February 2019 - Gnso-epdp-team

Recordings, Attendance & AC Chat / GNSO Temp Spec gTLD RD EPDP / Tuesday, 05 February 2019
by Andrea Glandon Feb. 6, 2019

Feb. 6, 2019

Dear all, Please find the attendance and AC chat attached to this email, and the MP3 and AC recording below from the GNSO Temp Spec gTLD RD EPDP call held on Tuesday, 05 February 2019 at 14:00 UTC. These have also been posted on the agenda wiki page: https://community.icann.org/x/RJ0WBg MP3: https://audio.icann.org/gnso/gnso-epdp-gtld-registration-data-specs-05feb19… AC Recording: https://participate.icann.org/p4qi1phmdti/<https://participate.icann.org/p4qi1phmdti/?OWASP_CSRFTOKEN=66e09d14dfc66b1f…> <https://participate.icann.org/p9kwfdng74f/?OWASP_CSRFTOKEN=1e3c883343392133…>** Please let me know if your name has been left off the list ** Mailing list archives of the GNSO Temp Spec gTLD RD EPDP : https://mm.icann.org/pipermail/gnso-epdp-team/ Main wiki page for the working group: https://community.icann.org/x/IYEpBQ Thank you. Kind Regards, Andrea Glandon

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Re: [Gnso-epdp-team] Comments on Final Report & Additional Topics- Part 2
by Margie Milam Feb. 6, 2019

Feb. 6, 2019

Hi- Per our discussion today- here are a few additional topics/issues related to the Draft Final Report: * Rec 10 -Log Files – Discussion on whether it can contain PII since it isn’t going to be published or be part of the WHOIS – perhaps the log files details can be discussed in Phase 2? Discussion is needed on the “operational difficulties” mentioned in Rec 10. * Joint Controller Agreement (1204) – the background in this section prior to Rec 13 should be rewritten to eliminate the references to “joint controller” wherever possible and simply reference “controller”…. All the best, Margie From: Margie Milam <margiemilam(a)fb.com> Date: Monday, February 4, 2019 at 6:02 PM To: "gnso-epdp-team(a)icann.org" <gnso-epdp-team(a)icann.org> Subject: Comments on Final Report & Additional Topics- Part 1 Hi- Per Marika’s request, here are some language clarifications for your consideration, as well as additional topic submitted on behalf of the BC, and developed in collaboration with the IPC. New Text is in yellow highlight. _________ Rec 1 Purpose 1(b): Subject to the Registry and Registry Terms Conditions and Policies, and ICANN Consensus Policies – please ADD: { and relevant registry agreements and registrar accreditation agreements] Purpose 2: Footnote 6 needs to be moved to be linked to Purpose 2, not Rec 2. Research purpose: The EPDP Team commits to considering in Phase 2 of its work whether additional purposes should be considered to facilitate research ADD: [ and threat response] carried out by ICANN’s Office of the Chief Technology Officer (OCTO). This consideration should be informed by legal guidance on if/how provisions in the GDPR concerning research apply to ICANN Org and the expression 426for the need of such data by ICANN Footnote 7/8 should not be a footnote but moved up to the body of the report. These footnotes are substantive recommendations and commitments that should not be buried in a footnote. Rec 7: Replace “ICANN Compliance”with ”ICANN Organization” to be consistent with other recommendations. Delete the quote in Footnote 12 on page 24, since this is inconsistent with Purpose 5. Additional Topics: INFORMATION TO BE PROVIDED TO THE REGISTRANT: Page 16- where there is the quote from the EDPB: It should therefore be made clear, as part of the registration process, that the registrant is free to (1) designate the same person as the registrant (or its representative) as the administrative or technical contact; or (2) provide contact information which does not directly identify the administrative or technical contact person concerned (e.g. admin(a)company.com<mailto:admin@company.com>). For the avoidance of doubt, the EDPB recommends explicitly clarifying this within future updates of the Temporary Specification”. We believe it is important to follow the EDPB’s advice and propose including a recommendation regarding informed consent, in light of the legal advice received, as follows: The EPDP recommends that as part of the registration process, the Registrar shall offer the registered name holder the option to (1) designate the same person as the registrant or its representative as the technical contact; or (2) provide contact information which does not directly identify the technical contact person, but instead uses a generic or role-based email (e.g.admin(a)company.com<mailto:admin@company.com>). OPTIONAL TECH CONTACT DISCUSSION: We do not support making the Tech Contact optional at the registrar level or registry level and believe that more discussion is needed. For example, we have not discussed what happens to existing Tech contacts in the legacy registrations. Shouldn’t there be a similar transitional process to what has been developed for the ORGANIZATION field? In any event, this obligation must be requieeed for the registries since they should receive the tech contact data for those registrants who have provided consent. RECOMMENTATION REGARDING CONSENT Page 19 – Line 549 please delete “as soon as commercially reasonable”. Instead, this recommendation should track the dates for implementation under the transition plan that James and the registrars proposed in Toronto. Rec 4: THICK WHOIS: we do not support the deletion of THICK WHOIS as a consensus policy, and believe that this goes beyond the scope of this EPDP. Rec 8: GLOBAL REDACTION vs. OPTIONAL AT THE REGISTRAR--- We do not agree with global application of the REDACTION, and believe that this recommendation goes well beyond the Temp Spec, which at a minimum allows the registrars/registries to CHOOSE a different application, especially because of differing legal regimes. Our policy needs to be flexible enough to account for laws beyond GDRP, such as the possible US legislation related to WHOIS. Similarly, we do not believe that the redaction should apply to legal persons. We recall James suggesting that we could consider an approach similar to the approach taken for the ORGANIZATION Field, and thus we would like to further explore it in Phase 2. Footnote 15 is a recommendation that should be moved into the body of the Final Report & not be buried in a footnote. Also- it needs to exclude registrations with privacy/proxy services and those for which the registrant has provided consent. PAGE 27: REDACTION OF CITY– we don’t agree with the redaction of CITY and are awaiting legal advice from Ruth on the issue. As a result, it is premature to make a recommendation that it be redacted now. This should be a Phase 2 discussion REC 9: Instead of a “via a process that can be determined by each registrar” we should have concrete steps that can be enforced by ICANN. Could the registrars identify some reasonable steps for this process? ADD: After the implementation phase-in period, the ORG FIELD will no longer be REDACTED by either the registry or registrar. We are still working through the remainder of the Final Report, and will follow up this email with additional comments. All the best, Margie

