12633
Comment:
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13079
update supporter/donor handling
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Deletions are marked like this. | Additions are marked like this. |
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|| FSFE website || [[https://fsfe.org/donate/thankgnus.en.html|Donors page]] || All data stored in [[https://git.fsfe.org/FSFE/fsfe-website/src/branch/master/donate|thankgnus*.xhtml]] || To display a list of our donors || Consent || This data is public || None || | |
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||Community Database|| Donations || Data for our donors: information about donations transferred, information about automatic donation renewal status, information about donation receipts issued, emails if opted in|| Donor liaison, including the creation of donation receipts.||Legal requirements ||Community database administrator, system administrators.|| None || | ||Community Database|| Donations || Data regarding our donors: information about donations transferred, automatic donation renewal status, donation receipts issued, emails if opted in|| Donor liaison, including the creation of donation receipts.||Legal requirements ||Community database administrator, system administrators.|| (To be confirmed 1) 10 years the data necessary for accounting; as long as you are a donor plus 1 year for data allowing us to contact you; as long as you don’t opted out, the data to automatically renew your donation if you asked for it. || |
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||Community Database|| Supporters account || Data for our, supporters, staff, contractors, and volunteers: registration status, blacklisting status, name, ''birthday'', ''sex'', ''preferred language'', ''postal address'', primary ''and secondary'' email address, opt-in information for communication, username and password (hashed) for FSFE services, information about fellowship cards received, data modification history. ''Italic'' information is voluntary.|| Maintenance of access to FSFE's online services.<<BR>> Statistical queries.|| Consent||Community database administrator, system administrators.||Data is automatically deleted if the registration is not confirmed (through approval by a team coordinator) within 6 weeks after signup. Upon explicit request, data is anonymised.|| | ||FSFE website || [[https://fsfe.org/donate/thankgnus.en.html|Donors page]] || All data showed in [[https://git.fsfe.org/FSFE/fsfe-website/src/branch/master/donate|thankgnus*.xhtml]] || To display a list of our donors, to respect our transparency commitment and thanks our donors || Consent || This data is public || As long as the FSFE exist or until the person revoke his or her consent|| ||Community Database|| Supporters account || Data for our, supporters, staff, contractors, and volunteers: registration status, blacklisting status, name, ''birthday'', ''sex'', ''preferred language'', ''postal address'', primary ''and secondary'' email address, opt-in information for communication, username and password (never in clear-text) for FSFE services, information about fellowship cards received, data modification history. ''Italic'' information is voluntary.|| Supporter management <<BR>> Access management to FSFE's online services. <<BR>> Statistical queries. || Consent for supporters and volunteers <<BR>> Contract for staff and contractors|| Community database administrator, system administrators.||Data is automatically deleted if the registration is not confirmed (through approval by a team coordinator) within 6 weeks after signup. Upon explicit request, data is anonymised.|| |
FSFE Data processing
The goal of this page is to provide information regarding data processing at FSFE. It is still a work in progress and we are constantly improving the information. In case you have any questions about it, please get in contact with privacy@fsfe.org.
Web sites
Service |
Processing |
What data is processed? |
Why is the data processed? |
What legal authorization do we have according to Article 6 of GDPR? |
Who has access? |
What is our Data retention policy? |
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Webserver + build system |
Webserver |
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Wiki |
Webserver |
Source IP addresses |
Debugging and security purposes |
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Wikicare takers, system-hackers |
We store data for 14 days |
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art13 savecodeshare.eu |
Webserver |
IP addresses, SQL statements for error messages contain personal information |
Error message are used for debugging, the webserver needs to know the source IP address |
consent Link to privacy policy |
system administrators |
Data is stored for the container lifetime |
|
Gitea |
Accounts management |
Emails and usernames of registered users and the files they work with; webserver logs (source IPs) |
For authentication and operation of the platform; webserver logs for debugging |
Consent |
Service maintainers, system administrators |
None; 1 week for logs |
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Gitea |
Webserver |
web server logs (source IPs) |
ogs for debugging |
Consent |
Service maintainers, system administrators |
1 week for logs |
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Link shortener |
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Planet |
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PMPC website |
Users visiting the webiste |
Source IP, Date, HTTP request, User-agent |
The web server needs the public IP addresses to serve requests |
Consent. Link to privacy policy |
Sysadmin |
The campaign's duration |
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PMPC website |
Signing the open letter |
Email and name, country, ZIP code, comment |
To display signature of the open letter and to give updates about the campaign |
consent. Link to privacy policy |
Sysadmin |
The campaign's duration |
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Blogs |
User visiting the website |
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Error message are used for debugging, the web server needs to know the source IP address |
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Supporter/Donor handling
Service |
Processing |
What data is processed? |
Why is the data processed? |
What legal authorization do we have according to Article 6 of GDPR? |
Who has access? |
What is our Data retention policy? |
Community Database |
Donations |
Data regarding our donors: information about donations transferred, automatic donation renewal status, donation receipts issued, emails if opted in |
Donor liaison, including the creation of donation receipts. |
Legal requirements |
Community database administrator, system administrators. |
(To be confirmed 1) 10 years the data necessary for accounting; as long as you are a donor plus 1 year for data allowing us to contact you; as long as you don’t opted out, the data to automatically renew your donation if you asked for it. |
