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GEOPHYSICS  May 2018

GEOPHYSICS May 2018

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Subject:

GDPR: JiscMail Service Message: Changes to JiscMail service policies

From:

Sheila Peacock <[log in to unmask]>

Reply-To:

Sheila Peacock <[log in to unmask]>

Date:

Mon, 21 May 2018 16:41:24 +0100

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (195 lines)

Dear all,

Jiscmail has made some preparations for the onset of the General
Data Protection Regulation (GDPR) on 25th May.  New subscribers
will get a revised Subscription Confirmation message.  For existing
subscribers, an altered privacy policy applies.  Jisc gives details of
how to access this, and some other changes it has made in its
services, in the email below.

(As a reminder, you can unsubscribe from the Geophysics list by sending
an email to <a href="mailto:[log in to unmask]">[log in to unmask]</a>
containing only the words "unsubscribe geophysics".  You must send it from the
email address that is subscribed to the list, so that the program knows
which email address to remove from the list.)

Regards,
Sheila Peacock,
list co-owner.

-------- Forwarded Message --------
Subject: 	[OWNERS-ANNOUNCE] JiscMail Service Message: Changes to JiscMail service policies
Date: 	Mon, 21 May 2018 16:08:16 +0100
From: 	JiscMail Helpline <[log in to unmask]>
Reply-To: 	[log in to unmask]
To: 	[log in to unmask]



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

---------------------------------------------------------------------------------------------------
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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