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Suggested Edits to EPDP Final Report re: Controller, Processor, Joint Controller
by Trang Nguyen Feb. 6, 2019

Feb. 6, 2019

Dear EPDP Team, As changes have been made to Recommendation 13, attached are some suggested edits to the introductory text above Recommendation 13 to align it with the changes. Best, Dan and Trang ICANN Org Liaisons

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Re: [Gnso-epdp-team] [Ext] Re: EPDP Recommendation 11 - email list discussion
by Trang Nguyen Feb. 5, 2019

Feb. 5, 2019

Dear All, Regarding the revised text for recommendation #11 that Alan Woods circulated, the text seems to imply that retained data is only used for enforcement of the TRDP. ICANN org would like to make the EPDP Team aware of other reasons retained data are used, which are reflected in the Description of 2013 RAA Data Retention Specification - Data Elements, Legitimate Purposes for Collection/Retention and Recipients of Data < https://www.icann.org/en/system/files/files/raa-data-retention-elements-10a…>. Best, Dan & Trang ICANN Org Liaisons From: Alan Woods <alan(a)donuts.email> Date: Thursday, January 24, 2019 at 8:50 AM To: Theo Geurts <gtheo(a)xs4all.nl> Cc: Trang Nguyen <trang.nguyen(a)icann.org>, EPDP <gnso-epdp-team(a)icann.org> Subject: [Ext] Re: [Gnso-epdp-team] EPDP Recommendation 11 - email list discussion And of course I meant recommendation 11 not 7 .... sigh! Theo, Completely agree, but I am also thinking of those requirements that may be beyond the GDPR's reach. So I don't think the necessity of a "Waiver" situation is a reality that will go away anytime soon. Alan [Image removed by sender. Donuts Inc.][donuts.domains]<https://urldefense.proofpoint.com/v2/url?u=http-3A__donuts.domains&d=DwMFaQ…> Alan Woods Senior Compliance & Policy Manager, Donuts Inc. ________________________________ The Victorians, 15-18 Earlsfort Terrace Dublin 2, County Dublin Ireland [Image removed by sender.][facebook.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.facebook.com_donut…> [Image removed by sender.] [twitter.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__twitter.com_DonutsInc&…> [Image removed by sender.] [linkedin.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.linkedin.com_compa…> Please NOTE: This electronic message, including any attachments, may include privileged, confidential and/or inside information owned by Donuts Inc. . Any distribution or use of this communication by anyone other than the intended recipient(s) is strictly prohibited and may be unlawful. If you are not the intended recipient, please notify the sender by replying to this message and then delete it from your system. Thank you. On Thu, Jan 24, 2019 at 1:22 PM Theo Geurts <gtheo(a)xs4all.nl<mailto:gtheo@xs4all.nl>> wrote: Thanks Alan, Regarding waivers, I think we need to figure out what their actual use is? Back in the day, the 95/46 directive was implemented differently across Europe, as such a bit messy. But this is no longer the case, the data retention directive has been invalidated and the GDPR has replaced the 95/46 directive. Best, Theo Geurts CIPP/E On 24-1-2019 13:50, Alan Woods wrote: Hey all, To perhaps make my last email a bit more 'actionable' I wish to put a suggestion as to the potential wording of an updated recommendation. NOTE: it's not an easy task, as the point is that we have not yet been armed with adequate data to create a wholly considered retention period that will allow for ICANN to insist upon a retention period, for certain data elements, for a justifiable and reasonable period of time. therefore the recommendation is a bit "hedging our bets" somehow: To be clear, due to speed with which we are moving, this is tabled as to kick off the discussion/drafting. I have not run this by even my teammates in the RYSG and I am under no illusions that this is the 'final' text - merely a suggested path. Recommendation 7 1) The EPDP team recommends that ICANN, as soon as is practicable, undertakes a review of all its active process and procedures so as to identify and document the instances in which personal data is requested from a registrar, outside of the normal retention period of the 'life of the registration'. Identified retention periods, for specific data elements should be then documented and be relied upon to establish, the required relevant and specific, minimum data retention expectations for registrars. this seems to imply that retained data is only used for ICANN compliance purpose, but there may be other purposes for which retained data may be used, such as in cases of law enforcement action, etc. retained pursuant to board’s adopted policy (registrar accreditation policy ) as set forth in document used before to justify data retention. 2) In the interim, the ePDP has recognized that the Transfer Dispute Resolution Policy (“TDRP”) has been identified as one such process. The ePDP team therefore recommends that ICANN should direct registrars to retain only those data elements as deemed necessary for the purposes of the TDRP, for a period of one year following the life of the registration. This retention is grounded on the stated policy stipulation within the TDRP, that claims under the policy may only be raised for a period of 12 months after the alleged breach (FN: see TDRP section 2.2) of the Transfer Policy (FN: see Section 1.15 of TDRP). 3) The ePDP recognizes that Contracted Parties may have needs or requirements for longer retention periods in line with local law or other requirements. The ePDP recommends that nothing in this recommendation, or in separate ICANN mandated policy, should prohibited contracted parties from setting their own limitation periods beyond that which is expected in ICANN policy. Similarly, should local law prevent retention for the period of one year, the ePDP recommends that there are waiver procedures in place that can address such situations. NOTE: the waiver procedure is a pet peeve of mine. It make no legal sense to me that should a single registry / registrar can prove that a law local or otherwise is incompatible with a retention period, that ICANN then continues, having actual notice of an incompatibility, enforces that retention period against every other contracted party who may be similarly subject to that law, until that party makes a separate and full application for a waiver. I appreciate that ICANN cannot possibly assess jurisdiction of applicability of laws for individual CPs, however the process should not be obtuse as to ignore it;s own precedent. I don't know if it is in our power to do so, however perhaps we should also recommend that any successful waiver application process should provide a reasonable period of time whereby other CPs may 'join' themselves to a waiver upon presentation of sufficient proof of being subject to a particular law or requirement that grounded the original application [a fast track waiver process so to speak]. [Image removed by sender. Donuts Inc.][donuts.domains]<https://urldefense.proofpoint.com/v2/url?u=http-3A__donuts.domains&d=DwMFaQ…> Alan Woods Senior Compliance & Policy Manager, Donuts Inc. ________________________________ The Victorians, 15-18 Earlsfort Terrace Dublin 2, County Dublin Ireland [Image removed by sender.][facebook.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.facebook.com_donut…> [Image removed by sender.] [twitter.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__twitter.com_DonutsInc&…> [Image removed by sender.] [linkedin.