See below for a summary of changes to the JiscMail service
policies, for your information.
-------- Forwarded Message --------
OWNERS-ANNOUNCE: You have received this message because your email
address is registered as a list owner of a JiscMail mailing list.
-----------------------------------------------------------------------------------------------------------------------------------------------------------------
Dear List Owners
Since my previous update on JiscMail and GDPR
(
https://www.jiscmail.ac.uk/cgi-bin/webadmin?A2=OWNERS-ANNOUNCE;5c7d822f.1805)
we have now reviewed and updated our service policies, which are
now available at:
https://www.jiscmail.ac.uk/policyandsecurity/index.html
The main changes in these service policies are 2 new sections:
Section 5: Mailing List Privacy Notice and Section: 12: Data
Protection Schedule, as well as re-numbering sections as
appropriate, and there are some updates to: Section 4: Role of
List Owners, Section 7: Mailing List Archives, Section 9:
Limitations, Section 10: Data Protection. The new sections and
updates are described below.
***Action for all list owners***
1. Please read through the changes. If you have any questions
about these (or want to make changes to your mailing lists) please
email
[log in to unmask]. 2. Share these updates with your mailing
list subscribers by posting a message to your mailing list, do
this by either forwarding this message and add your own
intro/ending or send your own message and link to this message,
you'll find the link to the message in the list archives:
www.jiscmail.ac.uk/owners-announce
=== New section:
https://www.jiscmail.ac.uk/policyandsecurity/index.html#5 Section
5: Mailing List Privacy Notice ===
Provides the default privacy notice for mailing lists, it explains
how information information (provided by subscribers, when joining
a mailing list or using a mailing list) is used, is stored and (in
some cases) shared, and how it can be removed. As mentioned in the
previous update, it is important that list owners make subscribers
aware of the privacy notice.
Feel free to use the template from the service policies - remember
to replace LISTNAME with the name of your list
=== New section:
https://www.jiscmail.ac.uk/policyandsecurity/index.html#11 Section
11: Data Protection Schedule ===
This schedule describes the agreement between Jisc/JiscMail (the
Data Processor), and the List Owner (Data Controller). As such
GDPR requires that there be a written agreement between the
Controller (LIST OWNER) and Processor (JiscMail) that sets out the
Processor obligations with regard to this Processing. Jisc's legal
team are taking a consistent approach with Jisc services and are
putting in place a standard Data Protection Schedule (you may have
already seen a version of this for other Jisc services you/your
organisation may use).
We would ask all list owners to review the information in the Data
Protection Schedule, and If you have any questions, please email
[log in to unmask]
=== Update: Section 4: Role of List Owners
https://www.jiscmail.ac.uk/policyandsecurity/index.html#4 ===
We have added an additional point to the bullet which starts
"Keeping the list active by......" the point now ends with "New
mailing lists are expected to be used within 6 months of creation"
An additional statement has been added below these bullet points,
referring to the new Data Protection Schedule:
"In relation to data protection legislation, each list owner is
the Controller of the Personal Data in their lists, see the
Section 12: Data Protection Schedule for details of JiscMail's
obligations as a Processor of this Personal Information."
=== Update: Section: 7 Mailing List Archives
https://www.jiscmail.ac.uk/policyandsecurity/index.html#7 ===
We have described the different types of mailing list archive
settings which may be applied to a mailing list, and explained
that "The archive privacy setting is displayed on a list homepage,
www.jiscmail.ac.uk/LISTNAME (replacing LISTNAME with the name of
the mailing list)"
=== Update: Section 9: Limitations
https://www.jiscmail.ac.uk/policyandsecurity/index.html#9 ===
We have repeated limitations of the service, these existed in
other sections of the policy, but we felt it was important to
bring them together here too:
"JiscMail does not control or bear any liability for the content
of messages you or others post to lists, it acts as a conduit for
messages and we are not liable for the conduct of any other
JiscMail user. JiscMail neither moderates nor edits messages
before they are posted to the list.
JiscMail cannot assume any responsibility for the content of any
messages sent to lists other than those from JiscMail themselves
and we do not review, screen or edit the content."
We have added a sub-section called "Service Performance" to
describe how we alert list owners of downtime (planned/unplanned).
=== Update:Section 10: Data Protection
https://www.jiscmail.ac.uk/policyandsecurity/index.html#9 ===
The Data protection section has been updated to reference new
legislation, and the following statement:
"The Data Protection Schedule sets out JiscMail's obligations to
each list owner (the data Controller) with regard to any Personal
Data it processes on behalf of the list owner. In the event of any
conflict between the Data Protection Schedule and any other
provision of these service policies, the relevant provision of the
Data Protection Policy shall take precedence."
The final bullet point, about helpline enquiries, has been updated
to refer to Jisc's privacy notice
https://www.jisc.ac.uk/website/privacy-notice
As always, if you have any questions about these changes, or want
any help or information about your lists, please contact us at
[log in to unmask].
Thanks for supporting JiscMail.
Lisa Vincent
Collaboration services manager
www.jiscmail.ac.uk
www.onlinesurveys.ac.uk
[log in to unmask]
0300 300 2212
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