September 2018 - Gnso-epdp-team

Subscribe to EPDP Weekly Update
by Ariel Liang Sept. 25, 2018

Sept. 25, 2018

Don't miss the weekly update in a new format Subscribe to EPDP Weekly Update Dear all: Staff is pleased to inform you that you can now receive a weekly update on the GNSO Expedited Policy Development Process (EPDP) on the Temporary Specification for gTLD Registration Data. This is the same weekly update that Rafik Dammak, the GNSO Council Liaison to the EPDP team, provides to the GNSO Council. The EPDP Council weekly update is available through subscription in a newsletter format. If you would like to receive this weekly update, please click the link below to subscribe. If you choose to subscribe, this will give ICANN org permission to send the weekly update to your email address. It also provides ICANN org with an accurate list of subscribers to this newsletter. If you choose to subscribe, you agree to the following statement: "By submitting my personal data, I agree that my personal data will be processed in accordance with the ICANN Privacy Policy, and agree to abide by the website Terms of Service." We please ask that you subscribe by 08 October 2018 to begin receiving the updates right away. If you do not wish to receive a weekly update about the EPDP Team, no action from you is needed. All editions of the EPDP weekly update will continue being archived on the wiki and website. Click Here to Subscribe to EPDP Weekly Update If you cannot access the subscription form, please contact ariel.liang(a)icann.org to request assistance. We are always exploring ways to improve and make it easier for our community to remain informed. Best Regards, ICANN Policy Staff Follow the GNSO on Twitter ‌ ICANN | 12025 Waterfront Drive, Suite 300, Los Angeles, CA 90094-2536 Unsubscribe gnso-epdp-team(a)icann.org Update Profile | About our service provider Sent by ariel.liang(a)icann.org in collaboration with Try it free today

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Fwd: 2018 JT SGHVR - METILLE ARASTEH - GDPR.pdf
by Arasteh Sept. 25, 2018

Sept. 25, 2018

Dear All Many of you certainly speak or read French Pls find attached an Article available on GDPR currently being studied and pursued in Switzerland Regards Kavouss Sent from my iPhone Begin forwarded message: > From: Yasmine Arasteh <yasmine.arasteh(a)gmail.com> > Date: 25 September 2018 at 09:18:46 CEST > To: kavouss.arasteh(a)gmail.com > Subject: 2018 JT SGHVR - METILLE ARASTEH - GDPR.pdf > > > > > > Sent from my iPhone

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Updated purposes for processing registration data document
by Marika Konings Sept. 25, 2018

Sept. 25, 2018

Dear All, Following today’s meeting, please find attached the updated purposes for processing registration data document. If you are interested in seeing the redline, please let us know and we are happy to send it to you. Best regards, Caitlin, Berry and Marika Marika Konings Vice President, Policy Development Support – GNSO, Internet Corporation for Assigned Names and Numbers (ICANN) Email: marika.konings(a)icann.org<mailto:marika.konings@icann.org> Follow the GNSO via Twitter @ICANN_GNSO Find out more about the GNSO by taking our interactive courses<http://learn.icann.org/courses/gnso> and visiting the GNSO Newcomer pages<http://gnso.icann.org/sites/gnso.icann.org/files/gnso/presentations/policy-…>.

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EPDP Team Dinner /Monday, 24 September 2018 / Los Angeles Face to Face
by Terri Agnew Sept. 25, 2018