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.linkedin.com_compa…> Please NOTE: This electronic message, including any attachments, may include privileged, confidential and/or inside information owned by Donuts Inc. . Any distribution or use of this communication by anyone other than the intended recipient(s) is strictly prohibited and may be unlawful. If you are not the intended recipient, please notify the sender by replying to this message and then delete it from your system. Thank you. On Wed, Jan 23, 2019 at 2:53 PM Theo Geurts <gtheo(a)xs4all.nl<mailto:gtheo@xs4all.nl>> wrote: Thanks, Alan, From my point of view, your observations are all accurate including the registrar ones. And yes you cannot pick a random number for retention. There is a purpose, you balance it, and then you get your period for retention. Your purpose and how you balanced it are part of your documentation to meet the requirement of Art 5.2. Though usually, you cover this process through Art 35. Theo On 23-1-2019 15:38, Alan Woods wrote: Dear all, (noted these are my own musings and my registry colleagues may have additional / different thoughts and comments) 1) Retention period of 1 year Can we be clear that where data is retained for 1 year, and such an extra retention period is stated as being for use under the TDRP, than retained data may ONLY be used for that purpose (See the RYSG comment). Based upon this recommendation, should a Registrar use the retained data for any other purpose, the will be doing so under their own controllership stem (Hence why the clarification in the NOTE is exceptionally important.) To be even clearer, ICANN would NOT be able to use the retained data for any other purpose other than the TDRP under the current recommendation. This is the core of what the EDPB have repeatedly told ICANN, you can't just arbitrarily pick a retention period, the retention period just be reasoned and the use of that data must be grounded to that reason. The EDPB will be equally as upset about setting a retention period based on one process,then using data for something wholly unrelated to that process. Should we persist I see the issue is as follows: ICANN (Compliance or otherwise) does not hold the data themselves, and this data will be requested from the registrar. This disclosure request will state the reason as X purpose; unless the stated purpose is for in furtherance of the TDRP, a registrar should (read MUST) decline to disclose, as the disclosure is incompatible with the stated reason for retention (i.e. the TDRP) Only ICANN, have the knowledge of why they require retention for specific processes and procedures. They must provide the base policy reason as to why they require, in the contract, a retention period. The TDRP is a good single example, but it is one single example and ICANN, should then need it for any other reason, must tell the ePDP what, why and for how long the data is necessary. 2) Retention of additional data elements I would believe the minimal data elements must be retained, and only then related to the specific purpose for the retention. I do not agree with Trang's assessment of the necessity for billing contacts and in particular the interpretation of "requires a registrar to receive a reasonable assurance of payment prior to activating a domain registration." In this instance the proof of assurance should not, considering data protection, rise to the actual provision of actual billing data but would more functionally refer to, in a normal business sense, assurances that the registrar remains solvent and this does not rise to an ICANN expectation that the registrant ultimately pays (that's the registrar's business) ! Re the other elements noted - I would quickly note the following: * Billing contacts - I defer to my registrar colleagues friends here but ICANN does not ever bill registrants. Should a registrar fail and registrations are transferred, then the gaining registrar will need to establish contact again and discern should the registrant wish to continue the relationship with the Registrar. I would opine that this is achieved via registrant contact and a private contract between registrar and registrant. Frankly it has nothing to do with ICANN and is none of their data processing business. * (RAA 3.4.1.5) the name, postal address, e-mail address, and voice telephone number provided by the customer of any privacy service or licensee of any proxy registration service, in each case, offered or made available by Registrar or its Affiliates in connection with each registration. * Full Contact Information for Privacy Proxy Registrations For both the above, again I defer to my registrar colleagues, but again, this data is currently completely remote from ICANN's sphere of influence. The registrant makes a private contract with a P&P provider. Such a contract will have stipulations in the event of a failure of the P&P provider. Use of such providers is at the risk of the registrant, and ICANN cannot interfere here. IF a P&P gets sunk, the registrant will need to deal with their choice and claim relief under their contract etc. - it may be messy but ICANN cannot claim to have a right to this underlying data, as their influence extends to only the data of the registrant (which in this instance will be presented as the P&P holder). ICANN may claim further power via appropriate policy development perhaps but regardless, surely this is a matter for the PPSAI. * Full Contact Information for Registrants who have Consented to Full Display - This is a matter for an assessment of what data is needed for the reason basing the retention. i.e. what data is need currently for performance of the TDRP - nothing else. Again ICANN should identify and justify the data elements necessary for this. The ePDP cannot be expected to do this for ICANN. * (Data Retention Specification 1.1.7.) Types of domain name services purchased for use in connection with the Registration * (Data Retention Specification 1.1.8.) To the extent collected by Registrar, "card on file," current period third party transaction number, or other recurring payment data. * (Data Retention Specification 1.2.1) Information regarding the means and source of payment reasonably necessary for the Registrar to process the Registration transaction, or a transaction number provided by a third party payment processor; * (Data Retention Specification 1.2.2) Log files, billing records and, to the extent collection and maintenance of such records is commercially practicable or consistent with industry-wide generally accepted standard practices within the industries in which Registrar operates, other records containing communications source and destination information, including, depending on the method of transmission and without limitation: (1) Source IP address, HTTP headers, (2) the telephone, text, or fax number; and (3) email address, Skype handle, or instant messaging identifier, associated with communications between Registrar and the registrant about the Registration; and * (Data Retention Specification 1.2.3 ) Log files and, to the extent collection and maintenance of such records is commercially practicable or consistent with industry-wide generally accepted standard practices within the industries in which Registrar operates, other records associated with the Registration containing dates, times, and time zones of communications and sessions, including initial registration. I'm minded to wholly defer this particular ... issue... to our registrar colleagues. But to the Casual observer none of this data is in ICANN's remit to retain. This is all part of the private contract with the registrant and registrar and ICANN has no legal claim, basis or expectation to this data. If ICANN believes that they have a right to this data, then it is for them to assert it and justify why they need to mandate something as the harvesting and retention to data wholly unrelated to the registration of a domain name. Let us provide a simple example If a registrant doesn't pay the registrar for a domain (declined card or other), ICANN will still likely get paid because that is the contract they have with the CPs; the registry will still get paid as that is the contract with the registrar. Neither registry or registrar may, nor should go after the registrant for such a payment, as we have no right to do so as that is not the intended legal nature of our relationship. Therefore why would ICANN have a right to the information regarding cards on file or client communications? * (RAA 3.4.2.1) the submission date and time, and the content, of all registration data (including updates) submitted in electronic form to the Registry Operator(s); * (RAA 3.4.2.2) all written communications constituting registration applications, confirmations, modifications, or terminations and related correspondence with Registered Name Holders, including registration contracts; * (RAA 3.4.2.3) records of the accounts of all Registered Name Holders with Registrar. These are all data that ICANN could possibly mandate. But that being said, this all seems aimed at litigation. These are elements that a Registrar, in its sole controllership as a business, would be crazy not to retain for the purposes of litigation impending or actual etc. Regardless, in truth I can't see how ICANN would EVER have such data disclosed to them unless by court order or equivalent where there is a dispute between Rr and ICANN. I think we need to be clear as to necessity here and IMHO, a lot of these elements are simply overreach. Kind regards, Alan [Image removed by sender. Donuts Inc.][donuts.domains]<https://urldefense.proofpoint.com/v2/url?u=http-3A__donuts.domains&d=DwMFaQ…> Alan Woods Senior Compliance & Policy Manager, Donuts Inc. ________________________________ The Victorians, 15-18 Earlsfort Terrace Dublin 2, County Dublin Ireland [Image removed by sender.][facebook.