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<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 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>
<p class="MsoNormal"><span style="font-size:11.0pt">Caitlin, Berry and Marika<o:p></o:p></span></p>
<div style="mso-element:para-border-div;border:none;border-bottom:double windowtext 2.25pt;padding:0in 0in 1.0pt 0in">
<p class="MsoNormal" style="border:none;padding:0in"><span style="font-size:11.0pt"><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"><span style="font-size:20.0pt;color:black">EPDP Team Meeting #23</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:#767676">Tuesday, 6 November 2018</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">Notes and Action Items</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">High-level Notes/Actions:</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">Action item #1:
</span></b><span style="font-size:11.0pt;color:black">EPDP Team to save the date for the next F2F meeting on January 16-18 2019 (Wednesday-Friday). Support team to send out save the date calendar invite for the F2F meeting</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">Action item #2:
</span></b><span style="font-size:11.0pt;color:black">EPDP Team to review proposed language in relation to natural vs. legal person for inclusion in the Initial Report and come prepared to discuss this on Thursday's meeting.<b>
</b></span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">Action item #3:
</span></b><span style="font-size:11.0pt;color:black">Support team to draft proposed language for inclusion in the Initial Report reflecting today's discussion regarding provision for Technical contact.
</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">Action item #4:
</span></b><span style="font-size:11.0pt;color:black">Support team to mark language in relation to data retention as agreed in the Initial Report and harmonize data retention periods across data elements workbooks.
</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">Action item #5:
</span></b><span style="font-size:11.0pt;color:black">Thomas to translate slides into policy recommendations and edits to the tables for proposed inclusion in the Initial Report for EPDP Team consideration prior to Thursday’s meeting.<b>
</b></span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">Questions for ICANN Org from the EPDP Team:</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">Is indemnification provided by ICANN through a joint controller agreement an option?
</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">If EPDP agrees on policy that requires ICANN to indemnify, would the ICANN legal team and Board oppose it?</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">Notes & Action items</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:11.0pt;color:black">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;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">1. Roll Call & SOI Updates (5 minutes)</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;mso-list:l5 level1 lfo1;vertical-align:baseline">
<span style="font-size:11.0pt">Attendance will be taken from Adobe Connect </span>
<span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l5 level1 lfo1;vertical-align:baseline">
<span style="font-size:11.0pt">Please remember to mute your microphones when not speaking, and state your name before speaking for transcription purposes.</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l5 level1 lfo1;vertical-align:baseline">
<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.</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">2. Welcome and Updates from EPDP Team Chair (5 minutes)</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">a. Proposed approach for reviewing and finalizing the Initial Report</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;mso-list:l0 level1 lfo2;vertical-align:baseline">
<span style="font-size:11.0pt">See https://community.icann.org/x/5QDVBQ</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l0 level1 lfo2;vertical-align:baseline">
<span style="font-size:11.0pt">Important that people provide input as soon as possible - the timeline is determined by the end goal of having new policy recommendations in place by 25 May 2019. Any additional time needed will affect the time available for other
phases of the work.</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">b. Update on F2F planning</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">Action item #1:
</span></b><span style="font-size:11.0pt;color:black">EPDP Team to save the date for the next F2F meeting on January 16-18 2019 (Wednesday-Friday). Support team to send out save the date calendar invite for the F2F meeting</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">c. Proposed next steps in relation to small team #1 and #2 language for inclusion in the Initial Report</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">See email sent by Kurt which was followed by proposed language for inclusion in the Initial Report.</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">Action item #2:
</span></b><span style="font-size:11.0pt;color:black">EPDP Team to review proposed language in relation to natural vs. legal person for inclusion in the Initial Report and come prepared to discuss this on Thursday's meeting.<b>
</b></span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">d. Review of outstanding action items</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;mso-list:l7 level1 lfo3;vertical-align:baseline">
<span style="font-size:11.0pt">See https://community.icann.org/x/NwSNBQ</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">e. Other updates, if applicable</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;mso-list:l9 level1 lfo4;vertical-align:baseline">
<span style="font-size:11.0pt">Responsible parties for processing - need further info on what should be updated / discussed. To be added to agenda for Thursday's meeting. See also new agenda item 5.
