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--></style></head><body lang=EN-US link="#0563C1" vlink="#954F72"><div class=WordSection1><p class=MsoNormal><span style='font-size:11.0pt'>Dear All,<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'>Please find notes and action items from Wednesday’s legal committee call below. As a reminder, our next Legal Committee meeting is Wednesday, 8 January at 14:00 UTC.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'>Best regards,<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'>Marika, Berry and Caitlin<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'><o:p> </o:p></span></p><p class=MsoNormal><b><span style='font-size:10.5pt;color:black'>--<o:p></o:p></span></b></p><p class=MsoNormal><span style='font-size:11.0pt;color:black'><o:p> </o:p></span></p><p class=MsoNormal><b><span style='font-size:11.0pt;color:black'>EPDP Small meeting on Legal Committee Framework </span></b><span style='font-size:11.0pt'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;color:black'>Wednesday, 02 January 2019 </span><span style='font-size:11.0pt'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;color:black'>Action Items:</span><span style='font-size:11.0pt'><o:p></o:p></span></p><ol style='margin-top:0in' start=1 type=1><li class=MsoNormal style='color:black;mso-list:l2 level1 lfo1;vertical-align:baseline'><span style='font-size:11.0pt'>Margie to draft conflict of interest language for this team to review by tomorrow, 3 January. (complete)<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l2 level1 lfo1;vertical-align:baseline'><span style='font-size:11.0pt'>Legal Committee to review Margie’s proposed language<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l2 level1 lfo1;vertical-align:baseline'><span style='font-size:11.0pt'>Support Staff to provide information on previous law firms engaged with ICANN.<o:p></o:p></span></li></ol><p class=MsoNormal><span style='font-size:11.0pt'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;color:black'>Notes: </span><span style='font-size:11.0pt'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'><o:p> </o:p></span></p><ul style='margin-top:0in' type=disc><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>Guidelines on ICANN Org's procurement process can be found here: https://www.icann.org/resources/pages/general-2014-01-06-en<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>In terms of engagement with outside legal counsel, the process is led by ICANN's general counsel's office<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>Turnaround time for engagement will depend on this legal committee's guidelines as well as previous engagement with ICANN (if firm was previously engaged, the timeline would be shortened)<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>The timeline could be as early as one week to much longer - the largest dependency is conflict of interest. <o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>What does the team need to provide to ICANN to begin the procurement process?<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>The team needs to come forward with basic parameters - for example, is the team OK with a previously-engaged firm, or should ICANN engage a "new" firm?<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>Once the team has settled on basic parameters, the procurement process can begin.<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>The team may wish to refer to Thomas' previous email, in which he stated: <o:p></o:p></span></li><ul style='margin-top:0in' type=circle><li class=MsoNormal style='color:black;mso-list:l1 level2 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>1. The EPDP Team has discussed ways to ensure that the legal compliance work is conducted in a cost-efficient manner. An approach that we think is worthwhile considering is to use the same independent outside counsel for both the EPDP Team and ICANN Org. <o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level2 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>2. We trust that both ICANN Org and our team will need answers to the same questions. Therefore, reaching out to one firm helps avoid duplicate cost and also potentially conflicting advice. <o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level2 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>3. Since we are working on a solution that is fair to all parties facing compliance challenges, we do think that using an independent firm can help to find a balanced solution in which burdens and risks as well as benefits are appropriately shared.<o:p></o:p></span></li></ul><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>Any additional feedback?<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>Prefer pragmatic approach - a hard-and-fast rule regarding using previously-engaged firms is probably too severe. <o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>ICANN may have previously disagreed with points made within the Hamilton memo, so it may be problematic to engage the Hamilton law firm.<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>It's likely inevitable that there will be a perception of conflict if we use a firm that has been used before. It would therefore be optimal to use a new firm. However, if we use a new firm, it would be best if the procurement process could be fast-tracked.<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>The crucial issue would be to work with a firm that has not been encumbered with historical disagreements. It would be helpful to get a list of issues the firm has advised ICANN on. <o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>It would be good to get suggestions for other firms that have not previously worked with ICANN.