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.facebook.com_donut…> [Image removed by sender.] [twitter.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__twitter.com_DonutsInc&…> [Image removed by sender.] [linkedin.com]<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.linkedin.com_compa…> Please NOTE: This electronic message, including any attachments, may include privileged, confidential and/or inside information owned by Donuts Inc. . Any distribution or use of this communication by anyone other than the intended recipient(s) is strictly prohibited and may be unlawful. If you are not the intended recipient, please notify the sender by replying to this message and then delete it from your system. Thank you. On Tue, Jan 22, 2019 at 11:43 PM Trang Nguyen <trang.nguyen(a)icann.org<mailto:trang.nguyen@icann.org>> wrote: Dear All, Regarding data retention, ICANN org has previously identified a question and some areas that we wanted to flag for the EPDP Team, which we sent to the mailing list on 22 December 2018 (https://mm.icann.org/pipermail/gnso-epdp-team/2018-December/001125.html) We are flagging them here again for the EPDP Team’s consideration/discussion as you work to finalize the recommendation. The question/flags are: 1. There are several data elements that are currently required to be retained, but are not addressed in the Initial Report. Should the retention obligation for these data elements remain or be discontinued? 2. If billing and payment-related data is no longer required to be collected, retained, and (with respect to billing contact data) escrowed, this could impact continuity of service to registrants and availability of this data in the event of a payment dispute or related investigation. ICANN org also notes that the ICANN Registrar Accreditation Policy <https://www.icann.org/resources/pages/policy-statement-2012-02-25-en [icann.org]<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.icann.org_resource…>> requires a registrar to receive a reasonable assurance of payment prior to activating a domain registration. Data elements currently required to be collected, but are not addressed in the Initial Report include: * Billing/Other Contact ID (where available) * Billing/Other Contact Name (where available) * Billing/Other Contact Street (where available) * Billing/Other Contact City (where available) * Billing/Other Contact State/Province (where available) * Billing/Other Contact Postal Code (where available) * Billing/Other Contact Country (where available) * Billing/Other Contact Email (where available) * Billing/Other Contact Phone (where available) * Billing/Other Contact Fax (where available) * (RAA 3.4.1.5) the name, postal address, e-mail address, and voice telephone number provided by the customer of any privacy service or licensee of any proxy registration service, in each case, offered or made available by Registrar or its Affiliates in connection with each registration. * Full Contact Information for Privacy Proxy Registrations * Full Contact Information for Registrants who have Consented to Full Display * (Data Retention Specification 1.1.7.) Types of domain name services purchased for use in connection with the Registration * (Data Retention Specification 1.1.8.) To the extent collected by Registrar, "card on file," current period third party transaction number, or other recurring payment data. * (Data Retention Specification 1.2.1) Information regarding the means and source of payment reasonably necessary for the Registrar to process the Registration transaction, or a transaction number provided by a third party payment processor; * (Data Retention Specification 1.2.2) Log files, billing records and, to the extent collection and maintenance of such records is commercially practicable or consistent with industry-wide generally accepted standard practices within the industries in which Registrar operates, other records containing communications source and destination information, including, depending on the method of transmission and without limitation: (1) Source IP address, HTTP headers, (2) the telephone, text, or fax number; and (3) email address, Skype handle, or instant messaging identifier, associated with communications between Registrar and the registrant about the Registration; and * (Data Retention Specification 1.2.3 ) Log files and, to the extent collection and maintenance of such records is commercially practicable or consistent with industry-wide generally accepted standard practices within the industries in which Registrar operates, other records associated with the Registration containing dates, times, and time zones of communications and sessions, including initial registration. * (RAA 3.4.2.1) the submission date and time, and the content, of all registration data (including updates) submitted in electronic form to the Registry Operator(s); * (RAA 3.4.2.2) all written communications constituting registration applications, confirmations, modifications, or terminations and related correspondence with Registered Name Holders, including registration contracts; * (RAA 3.4.2.3) records of the accounts of all Registered Name Holders with Registrar. Best, Dan and Trang ICANN Org Liaisons From: Gnso-epdp-team <gnso-epdp-team-bounces(a)icann.org<mailto:gnso-epdp-team-bounces@icann.org>> on behalf of Kurt Pritz <kurt(a)kjpritz.com<mailto:kurt@kjpritz.com>> Date: Tuesday, January 22, 2019 at 1:20 PM To: EPDP <gnso-epdp-team(a)icann.org<mailto:gnso-epdp-team@icann.org>> Subject: [Gnso-epdp-team] EPDP Recommendation 11 - email list discussion Hi Everyone: There were several items (Recommendations) that we agreed to discuss via email with the idea that we could close on them without taking time for discussion in a meeting. This email concerns Recommendation 11, addressing the data retention period. The current recommendation states: The EPDP Team recommends that Registrars are required to retain the herein-specified data elements for a period of one year following the life of the registration. This retention period conforms to the specific statute of limitations within the Transfer Dispute Resolution Policy (“TDRP”). Small Team Discussion (1) The small team noted that “statute of limitation” as used in the Recommendation was probably an inappropriate use of a legal term of art and should be replaced with more appropriate language. This point is addressed in the proposed updated Recommendation below. (2) Some on the small team advocated for a longer retention period, suggesting that a longer retention period could be anchored in existing ICANN policy requirements or other outside requirements. (The current retention period is anchored is the Transfer DRP as the “tall pole” among all the other purposes for processing registration data.) The updated language below, proposed by small team B, clarifies that the proposed data retention period is for ICANN related requirements and different retention periods may apply as a result of local requirements or circumstances. Proposed updated language recommendation 11 – data retention The EPDP Team recommends that: Registrars are required to retain the herein-specified data elements for ICANN-related requirements for a period of one year following the life of registration. This minimum retention period is consistent the requirements of the Transfer Dispute Resolution Procedure, which has the longest retention requirement of any of the enumerated Purposes for Processing Registration Data. Note, Contracted Parties may have needs or requirements for longer retention periods in line with local law or other requirements. This is not prohibited by this language. Similarly, should local law prevent retention for the period of one year, there are waiver procedures in place that can address such situations. Actions Those supporting a retention greater than one year generally should submit rationale for such a retention period including related ICANN policy requirements to which this could be anchored. These submissions will be discussed via email. Submit comments for support for the amended Recommendation or requesting edits to the recommendation with rationale. Deadline: Friday, 24 January, additional email discussion might follow depending on responses. Thank you and best regards, Kurt _______________________________________________ Gnso-epdp-team mailing list Gnso-epdp-team(a)icann.org<mailto:Gnso-epdp-team@icann.org> https://mm.icann.org/mailman/listinfo/gnso-epdp-team _______________________________________________ Gnso-epdp-team mailing list Gnso-epdp-team(a)icann.org<mailto:Gnso-epdp-team@icann.org> https://mm.icann.org/mailman/listinfo/gnso-epdp-team

