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--></style></head><body bgcolor=white lang=EN-US link="#0563C1" vlink="#954F72"><div class=WordSection1><p class=MsoNormal><span style='font-size:11.0pt'>Dear EPDP Team,<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 below the notes and action items from today’s EPDP Team meeting.<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><div style='mso-element:para-border-div;border:none;border-bottom:solid windowtext 1.5pt;padding:0in 0in 1.0pt 0in'><p class=MsoNormal style='border:none;padding:0in'><span style='font-size:11.0pt'>Marika, Berry and Caitlin<o:p></o:p></span></p></div><p class=MsoNormal><span style='font-size:11.0pt'><o:p> </o:p></span></p><p class=MsoNormal><b><span style='font-size:11.0pt'>EPDP Team Meeting #22<o:p></o:p></span></b></p><p class=MsoNormal><span style='font-size:11.0pt'>Thursday, 1 November 2018<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'>High-level Notes/Action Items<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:11.0pt'>Action Item #1</span></b><span style='font-size:11.0pt'>: Further to today’s discussion, ICANN Support Staff will update the Purpose A workbook to include a reference regarding transparency of collection to the Registrant/Data Subject for purpose of escrow. ICANN Support Staff will also make notation/reference under E-PA1, which is collection of registration data for the purpose of escrow.<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:11.0pt'>Action Item #2</span></b><span style='font-size:11.0pt'>:<b> </b>Berry to summarize his issue summary of today’s Purpose E analysis via email to the list.<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:11.0pt'>Action Item #3</span></b><span style='font-size:11.0pt'>: ICANN Support Staff to draft a recommendation for Purpose E for the EPDP Team’s review regarding noting the jurisdictional impact to gaining registrar/ebero designation.<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:11.0pt'>Action Item #4</span></b><span style='font-size:11.0pt'>: EPDP Leadership Team to publish a methodology for the EPDP Team to review and comment on the Initial Report in a consistent manner. <o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'><o:p> </o:p></span></p><p class=MsoNormal><i><span style='font-size:11.0pt'>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.</span></i><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><b><span style='font-size:11.0pt'>1. Roll Call & SOI Updates</span></b><span style='font-size:11.0pt'> (5 minutes)<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='margin-left:0in;mso-list:l3 level1 lfo1'><span style='font-size:11.0pt'>Attendance will be taken from Adobe Connect<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l3 level1 lfo1'><span style='font-size:11.0pt'>Please remember to mute your microphones when not speaking, and state your name before speaking for transcription purposes.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l3 level1 lfo1'><span style='font-size:11.0pt'>Please remember to review your SOIs on a regular basis and update as needed. Updates are required to be shared with the EPDP Team.<o:p></o:p></span></li></ul><p class=MsoNormal><span style='font-size:11.0pt'> <o:p></o:p></span></p><p class=MsoNormal><b><span style='font-size:11.0pt'>2. Welcome and Updates from EPDP Team Chair</span></b><span style='font-size:11.0pt'> (5 minutes)<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'>a) Reminder to complete F2F Doodle Poll<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'>b) Review of outstanding action items<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'>c) Other updates, if applicable<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='margin-left:0in;mso-list:l1 level1 lfo2'><span style='font-size:11.0pt'>Please flag any items that need further consideration by the EPDP Team by Friday, 2 November.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l1 level1 lfo2'><span style='font-size:11.0pt'>Please be judicious with any edits to the Initial report, as some of the language is a result of previous debate and compromise from the EPDP Team.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l1 level1 lfo2'><span style='font-size:11.0pt'>Should the Team consider supplemental comment periods? In following the GNSO Guidelines for EPDPs, there is no requirement for a supplemental public comment period. The draft timeline covers required steps; however, the Team may consider if additional public comment periods are necessary or desired after reviewing the public comments.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l1 level1 lfo2'><span style='font-size:11.0pt'>Re: optional provision of recommendations to GAC, this should be required, and the EPDP Team should ask for GAC comments before Board consideration. Response: optional only references public forum discussion as optional. The report will be provided to the GAC for review.