Sept. 25, 2018

Hi EPDP Team, Reminder tonight is the EPDP Team Dinner at SOL - https://solcocina.com/locations/playa-vista/ We will be leaving from the office. Ubers will be arranged to the restaurant. Dinner starts at 19:00 local time. In the unfortunate event that you are unable to make the dinner reservation, please let us know as soon as possible to avoid booking issues with the venue. Kind regards, Terri From: Gnso-epdp-team <gnso-epdp-team-bounces(a)icann.org> On Behalf Of Terri Agnew Sent: Monday, September 17, 2018 4:07 PM To: GNSO EPDP <gnso-epdp-team(a)icann.org> Cc: gnso-secs(a)icann.org Subject: [Gnso-epdp-team] EPDP Team - Los Angeles Face to Face logistics/ 24-26 September Hello EPDP Team, Please see attached document with logistics for the EPDP Face-to- Face meeting held 24-26 September 2018 in Los Angeles. Remote participation join information will be sent out shortly. Thank you. With kind regards, Terri --- Terri Agnew Operations Support - GNSO Lead Administrator Internet Corporation for Assigned Names and Numbers (ICANN) Email: terri.agnew(a)icann.org<mailto:terri.agnew@icann.org> Skype ID: terri.agnew.icann Find out more about the GNSO by visiting: https://learn.icann.org/ [learn.icann.org]<https://urldefense.proofpoint.com/v2/url?u=https-3A__learn.icann.org_&d=DwM…> Follow @GNSO on Twitter: https://twitter.com/ICANN_GNSO [twitter.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__twitter.com_ICANN-5FGN…> Follow the GNSO on Facebook: https://www.facebook.com/icanngnso/ [facebook.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.facebook.com_icann…> http://gnso.icann.org/en/ [gnso.icann.org]<https://urldefense.proofpoint.com/v2/url?u=http-3A__gnso.icann.org_en_&d=Dw…>

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action item follow-up
by Caitlin Tubergen Sept. 24, 2018

Sept. 24, 2018

Dear All, Further to the ICANN support team’s action item to send Thomas and Farzaneh’s updated matrix, please find the matrix attached. Additionally, Alex Deacon proposed an updated methodology in reference to analyzing the Overview of Purposes “x” matrix. Alex suggested including the registrar-drafted purposes language for the columns marked as a registrar purpose, and, as an action, for registries to propose draft purposes language for columns marked as registry purposes for §4.4. Accordingly, can the registry EPDP team members please use the attached document entitled “Copy Overview of Purposes – 19 Sept 2018” to propose draft language for registry purposes? Please use a different color to denote updated language so that the changes are easily visible. The deadline for providing the updated registry purposes to the list is Monday, 24 September so that the group can discuss §4.4 comprehensively during its F2F meeting. Lastly, for those requesting the agenda and logistics, please find the agenda here: https://community.icann.org/x/rQarBQ. UTC times are now included. Please note the Leadership Team is in the process of updating the agenda pursuant to the feedback received today. Thank you. Best regards, Marika, Berry and Caitlin

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REMINDER: Meeting Invitation / Alternates & Observers / GNSO Temp Spec gTLD RD EPDP call / Monday, 24 - Wednesday, 26 September 2018 LA F2F meetings
by Terri Agnew Sept. 24, 2018

Sept. 24, 2018

Dear all, Non-members can follow the EPDP F2F meeting taking place on Monday, 24 September - Wednesday, 26 September 2018 via the audio cast or view only Adobe Connect room. Agenda with UTC times listed can be found on the agenda wiki page: https://community.icann.org/x/rQarBQ As requested and discussed on Tuesday's (14 August 2018) meeting, please note that an additional Adobe Connect room has been created for use by interested alternates and observers to be able to view-only the main EPDP Team Adobe Connect room. The view-only room will also broadcast the audio of the EPDP Team AC room, however, those in the view-only room will not be heard. Note that the audio cast stream will also remain available for now for those that prefer to use that option to listen live to the EPDP Team meeting. View-Only Adobe Connect room for alternates and observers: https://participate.icann.org/gnso-epdp-observers Meeting Audio Cast (for alternates and observers) To join the event, click on the link: Listen in browser: http://stream.icann.org:8000/stream01 [stream.icann.org]<https://urldefense.proofpoint.com/v2/url?u=http-3A__stream.icann.org-3A8000…> Listen in application such as iTunes: http://stream.icann.org:8000/stream01.m3u [stream.icann.org]<https://urldefense.proofpoint.com/v2/url?u=http-3A__stream.icann.org-3A8000…> Agenda wiki page: https://community.icann.org/x/3gONBQ Kind Regards, Terri