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Proposed Agenda - EPDP Team Meeting #43
by Marika Konings Feb. 5, 2019

Feb. 5, 2019

Dear EPDP Team, Please find below the proposed agenda for the next EPDP Team meeting which is scheduled for tomorrow (Wednesday 6 February) at 14.00 UTC. Best regards, Caitlin, Berry and Marika ----------------------- EPDP Meeting #43 Agenda Wednesday, 6 February 2019 1. Roll Call & SOI Updates (5 minutes) 1. Welcome and Updates from EPDP Team Chair (5 minutes) * Review of outstanding action items * Other updates, if applicable 1. Recommendation #5 – Transmission of Registration data from Registrar to Registry (30 minutes) * RySG to present updated language proposal * Discuss proposal * Confirmation of agreement reached or next steps to come to agreement 1. ICANN Org Questions (30 minutes) * Per last week’s action item, EPDP Team to review additional ICANN org questions and indicate on the email list if any of these need to be addressed in the Final Report * Consider topics flagged * Discuss proposed approach (‘what happens if these topics are not addressed / covered in the Final Report?’) * Confirmation of agreement reached or next steps to come to agreement 1. Recommendation #12 – Reasonable Access (30 minutes) * Review revised proposal * Discuss revised proposal * Confirmation of agreement reached or next steps to come to agreement 1. Review of additional topics raised (if time allows) 1. Wrap and confirm next meeting to be scheduled for Thursday, 7 February 2019 at 14.00 UTC (5 minutes) * Confirm action items * Confirm questions for ICANN Org, if any 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<https://urldefense.proofpoint.com/v2/url?u=http-3A__learn.icann.org_courses…> and visiting the GNSO Newcomer pages<https://urldefense.proofpoint.com/v2/url?u=http-3A__gnso.icann.org_sites_gn…>.