<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>Action item: EPDP Support Staff to provide a list or previously-engaged law firms and links of work that has been done (if applicable).<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>Is the team just concerned with advice to ICANN or is advice to large contracted parties also a concern?<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><b><span style='font-size:11.0pt'>Question 2: Laureen, Kristina, Margie<o:p></o:p></span></b></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>(For the EDPB) If registrars allow registrants to self-identify at the time as a natural or legal person, who will be held liable if the registrant incorrectly self-identifies and personal information is publicly displayed? Apart from self-identification, and educational materials to inform the registrant, are there any other ways in which risk of liability could be mitigated by registrars? (p. 53 of Initial Report)<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>Kristina's proposed edit:<o:p></o:p></span></li><ul style='margin-top:0in' type=circle><li class=MsoNormal style='color:black;mso-list:l1 level2 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>If a registrar permits a registrant, at the time of domain name registration, to self-identify as a natural or legal person, does a registrant’s incorrect self-identification that results in the public display of personal data create liability under GDPR? If so, please advise, for each possible participant in the domain name registration process listed below, if that participant incurs liability.<o:p></o:p></span></li><ul style='margin-top:0in' type=square><li class=MsoNormal style='color:black;mso-list:l1 level3 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>Registrar<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level3 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>Reseller<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level3 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>Registry Operator<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level3 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>Backend service provider (for registrar and/or registry operator)<o:p></o:p></span></li></ul><li class=MsoNormal style='color:black;mso-list:l1 level2 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>Would providing educational materials to the registrant mitigate any liability risk and, if so, to what extent and for which participant(s)? Please identify any other measures that would mitigate liability risk and, for each, advise on (i) the extent to which that measure mitigates liability risk; and (ii) for which participant(s) in the domain name registration process does that measure mitigate liability risk?<o:p></o:p></span></li></ul><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>It may be helpful to provide background information (definitions of contracted parties, etc.) along with previous advice from the EDPB before presenting the question<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>Is it necessary to include parties that have no contract with ICANN? (reseller, backend service provider)<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>We may want to clarify what educational materials mean<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>More context needs to be added here<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>This question should be framed - who or what is the liability risk involved with the treatment of data of the RNH which may lead to the inadvertent publication of personal data?<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo2;vertical-align:baseline'><span style='font-size:11.0pt'>We may want to consider asking the advisor to respond at two levels:<o:p></o:p></span></li></ul><p class=MsoNormal style='margin-left:1.0in'><span style='font-size:11.0pt;color:black'>1. what is the risk for data subject against parties involved</span><span style='font-size:11.0pt'><o:p></o:p></span></p><p class=MsoNormal style='margin-left:1.0in'><span style='font-size:11.0pt;color:black'>2. what is the risk if there is a methodological system issue? Here there may be claims from data subjects and data authorities.</span><span style='font-size:11.0pt'><o:p></o:p></span></p><ul style='margin-top:0in' type=disc><li class=MsoNormal style='color:black;mso-list:l0 level1 lfo3;vertical-align:baseline'><span style='font-size:11.0pt'>All questions should be written in the same format: (1) "ICANN slang" (2) the advice we've previously received (3) the question<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l0 level1 lfo3;vertical-align:baseline'><span style='font-size:11.0pt'>It may be helpful to work in small groups to refine these questions before discussing on the LC call.<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l0 level1 lfo3;vertical-align:baseline'><span style='font-size:11.0pt'>EPDP Support Team to look into existing ICANN publications on the domain name registration process<o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l0 level1 lfo3;vertical-align:baseline'><span style='font-size:11.0pt'>It may be helpful to meet for a few hours in Toronto <o:p></o:p></span></li><li class=MsoNormal style='color:black;mso-list:l0 level1 lfo3;vertical-align:baseline'><span style='font-size:11.0pt'>Wrap and confirm next meeting to be scheduled for Wednesday 9 January 2019 at 14.00 UTC<o:p></o:p></span></li></ul><p class=MsoNormal style='margin-bottom:12.0pt'><span style='font-size:11.0pt'><br><br><br><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;color:black'><o:p> </o:p></span></p><p class=MsoNormal><o:p> </o:p></p></div></body></html>