advertising Initiative (US) and the Digital Advertising Alliance (US), DAAC (Canada), DDAI (Japan) or other similar services. Such initiatives allow Users to select their tracking preferences for most of the advertising tools. The Owner thus recommends that Users make use of these resources in addition to the information provided in this document.

Owner and Data Controller

A.I.D.A.A. APS
Via Salaria 851 00138 Rome
Fiscal Code: 80238150587
Email address: info@aidaa.it

Since the installation of third-party Cookies and other tracking systems through the services used within this Website cannot be technically controlled by the Owner, any specific references to Cookies and tracking systems installed by third parties are to be considered indicative. In order to obtain complete information, the User is kindly requested to consult the privacy policy for the respective third-party services listed in this document.
Given the objective complexity surrounding the identification of technologies based on Cookies, Users are encouraged to contact the Owner should they wish to receive any further information on the use of Cookies by this Website.
Additional information about Data collection and processing

Legal action

The User’s Personal Data may be used for legal purposes by the Owner in Court or in the stages leading to possible legal action arising from improper use of this Website or the related Services. The User declares to be aware that the Owner may be required to reveal personal data upon request of public authorities.

Additional information about User’s Personal Data

In addition to the information contained in this privacy policy, this Website may provide the User with additional and contextual information concerning particular Services or the collection and processing of Personal Data upon request.

System logs and maintenance

For operation and maintenance purposes, this Website and any third-party services may collect files that record interaction with this Website (System logs) use other Personal Data (such as the IP Address) for this purpose.

Information not contained in this policy

More details concerning the collection or processing of Personal Data may be requested from the Owner at any time. Please see the contact information at the beginning of this document.

How “Do Not Track” requests are handled

This Website does not support “Do Not Track” requests. To determine whether any of the third-party services it uses honor the “Do Not Track” requests, please read their privacy policies.

Changes to this privacy policy

The Owner reserves the right to make changes to this privacy policy at any time by giving notice to its Users on this page and possibly within this Website and/or – as far as technically and legally feasible – sending a notice to Users via any contact information available to the Owner. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom. Should the changes affect processing activities performed on the basis of the User’s consent, the Owner shall collect new consent from the User, where required.

Definitions and legal references

Personal Data (or Data)

Any information that directly, indirectly, or in connection with other information — including a personal identification number — allows for the identification or identifiability of a natural person.

Usage Data

Information collected automatically through this Website (or third-party services employed in this Website), which can include: the IP addresses or domain names of the computers utilized by the Users who use this Website, the URI addresses (Uniform Resource Identifier), the time of the request, the method utilized to submit the request to the server, the size of the file received in response, the numerical code indicating the status of the server’s answer (successful outcome, error, etc.), the country of origin, the features of the browser and the operating system utilized by the User, the various time details per visit (e.g., the time spent on each page within the Application) and the details about the path followed within the Application with special reference to the sequence of pages visited, and other parameters about the device operating system and/or the User’s IT environment.

User

The individual using this Website who, unless otherwise specified, coincides with the Data Subject. Data Subject The natural person to whom the Personal Data refers.
Data Processor (or Data Supervisor)
The natural or legal person, public authority, agency or other body which processes Personal Data on behalf of the Controller, as described in this privacy policy.

Data Controller (or Owner)

The natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of Personal Data, including the security measures concerning the operation and use of this Website. The Data Controller, unless otherwise specified, is the Owner of this Website.

This Website (or this Application)

The means by which the Personal Data of the User is collected and processed.

Service

The service provided by this Website as described in the relative terms (if available) and on this site/application.

European Union (or EU)

Unless otherwise specified, all references made within this document to the European Union include all current member states to
the European Union and the European Economic Area.

Cookies

Small sets of data stored in the User’s device.

Legal information

This privacy statement has been prepared based on provisions of multiple legislations, including Art. 13/14 of Regulation (EU) 2016/679 (General Data Protection Regulation). This privacy policy relates solely to this Website, if not stated otherwise within this document.

Privacy Notice pursuant to Articles 13 and 14 of Regulation (EU) 2016/679 (GDPR)

By attending the event, participants automatically consent to the recording and use of their image and/or voice. It is not possible to attend the event without being filmed. The images and/or audio/video recordings may be used for documentation, promotion, and communication purposes related to the event, and may be published on official websites or social media platforms, including, but not limited to, the AIM Group website, the event’s website and social networks, as well as the IAF and AIDAA websites and social networks, and other related digital platforms.
The use of the images will be strictly for purposes related to the promotion of the event, dissemination of information about it, and documentation of activities carried out during the event. The collected images and videos may be published for informational and promotional purposes, with the aim of promoting future editions of the event or similar initiatives. By accessing and attending the event, participants acknowledge that they have been informed of these processing methods and agree that their image may be used as outlined above.