Decisions/Data Protection Policy amendment May 2013

Proposal

To amend the Data Protection Policy as follows:

1. Under Data Recording and Storage

   Insert at the end of the section:

   "Your Personal Data relating to any interactions with Wikimedia UK will be held on a computer within the European Economic Area, as required by our Data Protection Act registration. Data you have explicitly caused to be placed on an internet-visible computer yourself, thereby giving your consent, such as comments or edits on this website or contributions to an email list, may be held on computers worldwide."

2. Under Access to data

   Change:

   "All those making a subject access request will be asked to identify any other individuals who may also hold information about them, so that this data can be retrieved."

   To:

   "All those making a subject access request will be asked to identify any other individuals who may also hold information about them on behalf of Wikimedia UK, so that this data can be retrieved."

3. Add a 'References' section at the end of the document, reading as follows:

Discussion

This change (in a slightly different form) was requested by Katherine Bavage in her report to the Board for the 11 May board meeting, but was not covered at that meeting due to lack of time. Since this is a routine update, it is being proposed on-wiki instead. It is linked to the creation of the Website Privacy Policy.

This decision is currently being drafted - trustees, please don't vote yet. The intention is for voting to be open for a period of a week, or until all trustees have voted, whichever comes first. This should allow time for all trustees to see this page, express their viewpoints, and cast their votes. Mike Peel (talk) 07:34, 17 May 2013 (UTC)

Trustee voting on this decision is now open, and will run for 1 week (until 21.00 BST on 25 May 2013), or until all trustees have voted, whichever comes first. If there isn't a majority of board members supporting this decision after a week, then either the timespan will be increased or the decision will be deferred and considered at a board meeting. Thanks. Mike Peel (talk) 19:56, 18 May 2013 (UTC)

As far as I am aware, Wikimedia UK bears no responsibility for administering email lists that "may be held on computers worldwide". I would imagine that if the UK charity wants to run a public email list, we would avoid doing this. Could there be some more explanation of why this change is needed? --Fæ (talk) 20:06, 18 May 2013 (UTC)

I'll point Katherine towards your question (as she originally proposed this amendment). However, as an example here, I would point out that my laptop holds many emails sent to WMUK-run mailing lists, and that I take my laptop with me when I travel outside the EU - WMUK shouldn't be responsible for the consequential (temporary) export of emails to WMUK-run lists outside of the EEA. Thanks. Mike Peel (talk) 20:29, 18 May 2013 (UTC)

Vote

Aye

1. Mike Peel (talk) 19:57, 18 May 2013 (UTC)

Nay

1. ...

Abstain

1. ...