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Meeting Invitation / Alternates & Observers / GNSO Temp Spec gTLD RD EPDP call / Monday, 24 - Wednesday, 26 September 2018 LA F2F meetings
by Terri Agnew Sept. 21, 2018

Sept. 21, 2018

Dear all, Non-members can follow the EPDP F2F meeting taking place on Monday, 24 September - Wednesday, 26 September 2018 via the audio cast or view only Adobe Connect room. Agenda with UTC times listed can be found on the agenda wiki page: https://community.icann.org/x/rQarBQ As requested and discussed on Tuesday's (14 August 2018) meeting, please note that an additional Adobe Connect room has been created for use by interested alternates and observers to be able to view-only the main EPDP Team Adobe Connect room. The view-only room will also broadcast the audio of the EPDP Team AC room, however, those in the view-only room will not be heard. Note that the audio cast stream will also remain available for now for those that prefer to use that option to listen live to the EPDP Team meeting. View-Only Adobe Connect room for alternates and observers: https://participate.icann.org/gnso-epdp-observers Meeting Audio Cast (for alternates and observers) To join the event, click on the link: Listen in browser: http://stream.icann.org:8000/stream01 Listen in application such as iTunes: http://stream.icann.org:8000/stream01.m3u Agenda wiki page: https://community.icann.org/x/3gONBQ Kind Regards, Terri

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UPDATE / NOTICE: delay in18 September 2018 EPD Team call transcript
by Terri Agnew Sept. 20, 2018

Sept. 20, 2018

Dear all, The Tuesday, 18 September 2018 transcript has now been posted: https://gnso.icann.org/en/group-activities/calendar#sep Thank you for your patience. Kind regards, Terri From: Terri Agnew Sent: Thursday, September 20, 2018 11:25 AM To: GNSO EPDP <gnso-epdp-team(a)icann.org> Cc: gnso-secs(a)icann.org Subject: NOTICE: delay in18 September 2018 EPD Team call transcript Dear all, You may have noticed that there has been a delay in receiving the transcription of the EPDP team call held on Tuesday 18 September 2018. We are busy resolving the issue with our telecom provider. As a reminder, mp3 and Adobe Connect recordings are available on the EPDP wiki space after the call ends https://community.icann.org/x/3opHBQ and on the GNSO Calendar: https://gnso.icann.org/en/group-activities/calendar Thank you. With kind regards, Terri --- Terri Agnew Operations Support - GNSO Lead Administrator Internet Corporation for Assigned Names and Numbers (ICANN) Email: terri.agnew(a)icann.org<mailto:terri.agnew@icann.org> Skype ID: terri.agnew.icann Find out more about the GNSO by visiting: https://learn.icann.org/ Follow @GNSO on Twitter: https://twitter.com/ICANN_GNSO Follow the GNSO on Facebook: https://www.facebook.com/icanngnso/ http://gnso.icann.org/en/

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Notes and action items from today's EPDP Team Meeting - 20 September 2018
by Caitlin Tubergen Sept. 20, 2018

