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MILITARY-HISTORY  May 2018

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Subject:

Changes to JiscMail service policies

From:

Glen Segell <[log in to unmask]>

Reply-To:

Aspects of military history mailing list <[log in to unmask]>

Date:

Mon, 21 May 2018 22:55:51 +0300

Content-Type:

TEXT/PLAIN

Parts/Attachments:

Parts/Attachments

TEXT/PLAIN (146 lines)

I have been requested to send you the below message given GDPR


---------- Forwarded message ----------
Date: Mon, 21 May 2018 16:08:16 +0100
From: JiscMail Helpline <[log in to unmask]>
-----------------------------------------------------------------------------------------------------------------------------------------------------------------

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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