</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">3. Review of outstanding items for Initial Report and proposed approach</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">Objective of discussion:</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">1. Confirm list of outstanding items to be considered in relation to Initial Report and approach for addressing these</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black"> a. Review outstanding issues punch list (to be circulated)</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black"> b. Confirm approach for addressing these</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black"> c. Confirm next steps, if any</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;mso-list:l4 level1 lfo5;vertical-align:baseline">
<span style="font-size:11.0pt">See email sent by Caitlin re. outstanding issues. </span>
<span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l4 level1 lfo5;vertical-align:baseline">
<span style="font-size:11.0pt">Idea is to introduce certain topics via email followed by EPDP Team call, certain topics can hopefully be addressed via email, some items where volunteers are needed. </span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l4 level1 lfo5;vertical-align:baseline">
<span style="font-size:11.0pt">Objective of the document and table is to track items that have been flagged as requiring further discussion and proposed approach.
</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">4. Commence addressing outstanding items</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">a. Technical contact redaction – any concerns in relation to proposed language for inclusion in the Initial Report?</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo6;vertical-align:baseline">
<span style="font-size:11.0pt">Possible language to address this issue: In accordance with the EDPB’s guidance that GDPR does not apply to legal persons and personal data identifying individual employees (or third parties) acting on behalf of the registrant
should not be made publicly available by default in the context of WHOIS: If the Registered Name Holder elects to provide contact information for a technical contact that differs from the Registered Name Holder, the Registrar is required to obtain consent
from the technical contact prior to publication. One suggested method of obtaining this consent is to include this consent in the WHOIS Accuracy Program Specification Section 1.f.i. verification email.</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo6;vertical-align:baseline">
<span style="font-size:11.0pt">Concerns expressed about relying on consent, especially if it is not provided by the data subject directly. If a RNH provides Tech contact data without consent, isn't the RNH responsible, not the registrar?
</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo6;vertical-align:baseline">
<span style="font-size:11.0pt">Adding on to an existing system could be problematic - something that needs further consideration, but not within the context of the current deliberations.
</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo6;vertical-align:baseline">
<span style="font-size:11.0pt">Previous agreement reached to continue to collect limited set of data elements (optional for RNH to provide) for technical contact, namely name, email and telephone. Concept of optional captured in data elements workbook C based
on previous preliminary agreement: Optional data elements for the Registered Name Holder (RNH) to provide, but required for the registrar to offer as data elements the RNH may provide.</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo6;vertical-align:baseline">
<span style="font-size:11.0pt">How do contracted parties currently handle tech contact info collection? Some registrars have stopped collecting that data - see also EPAG court case. Some are still collecting but have noted this is a potential vulnerability.
</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo6;vertical-align:baseline">
<span style="font-size:11.0pt">Should it also be optional for registrars to provide noting some of the issues? In that case a registrant can choose a registrar that provides this option if this is important for the registrant to provide.
</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo6;vertical-align:baseline">
<span style="font-size:11.0pt">Consent is used by others such as .CAT and ccTLDs so it is not necessarily a path that cannot be pursued.</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo6;vertical-align:baseline">
<span style="font-size:11.0pt">Note that EDPB advice states: "registrants should be provided with the option of providing contact details for persons other than themselves if they wish to delegate these functions and facilitate direct communication with the
persons concerned". In this context it is also noted that "it should be ensured that the individual concerned is informed". Consider asking a clarifying question to the EDPB concerning how this information process should take place and what, if any, additional
obligations are there for the registrar, or whether this is purely a registrant responsibility. </span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo6;vertical-align:baseline">
<span style="font-size:11.0pt">The registrant is responsible for breaching the other individual's privacy, if such is the case. However, the registrar is responsible for ensuring that consent was obtained.
</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo6;vertical-align:baseline">
<span style="font-size:11.0pt">Individual registrars may voluntarily take on this risk and offer this option, if this is no longer a requirement.