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Notes and action items EPDP Team Meeting #42
by Marika Konings Feb. 5, 2019

Feb. 5, 2019

Dear EPDP Team, Please find below the notes and action items of today’s EPDP Team meetings. You are encouraged to take particular note of the different action items. For your information, attached you will find the proposed updated timeline that was shared during the meeting. Best regards, Caitlin, Berry and Marika =============== EPDP Team Meeting #42 Tuesday, 5 February 2019 Notes and Action Items High-level Notes/Actions: Action item #1: Extension of deadline for the EPDP Team to flag issues for further consideration following the review of the latest version of the Final Report: Tuesday 5 February COB. Action item #2: CPs to share within max. 24-48 hours the proposed approach in relation to implementation bridge options Action item #3: Leadership team to consider adding paragraph to Final Report in relation to the overarching requirements of GDPR compliance in relation to personal information and the definition of personal data as information that could lead to the discovery of personal data. Action item #4: Kristina Rosette to provide suggested edits to the reasonable access recommendation to ensure consistency in terminology and provide necessary clarifications to facilitate implementation work Action item #5: Staff to make note in the Final Report that ARS is considered covered as part of purpose 5 (ICANN Compliance) and related updates that have been made in the purpose 5 data elements workbooks. Action item #6: EPDP Team to review additional ICANN Org questions and indicate as soon as possible on the email list and suggest if any of these need to be addressed in the Final Report. Questions for ICANN Org from the EPDP Team: None Notes & 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/ZwPVBQ . Proposed Agenda: 1. Roll Call & SOI Updates * 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) a) Reminder: process for Final Report input & Consensus Call * See https://community.icann.org/x/VZwWBg * See email sent by Keith Drazek, GNSO Chair, concerning some limited flexibility in the timeline to make the report as complete as possible and provide some quiet time for people to review the final report. * See updated timeline shared during the meeting which factors in the additional time that is available per the letter from Goran Marby. (see also attached) * This provides for a 5-day quiet period to allow EPDP Team members to flag any issues that were overlooked, are inconsistent or in error and review consensus designations (note, this is not an opportunity to reopen previously closed issues or question previously reached agreements). * Appreciate all the input provided on the mailing list. Hope to be able to close of some of these discussions on the mailing list, although some may require further consideration. * Consensus call - purposes alone is not sufficient to look at for consensus as there are other recommendations that are linked to it. It does look like there is agreement on those other recommendations linked to purposes, so that may address some of the concerns. Note that this is an iterative process and as such, conditions can be attached to it, and there will be an opportunity at the end to see the whole package and flag any issues / concerns at that stage. * Objective of additional meeting is to finalize outstanding issues. * Reminder, please send any substantive issues that require further consideration to the mailing list. Any minor edits / updates should be added to the google doc: https://docs.google.com/document/d/1sVZ9odV0qK1Bk8a4bDwWe5RW_PBzOnYBhHW_GnL…. Action item #1: Extension of deadline for the EPDP Team to flag issues for further consideration following the review of the latest version of the Final Report: Tuesday 5 February COB. b) Review of outstanding action items c) Other updates, if applicable 3. Implementation Transition Period (30 minutes) Per last week’s action item: “Registry and Registrar EPDP Team Members to review implementation bridge options with respective stakeholder groups and come forward with a proposal for the next EPDP Team meeting on Tuesday, 5 February” a) CPs to present proposal b) Discuss proposal c) Confirmation of agreement reached or next steps to come to agreement * Some additional conversations have taken place. Circle back to some of the proposals that have been flagged previously. What would be enforced by compliance at the moment of the expiration of the Temporary Specification. Still have not achieved 100% sign off from CPs - hope to present something back to the group shortly. Will need some time for the group to be able to consider this proposal before the quiet period starts. * Letter from Goran - two extra weeks are conditional on Final Report including policy recommendations on the bridging mechanism. Action item #2: CPs to share within max. 24-48 hours the proposed approach in relation to implementation bridge options 4. Data Elements Workbooks Small Team Update a) Update on status of work b) Questions / clarifications c) Expected next steps * See latest version here: https://community.icann.org/display/EOTSFGRD/e.+Data+Elements+Workbooks * DE small team is deep diving into the data elements workbooks to ensure that these are consistent with the EPDP Team recommendations and are accurate. * Updates to the overall data matrix may also be necessary (see latest consolidated data elements table here: https://community.icann.org/download/attachments/96207076/Data%20Elements%2… * Minimum data set is to be viewed per purpose. * In the introduction section of Annex D, small team created definitions for each of the primary processing activities. You will also find a new legend that attempts to more precisely define Required vs. Optional, etc. as this specificity is needed to be precise. * See also split between 1A and 1B, per the input that has been provided previously by RySG. Certain registries may not need certain data elements, while others do. * Next small team is meeting later today. Aim is to conclude Purposes 4 - 6 plus some additional to-dos. Aim is to have finalized workbooks to the plenary by Thursday. * To follow this work, please see relevant wiki page: https://community.icann.org/x/5AC8BQ. Note that call recordings and notes are also available and distributed to the EPDP Team. 5. Items flagged for further discussion a) Privacy / Proxy registrations – see mailing list proposal and discussion * Two variations of the recommendation have been shared on the mailing list * P/P registration is not personal information, so should be published? * Original intent of Temp Spec was pragmatic one - to avoid a situation whereby P/P information was behind the gate and that