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Subject:

Changes to JiscMail service policies

From:

"Tomlinson, Joanne" <[log in to unmask]>

Reply-To:

Support list for UK academic users of the ONS Longitudinal Study <[log in to unmask]>

Date:

Thu, 24 May 2018 10:00:58 +0000

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (1 lines)

Dear members of the LS-SUPPORT Jiscmail, 
 
Jiscmail has provided GDPR recommendations for its mailing lists and has advised that we do not need to re-permission existing subscribers to this Jiscmail list (i.e. opt-in). 
 
This is because opt-in has been related to marketing mailing lists and JiscMail do not allow the service to be used for marketing. Our JiscMail mailing list is used to deliver announcements (news and information updates) or for discussions (questions, answers, debate and conversation amongst subscribers).   
 
As an act of good practice, I am posting the following privacy notice for this list, as well as details of how to unsubscribe below.    
 
*** LS-SUPPORT Jiscmail Privacy Notice*** 
 
By using the [log in to unmask] your personal data (email address, name) may be used by the list owner (currently me and my CeLSIUS colleague, Rachel Stuchbury) 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. This list is configured as a Public archive at https://www.jiscmail.ac.uk/lists/LS-SUPPORT.html. 
 
If you find that you're receiving too many messages – you could set up a dedicated LS-SUPPORT Jiscmail folder in your email inbox, or you can change your subscription settings to our daily digest. 
 
If you don't have a login for the JiscMail website you can register a password here, https://www.jiscmail.ac.uk/cgi-bin/webadmin?GETPW1=OWNER. Logging into the website enables you to manage your list subscription settings, view mailing list archives, find and join new lists, post messages, and more. 
 
There are a few ways you can request help and support with your subscription: The list owner of the mailing list can be contacted at [log in to unmask] - the list owner is the best person to contact about the configuration of the list, the purpose/topic of the list, or if you have a problem with a message posted to the list. 
 
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. 
 
You can remove your subscription from the LS-SUPPORT mailing list at any time by visiting: https://WWW.JISCMAIL.AC.UK/cgi-bin/webadmin?SUBED1=LISTNAME&A=1. Alternatively you can ask the JiscMail helpline [log in to unmask] or the list owner via [log in to unmask] 
                 
Best wishes, 
 
Jo Tomlinson 
 
Administrative Officer 
Centre for Longitudinal Study Information and User Support (CeLSIUS) 
UCL Department of Epidemiology and Public Health (EPH) 
Room 302L, 1-19 Torrington Place, London WC1E 7HB 
Tel: 41995 (internally) or 020 7679 1995 (externally) 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Thanks Jo. From reading it, I think it will probably be a case of having to extract some of the relevant points - maybe copying from some of the bits they've linked - rather than just forwarding it verbatim, as it is a bit too heavily directed to list owners than to regular users.  But on general yes - we should forward a version of this. 
 
Thanks! 
 
Oli 
 
 
On 23/05/2018 15:06, Tomlinson, Joanne wrote: 
> Hi Oli, 
> I've now found this in my inbox - arrived a couple of days ago but somehow I missed it.  It suggests we forward it on to our subscribers - any objection to me doing that? 
> Best, 
> Jo 
>  
> -----Original Message----- 
> From: Used by JiscMail to contact all list owners  
> [mailto:[log in to unmask]] On Behalf Of JiscMail Helpline 
> Sent: 21 May 2018 16:08 
> To: [log in to unmask] 
> Subject: [OWNERS-ANNOUNCE] JiscMail Service Message: Changes to  
> JiscMail service policies 
>  
> 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;5c7d82 
> 2f.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] 
>  
 
-- 
Dr Oliver Duke-Williams, Department of Information Studies, UCL @oliver_dw 

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