</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo6;vertical-align:baseline">
<span style="font-size:11.0pt">EDPB advice should alleviate some of the legal concerns - may require further clarification from EDPB. </span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo6;vertical-align:baseline">
<span style="font-size:11.0pt">Document in the Initial Report the possible technical and legal challenges involved and outline the two different positions in relation to whether this should be required or optional for registrars to provide. Indicate that clarifying
questions will be asked from the EDPB to further help inform deliberations in relation to this topic. Note that registrars may have legal liability for a RNH providing data about a third party, which is why they want the option.<b>
</b></span><b><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></b></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">Action item #3:
</span></b><span style="font-size:11.0pt;color:black">Support team to draft proposed language for inclusion in the Initial Report reflecting today's discussion.<b>
</b></span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">b. Data retention – any concerns in relation to proposed language for inclusion in the Initial Report?</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;mso-list:l2 level1 lfo7;vertical-align:baseline">
<span style="font-size:11.0pt">Good reasoning to set out data retention period based on all the work that went into the data elements workbooks to discuss retention.
</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l2 level1 lfo7;vertical-align:baseline">
<span style="font-size:11.0pt">No opposition to include this in the Initial Report.</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l2 level1 lfo7;vertical-align:baseline">
<span style="font-size:11.0pt">Consider harmonizing the data retention period across all the data elements workbooks.
</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">Action item #4:
</span></b><span style="font-size:11.0pt;color:black">Support team to mark language in relation to data retention as agreed in the Initial Report and harmonize data retention periods across data elements workbooks.
</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">c. Confirm next steps, if any</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">5. Responsibilities - data processing</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">See slides presented by Thomas Rickert</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">Starting point: </span>
<span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;mso-list:l3 level1 lfo8;vertical-align:baseline">
<span style="font-size:11.0pt">We wanted to make a distinction between ICANN Purposes and other purposes</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l3 level1 lfo8;vertical-align:baseline">
<span style="font-size:11.0pt">Reason was to identify which the areas that ICANN should govern and enforce are</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l3 level1 lfo8;vertical-align:baseline">
<span style="font-size:11.0pt">We kept the language and called everything „ICANN purposes“ – that causes confusion</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l3 level1 lfo8;vertical-align:baseline">
<span style="font-size:11.0pt">We have removed the things that ICANN should not govern – good.</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l3 level1 lfo8;vertical-align:baseline">
<span style="font-size:11.0pt">We should make adjustments, though</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">Status Quo / legal background:</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;mso-list:l6 level1 lfo9;vertical-align:baseline">
<span style="font-size:11.0pt">Controller, Joint Controller and Processors are mentioned</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l6 level1 lfo9;vertical-align:baseline">
<span style="font-size:11.0pt">Let‘s look at the Art. 29 (WP 169) distinctions</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l6 level1 lfo9;vertical-align:baseline">
<span style="font-size:11.0pt">Let‘s discuss the micro vs the macro level</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l6 level1 lfo9;vertical-align:baseline">
<span style="font-size:11.0pt">Liability issues – two layers</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l6 level1 lfo9;vertical-align:baseline">
<span style="font-size:11.0pt">Data subjects claims – joint and several responsibility (indemnifications to balance)</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l6 level1 lfo9;vertical-align:baseline">
<span style="font-size:11.0pt">Authorities‘ sanctions (Authorities will go after the wrongdoer)</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l6 level1 lfo9;vertical-align:baseline">
<span style="font-size:11.0pt">Let‘s not be afraid of a joint controller scenario</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-indent:-.25in"><span style="font-size:11.0pt;color:black">Way forward</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;mso-list:l8 level1 lfo10;vertical-align:baseline">
<span style="font-size:11.0pt">Let‘s make everything part of a joint controller agreement</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l8 level1 lfo10;vertical-align:baseline">
<span style="font-size:11.0pt">Let‘s specify the roles and responsibilities in there</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l8 level1 lfo10;vertical-align:baseline">
<span style="font-size:11.0pt">Let‘s make indemnifications match the roles</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l8 level1 lfo10;vertical-align:baseline">
<span style="font-size:11.0pt">We can still have parties outsourcing work (EBERO and Escrow e.g.)</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l8 level1 lfo10;vertical-align:baseline">
<span style="font-size:11.0pt">Suggestion to change the language referring to "ICANN purposes" but describe that these are purposes that are governed by ICANN through consensus policies.
