I have been requested to send you the below message given GDPR
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Date: Mon, 21 May 2018 16:08:16 +0100
From: JiscMail Helpline <[log in to unmask]>
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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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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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