<o:p></o:p></span></li></ul><p class=MsoNormal><span style='font-size:11.0pt'> <o:p></o:p></span></p><p class=MsoNormal><b><span style='font-size:11.0pt'>3. Purpose E Data Elements Workbooks (Escrow)</span></b><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'>Objective of discussion:<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'>1. Confirm Collection Processing Activity<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'>2. Confirm data elements<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'>3. Review Purpose E Data Elements Workbook (see <a href="https://community.icann.org/display/EOTSFGRD/e.+Data+Elements+Workbooks?preview=/96207076/96213062/Purpose%20E%20-%20Ry%20-%20Data_Elements_Processing_Workbook%20-%2023%20October%202018.docx">https://community.icann.org/display/EOTSFGRD/e.+Data+Elements+Workbooks?preview=/96207076/96213062/Purpose%20E%20-%20Ry%20-%20Data_Elements_Processing_Workbook%20-%2023%20October%202018.docx</a> and <a href="https://community.icann.org/display/EOTSFGRD/e.+Data+Elements+Workbooks?preview=/96207076/96212013/Purpose%20E%20-%20Rr%20-%20Data_Elements_Processing_Workbook%20-%2022%20October%202018_clean.docx)">https://community.icann.org/display/EOTSFGRD/e.+Data+Elements+Workbooks?preview=/96207076/96212013/Purpose%20E%20-%20Rr%20-%20Data_Elements_Processing_Workbook%20-%2022%20October%202018_clean.docx)</a>.<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'>a) Confirm content of purpose E Data Elements Workbook<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'>b) Confirm next steps, if any<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'>EPDP Team Discussion:<o:p></o:p></span></p><ul style='margin-top:0in' type=disc><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>Background: During the LA F2F, the small team only focused on registrar escrow.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>In Barcelona, Marc A. provided feedback for registry escrow, and Berry incorporated the edits into the new Purpose E template.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>Ultimate objective: Rys/Rrs processing of registration data for escrow is compliant with GDPR.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>Appendix B in the Temp Spec deals specifically with escrow.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>There does not seem to be any disagreement in the Team that escrow is not a legitimate purpose; however, the escrow agreements should be refreshed to take into account GDPR.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>The data elements workbook includes a recommendation for ICANN, escrow agents and contracted parties to enter into data processing agreements.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>The Registry Purpose E was modeled after the registrar purpose E. There is a departure from the other workbooks in page 2 for the lawfulness of processing.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>For processing activity 1, registry data escrow is a downstream processing activity, and no data elements are collected for the purpose of escrow, so the processing activity of collection is likely taking place under a different purpose, e.g., purpose A or C.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>Question for the Team: for EBERO, are there data elements needed that are not currently identified within Purpose E?<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>For collection under escrow, there should be an acknowledgement of collection for this purpose, so the purpose does not need to change later.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>Note: Staff can make a reference back to Purpose A (reflecting registrant rights) regarding transparency to the Registrant/Data Subject. And we can make notation/reference here under E-PA1.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>Action: Berry to summarize Purpose E analysis via email to the list.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>A jurisdiction for a registrar in the event of a failing registrar could present issues, i.e., if terminating registrar is in Europe, and the gaining registrar is in North America, this may cause an issue.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>Action: support staff to draft recommendation for EPDP Team's review re: jurisdictional impact for registrar/ebero transition.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>EPDP Team to review the graphics in the workbooks to confirm this is an accurate representation.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>The lawful basis for escrow should be 6(1)(b) - could this be added to the workbook?<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>A note will be added to the Initial Report that some members of the EPDP Team believe processing under Purpose E is lawful under 6(1)(b).<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>Contracted parties are comfortable processing data for the purposes of escrow under 6(1)(f).<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>If the team is focusing on baseline activities, 6(1)(f) probably makes the most sense.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l2 level1 lfo3'><span style='font-size:11.0pt'>Does this workbook refer to collection by registrar or receiving the data by the registry? Answer: this processing refers to collection from the registrar. The intent is that the collection occurs at the registrar from the registrant, and subsequently is transferred from the registrar to the registry.