any reasonable access request would just result in the disclosure of P/P information which would mean another request would need to be made which would cause significant delays. * Pseudonymized email could be considered personal information, but not any of the other information in relation to the P/P service. * Need to clear about the risk profile we are creating for registrar - pseudonymized data is not anonymous, still risk associated with it. * Is this already settled by PPSAI? Not necessarily for this group to address. * There are already reasonable disclosure procedures available to reveal this information. * Is concern only about the email address? If so, should recommendation include MUST include the public WHOIS and return in response to query full WHOIS data, apart from the pseudonymized email for which it would be MAY? * Need to be careful to not restrain market innovation and different ways in which businesses are running their businesses. How to at least get non-personal data shared? Require that the services identify themselves and provide a mechanism for legitimate and lawful requests for underlying data. 2013 RAA already requires this. * Not asking for change in the nature of P/P services or registrant data, just the data associated with the P/P or an indication it is a P/P registration. * May need to consider the difference between P/P services. * Possible compromise language: Registrars must publish the non-personal data associated with P/P registration? * Is email communication already addressed in recommendation #10? Is there some obligation on the registrar to provide conduit? * Consider restricting it to affiliated p/p services. * Proposed updated language (no objections noted): In the case of a domain name registration where an "affiliated" privacy/proxy service used (e.g. where data associated with a natural person is masked), Registrar (and Registry where applicable) MUST include in the public RDDS and return in response to any query full non-personal RDDS data of the privacy/proxy service, which MAY also include the existing privacy/proxy pseudonymized email. *include footnote with reference to definition of "affiliated" as per the RAA. Action item #3: Leadership team to consider adding paragraph to Final Report in relation to the overarching requirements of GDPR compliance in relation to personal information and the definition of personal data as information that could lead to the discovery of personal data. b) Reasonable access * See latest version shared during the meeting which reflects original language plus edits suggested by Alex Deacon on the mailing list * Wonder if this would work from an implementation perspective: "a timeline for processing and responding to the disclosure requests in alignment with the Art. 12 GDPR timeframe for providing information to the data subject." * How does this link to purposes? Should a purpose need to be identified in the request? Consider adding a reference in second bullet under Reasonable Disclosure Requests to purposes. * Art. 12. 3 The controller shall provide information on action taken on a request under Articles 15 to 22 to the data subject without undue delay and in any event within one month of receipt of the request. That period may be extended by two further months where necessary, taking into account the complexity and number of the requests. In CPs experience, 30 days is an acceptable base timeframe. Sometimes we need longer in which case we would communicate with the requestor, which is also in line with the Art.12 requirement. * Also need to review intro paragraph – are these recommendations still in line with what the temp spec originally recommended? Action item #4: Kristina Rosette to provide suggested edits to the reasonable access recommendation to ensure consistency in terminology and provide necessary clarifications to facilitate implementation work c) Additional Purposes * See latest version circulated by Ayden to the mailing list * Aims to address the input received to date on this topic * Cannot speculate on future uses and give a blanket permission – need to do proper analysis and ensure GDPR compliance * Clarify in report that updates made to workbooks to clarify that ARS is dealt with in Compliance purpose * Explanatory language aims to explain the context of the recommendation. * See also proposed edit by the BC to add ‘threat response’ to the recommendation so that it would read: “The EPDP Team commits to considering in Phase 2 of its work whether additional purposes should be considered to facilitate research ADD: [ and threat response] carried out by ICANN’s Office of the Chief Technology Officer…… Thread response is different work – should it be made more general? Instead of referring to research, maybe refer to ‘facilitate the mission carried out by OCTO’? See https://www.icann.org/octo. Make change to refer to carrying out mission of OCTO (see https://www.icann.org/octo) * This would be an ICANN purpose – ICANN need to deal with this if it would to establish this purpose as it is a controller. * No objections noted to the language as modified by Ayden, with a reference to the OCTO mission (as noted above) Action item #5: Staff to make note in the Final Report that ARS is considered covered as part of purpose 5 (ICANN Compliance) and related updates that have been made in the purpose 5 data elements workbooks. 6. ICANN Org Questions Per last week’s action item, EPDP Team to review additional ICANN org questions and indicate on the email list if any of these need to be addressed in the Final Report a) Consider topics flagged b) Discuss proposed approach (‘what happens if these topics are not addressed / covered in the Final Report?’) c) Confirmation of agreement reached or next steps to come to agreement Action item #6: EPDP Team to review additional ICANN Org questions and indicate as soon as possible on the email list and suggest if any of these need to be addressed in the Final Report. 7. Wrap and confirm next meeting to be scheduled for Wednesday, 6 February 2019 at 14.00 UTC (5 minutes) a) Confirm action items b) Confirm questions for ICANN Org, if any * Tomorrow's meeting may be shorter due to conflicts that some groups may have. This meeting is in addition to Thursday's meeting. * Additional meeting scheduled for Monday 11 February, instead of Tuesday's meeting to allow any finetuning of the report before submission to the GNSO Council (deadline for submission of motions and documents for the Council meeting is Monday 11 February) 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<https://urldefense.proofpoint.com/v2/url?u=http-3A__learn.icann.org_courses…> and visiting the GNSO Newcomer pages<https://urldefense.proofpoint.com/v2/url?u=http-3A__gnso.icann.org_sites_gn…>.