Sept. 20, 2018

Dear All, Below, please find notes and action items from today’s EPDP Team Call. As a reminder, our next meeting will be Monday, 24 September, 15:30 UTC. Best regards, Marika, Berry and Caitlin =============== EPDP Meeting #15 Notes Thursday, 20 September 2018 High-level Notes/Actions Action Item 1: ICANN support staff to distribute Thomas and Farzaneh’s matrix following this call. Action Item 2: ICANN support staff to capture Alex's proposed methodology for discussion of Purposes for Processing Registrations Data and distribute via email. Action item 2a: Alex proposed to include registrar-drafted purposes language for the columns marked as a registrar purpose, and, as an action, for registries to propose draft purposes language for columns marked as registry purposes for §4.4. Action item 2b: ICANN org to provide representation in the Los Angeles F2F meeting, specifically to provide or contribute to ICANN’s purposes for §4.4. Action Item 3: ICANN support staff to reach out to ICANN org and note the EPDP Team’s request for active participation from ICANN org EPDP liaisons and ICANN compliance during the F2F in order to achieve action 2a above and more broadly participate. Action Item 4: Leadership team to further refine the F2F agenda based on today’s feedback, specifically with an approach for discussing data elements, the legal bases for including them, and taking into account different data processing steps. In addition, a column will be added to the agenda for UTC times. Action Item 5: Leadership team to draft §4.4.12 based on today’s EPDP team feedback for the need for specificity. The team will also consider language to “future-proof” sections of the new policy. Action item 6: ICANN support staff to create an index of all of the google docs used to date. Notes and Action Items These high-level notes are designed to help the EPDP Team navigate through the content of the call and are not meant as a substitute for the transcript and/or recording. The MP3, transcript, and chat are provided separately and are posted on the wiki at: https://community.icann.org/x/2IpHBQ. 1. Roll Call & SOI Updates (2 minutes) Attendance will be taken from Adobe Connect Remember to mute your microphones when not speaking and state your name before speaking for transcription purposes. Please remember to review your SOIs on a regular basis and update as needed. Updates are required to be shared with the EPDP Team. 2. Welcome and Updates from EPDP Team Chair (5 minutes) 3. Review and discuss draft agenda for EPDP meeting in Los Angeles (30 min) Objective: To obtain input on the agenda and a common understanding of the objectives of the meeting. To discuss a routinized way of discussing topics since there will be elements of repetition in discussing many “purposes,” many data elements, and so on. EPDP Team feedback on agenda: We need to work through the various processing steps and assess the legality of each. The bullet points and agenda need more granularity. Farzaneh and Thomas put together a data processing/lifecycle matrix that could be helpful in this regard. Should accuracy of data be added to the discussion? Instead of deciding if an "x" should be placed on a purpose, we should use the updated registrar text on purposes for the registrar column and give homework to the registries to draft purposes text for their columns for processing. For ICANN purposes, it was suggested that Dan assist with the ICANN purposes. Important to have Dan Halloran or others from ICANN org as a vocal participant in the meeting. Is it possible to discuss what victory for the EPDP Team would look like on today's call rather than at the F2F? We have to first do legitimate purposes, then we have to relate them to data elements, then we have to agree on redaction and retention. If we include these in the initial report, would anyone disagree that these required components would be victory? Can processing activities be added to these bullets so they are not forgotten during the discussion? Concerns about using CBI. Action Item 1: ICANN support staff to distribute Thomas and Farzaneh's matrix. Action Item 2: Capture Alex's methodology and distribute via email. Action Item 3: Reach out to ICANN org and note the request for active participation from EPDP ICANN Org liaisons and ICANN compliance staff during the F2F. Action Item 4: Leadership team to further refine the F2F agenda based on today’s feedback, including adding a column for UTC times. 4. Continue with purposes matrix to complete discussion of purposes §§4.4.11 – 4.4.13. (30 min) During Tuesday’s meeting, the team reviewed the subsections where team comments added parties to be included for each purpose. The team ended with §4.4.10, having to do with the zone file. The goal today is to finish off the remaining subsections asking each newly added party to explain why this is a legitimate and lawful purpose. Beginning with §4.4.11, x's were added by registrars and registries. If someone added these, please provide a rationale. Re: §4.4.11, this concept of safeguarding could be a registry and registrar purpose and it may be useful to get additional input from the team on that. The registry purpose goes to EBERO and escrow, so as a purpose goes, yes - this is a registry purpose. For registrars: with regard to 4.4.11, that is covered under the escrow requirements so not necessary to be listed as a registrar purpose here. There should be other DRPs included in §4.4.12 and not just UDRP and URS. Question - there