</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l8 level1 lfo10;vertical-align:baseline">
<span style="font-size:11.0pt">Determine for whole document that parties are joint-controllers, and document in joint controller agreement for which areas which party is responsible (for example, for Ebero and escrow only one party would be responsible).
</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l8 level1 lfo10;vertical-align:baseline">
<span style="font-size:11.0pt">Need to clarify the role of the different parties - important aspect of the Initial Report. Need a fair reflection of who asks for what and who does what. Those parties should take responsibility.</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l8 level1 lfo10;vertical-align:baseline">
<span style="font-size:11.0pt">Indemnification by ICANN - would ICANN be willing to do this? Would change risk
</span><span style="font-size:11.0pt;font-family:"Noto Sans Symbols",serif"><o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">Question for ICANN Org:
</span></b><span style="font-size:11.0pt;color:black">Is indemnification provided by ICANN through a joint controller agreement an option?
</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">(proposed rewording: if EPDP agrees on policy that requires ICANN to indemnify, would the ICANN legal team and Board oppose it?)</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">Action item #5:
</span></b><span style="font-size:11.0pt;color:black">Thomas to translate slides into language for proposed inclusion in the Initial Report for EPDP Team consideration prior to Thursday’s meeting.<b>
</b></span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">5. Wrap and confirm next meeting to be scheduled for Thursday 8 November at 14.00 UTC.</span></b><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">a) Confirm action items</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">b) Confirm questions for ICANN Org, if an</span><span style="font-size:11.0pt;font-family:"-webkit-standard",serif;color:black"><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><i><span style="font-size:10.0pt;color:black">Marika Konings</span></i></b><span style="font-size:10.0pt;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;color:black">Vice President, Policy Development Support – GNSO, Internet Corporation for Assigned Names and Numbers (ICANN) </span></i><span style="font-size:10.0pt;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;color:black">Email: <a href="mailto:marika.konings@icann.org"><span style="color:#0563C1">marika.konings@icann.org</span></a> </span></i><span style="font-size:10.0pt;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;color:black"> </span></i><span style="font-size:10.0pt;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;color:black">Follow the GNSO via Twitter @ICANN_GNSO</span></i><span style="font-size:10.0pt;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;color:black">Find out more about the GNSO by taking our <a href="https://urldefense.proofpoint.com/v2/url?u=http-3A__learn.icann.org_courses_gnso&d=DwMGaQ&c=FmY1u3PJp6wrcrwll3mSVzgfkbPSS6sJms7xcl4I5cM&r=7_PQAir-9nJQ2uB2cWiTDDDo5Hfy5HL9rSTe65iXLVM&m=5DXgId95wrCsHi--pxTiJD7bMB9r-T5ytCn7od3CF2Q&s=Cg5uQf0yAfw-qlFZ0WNBfsLmmtBNUiH0SuI6Vg-gXBQ&e="><span style="color:#0563C1">interactive
courses</span></a> and visiting the <a href="https://urldefense.proofpoint.com/v2/url?u=http-3A__gnso.icann.org_sites_gnso.icann.org_files_gnso_presentations_policy-2Defforts.htm-23newcomers&d=DwMGaQ&c=FmY1u3PJp6wrcrwll3mSVzgfkbPSS6sJms7xcl4I5cM&r=7_PQAir-9nJQ2uB2cWiTDDDo5Hfy5HL9rSTe65iXLVM&m=5DXgId95wrCsHi--pxTiJD7bMB9r-T5ytCn7od3CF2Q&s=tT-E2RoAucUb3pfL9zmlbRdq1sytaEf765KOEkBVCjk&e="><span style="color:#0563C1">GNSO
Newcomer pages</span></a>. </span></i><span style="font-size:10.0pt;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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