<o:p></o:p></span></li></ul><p class=MsoNormal><span style='font-size:11.0pt'> <o:p></o:p></span></p><p class=MsoNormal><b><span style='font-size:11.0pt'>4. Draft Initial Report</span></b><span style='font-size:11.0pt'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'>a) Overview of Initial Report template<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'>b) Open issues and explanation of highlighted items<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'>c) Approach for EPDP Team edits to Initial Report<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='margin-left:0in;mso-list:l0 level1 lfo4'><span style='font-size:11.0pt'>The draft initial report can be downloaded here: https://community.icann.org/display/EOTSFGRD/2018-11-01+EPDP+Team+call+%2322.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l0 level1 lfo4'><span style='font-size:11.0pt'>Chapter 3 of the Initial Report was circulated to the group following the LA meeting; however, this has been updated since the Team last saw it to reflect discussion through ICANN63.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l0 level1 lfo4'><span style='font-size:11.0pt'>Chapter 2 contains requirements to educate the reader on how the Team deliberated on the contents of Chapter 3, i.e., overview of the team’s methodology - discussion summary indexes, data elements workbooks, F2F meetings, small teams, etc.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l0 level1 lfo4'><span style='font-size:11.0pt'>Chapter 3 aims to capture all of the deliberation on the charter questions up through ICANN63.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l0 level1 lfo4'><span style='font-size:11.0pt'>There is highlighting and color-coding to emphasize outstanding issues.<o:p></o:p></span></li><ul style='margin-top:0in' type=circle><li class=MsoNormal style='margin-left:0in;mso-list:l0 level2 lfo4'><span style='font-size:11.0pt'>Items highlighted in <span style='background:yellow;mso-highlight:yellow'>yellow</span> are flags for staff to populate supporting documentation (such as completed data elements workbooks, once reviewed by the EPDP Team). <o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l0 level2 lfo4'><span style='font-size:11.0pt'>Items highlighted in <span style='background:aqua;mso-highlight:aqua'>blue</span> reflect documents still under discussion, e.g., Small Team 1 and 2 language that is not yet finalized. Blue highlights also denote areas where ICANN Support Staff has suggested language for the Team to review. Staff-suggested language appears in brackets.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l0 level2 lfo4'><span style='font-size:11.0pt'>Items highlighted in <span style='background:red;mso-highlight:red'>red</span> have not been discussed in detail, and it would be helpful if EPDP Team members volunteer to provide draft responses to red items.<o:p></o:p></span></li></ul><li class=MsoNormal style='margin-left:0in;mso-list:l0 level1 lfo4'><span style='font-size:11.0pt'>Annex B includes the EPDP Membership and attendance records.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l0 level1 lfo4'><span style='font-size:11.0pt'>Annex C captures the community input the Team received as a result of early input.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l0 level1 lfo4'><span style='font-size:11.0pt'>For each section, there will be questions the team will ask the community for input on in an effort to get targeted feedback.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l0 level1 lfo4'><span style='font-size:11.0pt'>While it is not complete, it will be helpful for the Team to review and focus on the highlighted items as it reviews the draft initial report.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l0 level1 lfo4'><span style='font-size:11.0pt'>From a staff support perspective, the initial homework would be for the Team to mark items in blue, i.e., what items that are not currently flagged should be flagged for further review/discussion?<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l0 level1 lfo4'><span style='font-size:11.0pt'>Any clarifications or minor copy edits can be sent to support staff off-list; however, there please be mindful of the delicate balance b/w clarifying language and changing the substance of the recommendation.<o:p></o:p></span></li><li class=MsoNormal style='margin-left:0in;mso-list:l0 level1 lfo4'><span style='font-size:11.0pt'>Leadership Team will brainstorm how to best organize and allow for EPDP Team feedback to the initial report.<o:p></o:p></span></li></ul><p class=MsoNormal><b><span style='font-size:11.0pt'> <o:p></o:p></span></b></p><p class=MsoNormal><b><span style='font-size:11.0pt'>5. Wrap and confirm next meeting to be scheduled for Tuesday, 6 November at 1400 UTC.<o:p></o:p></span></b></p><p class=MsoNormal><span style='font-size:11.0pt'>a) Confirm action items<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt'>b) Confirm questions for ICANN Org, if any<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'> <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'><o:p> </o:p></span></p></div></body></html>