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Subject:

JiscMail service message: JiscMail and GDPR

From:

Stefanie Wefers <[log in to unmask]>

Reply-To:

Colour and Space in Cultural Heritage - COSCH <[log in to unmask]>

Date:

Thu, 24 May 2018 18:08:15 +0200

Content-Type:

text/plain

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Parts/Attachments

text/plain (84 lines)

Dear COSCH list members,
below I forward the first e-mail I received from JISCMail concerning our 
COSCH JISCMail list and GDPR for your information.
You will receive a second e-mail right after this one.
Best regards
Steffi


You have received this message because your email address is registered as a list member of COSCH JiscMail mailing list.
-----------------------------------------------------------------------------------------------------------------------------------------------------------------

Dear list members

This is the first of a few updates from the service on the General Data Protection Regulations (GDPR), Jisc and JiscMail.

Jisc takes its data protection responsibilities seriously. On GDPR we have a GDPR project team delivering a detailed project plan to implement GDPR for Jisc. We have recently been audited and the auditor was impressed at our approach (using the ICO 12 steps as our basic approach).  We are also supporting the HE and FE sector with their GDPR approach through our website www.jisc.ac.uk/gdpr. We have recently set up an HE FE GDPR working group made up of institution specialists and sector leads and it includes a senior advisor from the ICO. Our plan is to produce further sector guidance and will available from our website (link above).

JiscMail are working with Jisc’s GDPR working group to ensure that our services and policies meet new regulations and that you, as list owners, are kept updated about the changes we are making.

===JiscMail and GDPR (so far)===

So far we have made the following changes to the service website, www.jiscmail.ac.uk:
• At the footer of www.jiscmail.ac.uk we have added links to JiscMail Service Policies, https://www.jiscmail.ac.uk/policyandsecurity/ and Jisc's Privacy Policy, https://www.jisc.ac.uk/website/privacy-notice

• On list subscription request forms, we've added a statement to outline how we use the information provided in the form. List subscription request forms can be accessed via your list homepage and selecting the “subscribe or unsubscribe” button. See, www.jiscmail.ac.uk/JISCMAIL-NEWSLETTER and select “subscribe or unsubscribe” for an example of this page.
The statement reads: "The following information is needed for us to manage your subscription to the JiscMail service. We'll use it, as described in our standard privacy notice at https://www.jisc.ac.uk/website/privacy-notice, to provide the service you've requested, as well as to identify problems or ways to make the service better. We'll keep the information until we are told that you no longer wish to subscribe."

• On every list homepage, we have added a new information box on the left hand side underneath "Help & Support" to display the mailing list's Archive privacy settings. You can view an example of this at www.jiscmail.ac.uk/JISCMAIL-NEWSLETTER - the archives for this mailing list are set to PUBLIC.
An explanation of each type of archive setting can be found at: https://www.jiscmail.ac.uk/policyandsecurity/#6

We occasionally receive emails from subscribers who are not aware of list privacy settings, they have found emails they've posted to mailing lists on the internet and asked us why they're there. The list archive privacy setting is determined by the list owner when the list is requested, and confirmed back to list owner when a new list has been set up and handed over. It is possible for us to make a change to the privacy setting of a mailing list, or remove the archive feature completely - contact [log in to unmask] to make changes to this.

• In the Subscriber Management option on the website, (list management > subscriber management) where list owners can search for, add and delete new subscribers, all new subscribers are automatically issued with a "subscription confirmation" email. The contents of this message have been updated to include information about the service, JiscMail service policies, Jisc's privacy policy, a privacy notice for your list (more about this below) and information about getting started with the mailing list.

• If you complete a New List request form, https://www.jiscmail.ac.uk/groups/startagroup/grouprequestform.html you'll see that we've added a statement to outline how we use the information you provide in the list request form, we also refer to Jisc's privacy policy https://www.jisc.ac.uk/website/privacy-notice Then, when your mailing list has been created, our new list handover email contains references to our service policies and a default privacy notice for your new list.

Other changes:
• We have updated the default "subscriber confirmation" email message (as mentioned above). This email is issued to new subscribers when they subscribe to, or are added to your list. This email links to Jisc's privacy policy as well as describing the default list privacy notice.

However, if you have configured your own "subscriber confirmation" email for your list then our default changes will *not* be applied to your list(s). In which case, we recommend that you review your customised message and update it to include a privacy notice, based  on our default notice. If you don't know whether you have a customised template (or not) the quickest way to check is to unsubscribe and re-subscribe yourself to your mailing list, and you'll receive the "subscriber confirmation" email for your mailing list.

The default privacy notice is below (please note that in the actual "subscriber confirmation" email, it will display the name of your list, instead of LISTNAME):
"Privacy notice for LISTNAME
By using the LISTNAME your personal data (email address, name) may be used by the list owner to manage your membership, support you in using this mailing list, to identify problems or to make the mailing list better.

If you post messages to this mailing list, be aware that any personal data you share within your email (email address, name and signature information) may be visible to others. To check who else may view your message and personal data, check the mailing list archive privacy setting, which is displayed at www.jiscmail.ac.uk/LISTNAME.

Your email will continue to be subscribed to the mailing list until you ask the list owner, or JiscMail Helpline to remove your details. Any email messages you post to the mailing list will remain in the mailing list web-accessible archives, until you ask the list owner, or JiscMail helpline to remove these details."

For more information on privacy notices, see: https://ico.org.uk/for-organisations/guide-to-data-protection/privacy-notices-transparency-and-control/ and if you want to update the contents of your privacy notice, please email [log in to unmask] outlining the changes you wish to make.

• We have compiled a set of FAQs about JiscMail and GDPR, these are available to read here:
https://www.jiscmail.ac.uk/cgi-bin/filearea.cgi?LMGT1=OWNERS-ANNOUNCE&a=get&f=/GDPR/2018-05-08_JiscMail_GDPR_FAQ.pdf
And we will continue to update them.


==Changes not (yet) complete==

• Jisc’s legal team are reviewing and helping us to update our service policies to ensure they comply with GDPR. Any changes to these will be communicated with you through this mailing list, and we will need you to share these changes with your subscribers (by posting to your mailing lists).

• Jisc's Service Desk Team will be making changes to the auto-reply you receive when you send an email to [log in to unmask]



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]

If we experience any unexpected issues with the service, we'll keep you updated through our Service status at https://www.jiscmail.ac.uk and also on social media @JiscMailhelp and www.facebook.com/jiscmail

Thanks for supporting JiscMail.

Lisa Vincent

Collaboration services manager
[log in to unmask]
0300 300 2212

---------------------------------------------------------------------------------------------------
OWNERS-ANNOUNCE is a mailing list for *all* JiscMail list owners

Messages we send through Owners-Announce provide important information for you and your subscribers regarding the service.  Membership of this group is compulsory for all JiscMail list owners as part of our service agreement with you: https://www.jiscmail.ac.uk/policyandsecurity/

JiscMail Helpline routinely updates the membership of this list with all current list owners, and resets subscription settings to ensure all list owners receive all messages from this list.

If you have any questions about your membership of this list, or any other JiscMail mailing lists you own, please contact [log in to unmask]

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