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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 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'>Following up on some noted issues during last week’s discussion of Recommendation 11 (data retention), please find updated language below for your consideration. We will discuss the below language tomorrow, but if you would like to flag any concerns in advance of tomorrow’s meeting, please do so.<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'>Updating language is italicized and bolded for emphasis.<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'>Recommendation 11<o:p></o:p></span></b></p><p class=MsoNormal><b><span style='font-size:11.0pt'><o:p> </o:p></span></b></p><ol style='margin-top:0in' start=1 type=1><li class=MsoListParagraph style='color:black;margin-left:0in;mso-list:l0 level1 lfo1'><span style='font-size:11.0pt;background:white'>The EPDP team recommends that ICANN Org,</span><span style='font-size:11.0pt;background:white'> </span><span style='font-size:11.0pt;background:white'>as soon as is practicable, undertakes a review of all its active </span><span style='font-size:11.0pt;background:white'>processes</span><span style='font-size:11.0pt;background:white'> and procedures so as to identify and document the instances in which personal data</span><span style='font-size:11.0pt;background:white'> </span><span style='font-size:11.0pt;background:white'>is</span><span style='font-size:11.0pt;background:white'> </span><span style='font-size:11.0pt;background:white'>requested from a registrar</span><span style='font-size:11.0pt;background:white'> beyond</span><span style='font-size:11.0pt;background:white'> the period of the 'life of the registration'. </span><span style='font-size:11.0pt;background:white'>Retention</span><span style='font-size:11.0pt;background:white'> periods for specific data elements should then </span><span style='font-size:11.0pt;background:white'>be identified, </span><span style='font-size:11.0pt;background:white'>documented</span><span style='font-size:11.0pt;background:white'>,</span><span style='font-size:11.0pt;background:white'> and relied upon to establish the required relevant and specific minimum data retention expectations for registrars. <b><i>In addition, community members should be invited to contribute to this data gathering exercise by providing input on other legitimate purposes for which different retention purposes may be applicable. These contributions could help inform the deliberations foreseen during phase 2 of the EPDP Team’s work.</i></b> </span><b><i><span style='font-size:11.0pt;background:white'><o:p></o:p></span></i></b></li></ol><p class=MsoNormal style='margin-left:.25in'><b><i><span style='font-size:11.0pt;color:black;background:white'><o:p> </o:p></span></i></b></p><ol style='margin-top:0in' start=2 type=1><li class=MsoListParagraph style='color:black;margin-left:0in;mso-list:l0 level1 lfo1'><span style='font-size:11.0pt;background:white'>In the interim, the </span><span style='font-size:11.0pt;background:white'>EPDP team</span><span style='font-size:11.0pt;background:white'> has recognized that the Transfer Dispute Resolution Policy (“TDRP”) has been identified <b><i>as having the longest specified retention period of one year and has therefore recommended registrars be required to retain</i></b> only those</span><span style='font-size:11.0pt;background:white'> </span><span style='font-size:11.0pt;background:white'>data elements 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</span><span style='font-size:11.0pt;background:white'> </span><span style='font-size:11.0pt;background:white'>stipulation within the TDRP that claims under the policy may only be raised for a period of 12 months after the alleged breach</span><span style='font-size:11.0pt;background:white'> </span><span style='font-size:11.0pt;background:white'>(FN: see TDRP section 2.2)</span><span style='font-size:11.0pt;background:white'> </span><span style='font-size:11.0pt;background:white'>of the Transfer Policy (FN: see Section 1.15 of TDRP).</span><span style='font-size:11.0pt;background:white'> <b><i>This retention period does not restrict the ability of registries and registrars to retain data elements provided in Recommendations 4 -7 for other purposes specified in Recommendation 1 for shorter periods.<o:p></o:p></i></b></span></li></ol><p class=MsoListParagraph><span style='font-size:11.0pt;color:black;background:white'><o:p> </o:p></span></p><ol style='margin-top:0in' start=3 type=1><li class=MsoListParagraph style='color:black;margin-left:0in;mso-list:l0 level1 lfo1'><span style='font-size:11.0pt;background:white'>The </span><span style='font-size:11.0pt;background:white'>EPDP team</span><span style='font-size:11.0pt;background:white'> recognizes that Contracted Parties may have needs or requirements for </span><span style='font-size:11.0pt;background:white'>different</span><span style='font-size:11.0pt;background:white'> retention periods in line with local law or other requirements. The </span><span style='font-size:11.0pt;background:white'>EPDP team</span><span style='font-size:11.0pt;background:white'> recommends</span><span style='font-size:11.0pt;background:white'> </span><span style='font-size:11.0pt;background:white'>that nothing in this recommendation, or in separate ICANN</span><span style='font-size:11.0pt;background:white'>-</span><span style='font-size:11.0pt;background:white'>mandated policy, should prohibit contracted parties from setting their own </span><span style='font-size:11.0pt;background:white'>retention </span><span style='font-size:11.0pt;background:white'>periods beyond that which is expected in ICANN policy. Similarly, should local law prevent retention for the</span><span style='font-size:11.0pt;background:white'> </span><span style='font-size:11.0pt;background:white'>minimum</span><span style='font-size:11.0pt;background:white'> </span><span style='font-size:11.0pt;background:white'>period</span><span style='font-size:11.0pt;background:white'> </span><span style='font-size:11.0pt;background:white'>as</span><span style='font-size:11.0pt;background:white'> </span><span style='font-size:11.0pt;background:white'>set by ICANN, the EPDP </span><span style='font-size:11.0pt;background:white'>team </span><span style='font-size:11.0pt;background:white'>recommends that a suitable waiver procedure is </span><span style='font-size:11.0pt;background:white'>put in </span><span style='font-size:11.0pt;background:white'>place that can address such situations</span><span style='font-size:11.0pt;background:white'>. <b><i>In addition, the waiver procedure should be reviewed to determine if it would be appropriate for other Contracted Parties to “join” themselves to an existing waiver upon demonstration of being subject to the same law or other requirement that grounded the original waiver application.<o:p></o:p></i></b></span></li></ol><p class=MsoNormal><b><span style='font-size:11.0pt'><o:p> </o:p></span></b></p><p class=MsoNormal><span style='font-size:11.0pt;color:black'>Thank you. <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><span style='font-size:11.0pt;color:black'>Best regards,<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><span style='font-size:11.0pt;color:black'>Marika, Berry, and Caitlin<o:p></o:p></span></p><p class=MsoNormal><o:p> </o:p></p></div></body></html>