are plenty of places in 4.4 where the original Temp Spec wording is broad. The word choice in our work product will be extraordinarily important. With that in mind, what does "coordinating" mean in §4.4.12? Coordinating may not be the right word. Coordinating could mean enabling this procedure so that it works properly. Coordinating could become more clear when the team talks about processing. This discussion is looking at generality vs. specificity - it's best to use specificity so that it is clear why data is collected, and that the team identifies specific purposes for collecting. §4.4.12 needs more specificity. If ICANN adds another DRP, ICANN will have to update its policy accordingly. What if ICANN adds a DRP in the future, how can the policy be dynamic if the policy needs to change? The team could consider listing the acronyms of the relevant dispute process and add language that would cover additional dispute processes developed in the future that are the subject of ICANN consensus policy? Is a data privacy impact assessment necessary for this? It is important to show transparency and go through the process. Would all registrants need to be notified about future changes if ICANN invents or discovers a new, valid use of data? This is the reason why the EPDP feels so high stakes all the time b/c policy is very hard to change. There is no necessity to spelling out the current DRP mechanisms here. To make this more GDPR compliant, it is important to be specific in the discussion of purposes and map out the relevant data processing - more granularity is needed here. The registrars proposed alternative language for §4.4.12 was going in the right direction. There may have been other DRPs referenced in the chat that may need to be added. In discussing the potential of future proofing – it is suggested that PDP activities going forward with respect to any data privacy have a built-in data privacy impact assessment. Action Item 5: Leadership team to draft §4.4.12 based on today’s EPDP team feedback. §4.4.13 - contractual compliance monitoring request. In order to process a WHOIS inaccuracy complaint, ICANN sends the complaint to registrars to confirm the accuracy. With any other complaint that relates to contact data (for example, the audit), the registrar and registry would be involved in that, so this is a registry/registrar purpose. This function is b/w contracted parties and ICANN, a registrar receiving a compliance inquiry – the registrar’s function is to resolve that with ICANN, not with a third party. Struggling to see the nexus here. Registrars and registries may need access to the data, but compliance as an ICANN purpose. The purpose is who is creating the need for the data being available . There is a tendency to put all things WHOIS into this conversation. There is already a WHOIS accuracy policy. The temp spec does not affect any existing accuracy policies. §4.4.13 is a very narrow and specific type of access. For our next rounds of discussion, think about a way to make it more specific. Action Item 5: Leadership team to draft §4.4.12 based on today’s EPDP team feedback. 5. Introduction to Appendix A (30 minutes) Elements of Appendix A are on the agenda for the Los Angeles meeting, so an introduction of the key areas is required. Background: a) Relevant charter questions: f1) Should there be any changes made to registrant data that is required to be redacted? If so, what data should be published in a freely accessible directory? f2) Should standardized requirements on registrant contact mechanism be developed? f3) Under what circumstances should third parties be permitted to contact the registrant, and how should contact be facilitated in those circumstances? b) Key topics are Appendix A §§2-4. The team needs to identify data elements before it talks about redaction. Reasonable access is a term discussed in the temp spec and it can be discussed in a way that is not gated by the charter. The team needs to flag this and move on - this is perhaps why the GNSO Council designed the charter in the way that they did. Action item 6: ICANN Support Team to make an index of all of the google docs the team is using. c) Note feedback already received on Appendix A input document 6. Confirm action items and questions for ICANN Org, if any (5 minutes) 7. Wrap and confirm next meeting to be scheduled for Monday, 23 September at 15.30 UTC at ICANN Los Angeles.

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NOTICE: delay in18 September 2018 EPD Team call transcript
by Terri Agnew Sept. 20, 2018

Sept. 20, 2018

Dear all, You may have noticed that there has been a delay in receiving the transcription of the EPDP team call held on Tuesday 18 September 2018. We are busy resolving the issue with our telecom provider. As a reminder, mp3 and Adobe Connect recordings are available on the EPDP wiki space after the call ends https://community.icann.org/x/3opHBQ and on the GNSO Calendar: https://gnso.icann.org/en/group-activities/calendar Thank you. With kind regards, Terri --- Terri Agnew Operations Support - GNSO Lead Administrator Internet Corporation for Assigned Names and Numbers (ICANN) Email: terri.agnew(a)icann.org<mailto:terri.agnew@icann.org> Skype ID: terri.agnew.icann Find out more about the GNSO by visiting: https://learn.icann.org/ Follow @GNSO on Twitter: https://twitter.com/ICANN_GNSO Follow the GNSO on Facebook: https://www.facebook.com/icanngnso/ http://gnso.icann.org/en/

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