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Meeting Invitation: Alternates & Observers / GNSO Temp Spec gTLD RD EPDP call / Wednesday, 06 February 2019 at 14:00 UTC for 1.5 hours
by Andrea Glandon Feb. 5, 2019

Feb. 5, 2019

**Additional call for this week on Wednesday** Dear all, Non-members can follow the EPDP call taking place on Tuesdays and Thursdays via the audio cast or view only Adobe Connect room. 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/gYA2Bg Thank you. Kind Regards, Andrea

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Recommendation 5 - Questions and Proposed Edits (Joint RySG-RrSG)
by Rosette, Kristina Feb. 5, 2019

Feb. 5, 2019

Dear EPDP Team Members, The Registries and Registrars have several questions and concerns regarding the proposed text and edits to Recommendation 5. Both the genesis of the edits and language of Recommendation 5 are unclear. As it stands the language and intent of the Recommendation are ambiguous and could have unintended impacts on the interpretation and application of Purposes 1a and 1b, which are foundational to the EPDP’s outcomes. Overall, the questions are- 1) what is the desired outcome of this Recommendation, 2) how does the Recommendation text reflect the Proposed Report language, 3) is this Recommendation redundant of Recommendation 22? Attached are a redline of our proposed changes. Specifically, the RySG and RrSG note that: ● It’s unclear where the extensive redline of Proposed Final Report language in the “Charter Question c) Transfer of data from registrar to registry” originated. Are they sourced from comments to the Initial Report? ● The Report Language also appears to be much broader and somewhat at odds with the actual text of the Recommendation at the end of the document. ● The EPDP is currently defining the minimum data set. The impacts of that data set on existing policies will be determined during the implementation phase per the group’s existing Recommendation 22 requiring review and update of existing policies and processes. Singling out and recommending direct amendment of the Thick WHOIS policy is redundant as a separate recommendation (though again, the Recommendation language is far more targeted than the “Proposed Final Report Language”). Why we would treat analysis and review of the Thick WHOIS policy differently than other policy review under Recommendation 22 is unclear. We recommend removing references to the Thick WHOIS policy from the language accompanying Recommendation 5. ● This text, “The recent discussion also highlighted that some registries wish to not receive data for which they have no GDPR-compliant purpose for processing.” highlights an issue we believe to be separate from the concept of a minimum data set. If the goal of this EPDP is to establish GDPR compliant purposes for processing and we find that our work is not able to resolve possible differences in application due to existing policies or practices that are outside of the EPDP remit, we clearly flag those issues for follow up in previously mentioned Recommendation to review existing policies and practices. The apparent “out” created by this language, allowing ROs to choose not to receive the full minimum data set was originally discussed as an option for those ROs that will encounter issues with their jurisdictional requirements, not as a way to deal with the “thick/thin” issue or policy. ● Finally, if the language in Recommendation 5 remains broad and could have unintended impacts on Purpose 1a/b. Currently, 1a/b define the roles, responsibilities, and data elements associated with the core function of effecting a domain name registration and establishing the rights of the registrant in that name. It also identifies the Controller/Processor role of the RO. If Purpose 1a/b defines the transfer of the defined minimum data set as a requirement, a choice made by the RO under Rec 5 could change the role of that RO. This creates an inconsistent application of the Recommendations and Purposes of the EPDP. As the EPDP is meant to establish a minimum baseline for CPs Recommendation 5 as written could impact that. Please let us know if you have any questions. Kristina Rosette Senior Corporate Counsel, IP - Domains rosettek(a)amazon.com<mailto:rosettek@amazon.com> | 703.407.1354

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Proposed Revised "Registration Data" Definition
by Rosette, Kristina Feb. 5, 2019

Feb. 5, 2019

All, With apologies for the delay, I'm following up on a point I previously raised, namely, revising the definition of "registration data". The Temp Spec contains this definition: "Registration Data" means data collected from a natural and legal person in connection with a domain name registration." The "in connection with" language is so broad and vague that it could be interpreted to data that registrars and registries would not consider to be registration data such as billing data, account creation data, and the like. RySG proposes to revise the definition to reference the relevant data elements: "Registration Data" means the data elements identified in Annex [X], collected from a natural and legal person in connection with a domain name registration." (Annex [X] would then identify the relevant data elements, as carried over from the whatever becomes the final version of Recommendation 4). Additional text is in bold and italics. RrSG supports this proposed revised definition. Happy to answer any questions. Many thanks. K Kristina Rosette Senior Corporate Counsel, IP - Domains rosettek(a)amazon.com<mailto:rosettek@amazon.com> | 703.407.1354

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Fwd: [council] Letter from Marby Re: Timing of the Final Report of the Expedited Policy Development Process (EPDP) on the Temporary Specification for gTLD Registration Data.
by Rafik Dammak Feb. 5, 2019

Feb. 5, 2019

hi all, please find attached a letter from Goran sent to GNSO council. Best, Rafik ---------- Forwarded message --------- From: Drazek, Keith via council <council(a)gnso.icann.org> Date: mar. 5 févr. 2019 à 23:00 Subject: [council] Letter from Marby Re: Timing of the Final Report of the Expedited Policy Development Process (EPDP) on the Temporary Specification for gTLD Registration Data. To: council(a)gnso.icann.org <council(a)gnso.icann.org> Cc: gnso-secs(a)icann.org <gnso-secs(a)icann.org>, kurt(a)kjpritz.com < kurt(a)kjpritz.com> Hi all, Last Tuesday, the GNSO Council Leadership and EPDP Leadership held a joint call to discuss timing and progress of the EPDP WG and planning for Council consideration and our vote on the Final Report. Following that call, I requested feedback from ICANN on the timing required for public comment and Board consideration, with an eye toward finding some extra time for the WG if needed. Attached is the response from Goran, which provides the potential for an additional 2 weeks for the EPDP to finalize its work, assess levels of consensus, and ensure the SG/Cs and other groups can consider a stable document before the Final Report is delivered to the Council for action. I have communicated this to Kurt (copied here) and I believe he will discuss this with the EPDP WG during today’s plenary call. If all goes according to plan, the GNSO Council will have two opportunities to vote – first, during our 21 February regular meeting, or during a 4 March special meeting, if needed. Please let me know if you have any questions. Thanks and regards, Keith Begin forwarded message: *From:* Goran Marby <goran.marby(a)icann.org> *Date:* February 4, 2019 at 10:54:31 AM EST *To:* "kdrazek(a)verisign.com" <kdrazek(a)verisign.com> *Cc:* Cassia Oliveira <cassia.oliveira(a)icann.org> *Subject:* *[EXTERNAL] Letter from Marby Re: Timing of the Final Report of the Expedited Policy Development Process (EPDP) on the Temporary Specification for gTLD Registration Data.* Cassia Oliveira on behalf of Goran Marby Dear Mr. Drazek, Attached please find letter from Mr. Marby Re: Timing of the Final Report of the Expedited Policy Development Process (EPDP) on the Temporary Specification for gTLD Registration Data. Thank you. Sincerely, Göran Marby President & CEO ICANN +1(310) 578 8690 Cássia Oliveira Sr. Manager, Office of the President & CEO cassia.oliveira(a)icann.org +1(310) 578 8656 _______________________________________________ council mailing list council(a)gnso.icann.org https://mm.icann.org/mailman/listinfo/council

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