Community Database |
Emails of donors |
emails if opted in |
Donor liaison, including the creation of donation receipts. |
Consent |
Community database administrator, system administrators. |
none |
FSFE website |
All data showed in thankgnus*.xhtml |
To display a list of our donors, to respect our transparency commitment and thanks our donors |
Consent |
This data is public |
As long as the FSFE exist or until the person revoke his or her consent |
|
Community Database |
Supporters account |
Data for our, supporters, staff, contractors, and volunteers: registration status, blacklisting status, name, birthday, sex, preferred language, postal address, primary and secondary email address, opt-in information for communication, username and password (never in clear-text) for FSFE services, information about fellowship cards received, data modification history. Italic information is voluntary. |
Supporter management |
Consent for supporters and volunteers |
Community database administrator, system administrators. |
Data is automatically deleted if the registration is not confirmed (through approval by a team coordinator) within 6 weeks after signup. Upon explicit request, data is anonymised. |
Orders
OTRS |
Promo orders |
We store promo orders information from this form |
Answering of incoming requests and sending packages |
Consent |
FSFE office staff and finance team. |
None |
OTRS |
Merchandise orders |
We store merchandise orders information from this form |
Answering of incoming requests and sending packages |
Consent |
FSFE office staff and finance team. |
None |
Communications
Service |
Processing |
What data is processed? |
Why is the data processed? |
What legal authorization do we have according to Article 6 of GDPR? |
Who has access? |
What is our Data retention policy? |
Email server |
Emails processing and forwarding |
Email addresses + logs (send, receive emails, hostnames, IP addresses of messages sent through SMTP, etc) |
To manage the forward email service and assure a basic level of spam control |
Consent for providing emails and legitimate interest for spam control |
Albert Jonas Matthias Max Paul fellowship@klaproth |
1 month |
Mailman |
Maing lists |
Email address, full name (if the person choose to insert it), subscription details, logging see Mail and the official Mailman page |
The mailing list service needs to know email addresses to achieve its goal |
Consent |
ADMIN-TECH,List-Admins,team@ |
Posts and subscriptions are stored for 1 year, bounces and errors are stored for 1 month, messages sent by Mailman itself are stored for 1 week, digests are stored for 4 months |
QuickML |
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Emails processing |
Forms API |
No personal data stored in the logs, but the service processes emails |
The service needs the email of the users submitting a form so the emails can reach them |
Consent |
system administrators |
Data is stored for the container lifetime |
Mailtrain + ZoneMTA |
Emails processing |
Email address, full name, subscription details |
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Data is stored for the container lifetime |
OTRS |
Tickets processing |
All communication around the tickets, in the format of emails exchanged |
Answering of incoming requests. |
Consent |
FSFE core team. |
None. |
Discourse |
Webserver |
IP Addresses, post timings, usernames |
IP addresses are collected by discourse to prevent and block spam |
Consent |
system administrators + service maintainers |
Data is stored for the container lifetime |
Friendica |
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IRC Cloaks |
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Jabber / XMPP |
Massage processing |
Account rosters, logs (connect, disconnect, messages process and possibly stored temporally on the server (offline storage + muc preview), status messages, with debug logging up to who talks to whom) |
Debugging purposes |
Consent |
system administrators |
2 weeks |
Employee information and tools
Service |
Processing |
What data is processed? |
Why is the data processed? |
What legal authorization do we have according to Article 6 of GDPR? |
Who has access? |
What is our Data retention policy? |
Finance Archive |
Storage of financial and employee records |
Transaction data from all bank accounts, includes names of all people who send or receive money to/from FSFE. |
To do our accounting |
Legal requirements (we have to keep them for 10 years by law) |
Financial team, tax consultant, legal authorities. |
Information older than X>10 (11?) years are deleted after the annual closure of our accounts (to be confirmed 2) |
Finance Archive |
(not an independent processing) |
SSH connections are logged (IP Addresses + username) |
for debugging and security purposes |
not applicable (not an independent processing) |
coordinator and deputy coordinator system administration team , finance team |
1 month |
FSFE website |
Per diem calculator (used for travels reimbursement) |
The data entered in the form |
To help staffers to calculate allowance |
Contract (employment/Intern contract) |
Website administrators can access log (to be confirmed 1) |
The data is not stored |
Nextcloud |
Nextcloud Account management |
Emails and usernames of registered users and the files they work with; calendar and contact entries; webserver logs (user agent) |
Main working tool for everyday tasks (from sharing documents to calendar and conatact management) |
Contract (employment/Intern contract) |
Service maintainers, system administrators |
account: (missing information 3) Data: unlimited / until user deletes data; logs of data: until service update |
Nextcloud |
(not an independent processing) |
webserver logs (user agent) |
Security and debugging |
not applicable (not an independent processing) |
Service maintainers, system administrators |
logs: until service update |
OTRS |
Job and internship applications |
Job and internship applications are stored as OTRS tickets, after a decision the ticket with attachments will be deleted |
Answering and reviewing applications |
Consent |
FSFE council members and staff. We may share the application with advisors and members |
(missing information 4). |
Newsletter / Press releases
Service |
Processing |
What data is processed? |
Why is the data processed? |
What legal authorization do we have according to Article 6 of GDPR? |
Who has access? |
What is our Data retention policy? |
Newsletter and Press lists |
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Information about who did what including names and where things happened |
To inform the public about Free Software |
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Nlformat script |
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Social Media
Normally, if you do not click on any external buttons to external sides, data will not be transferred. Add references to privacy policies of the services do we use.
Misc
Service |
Processing |
What data is processed? |
Why is the data processed? |
What legal authorization do we have according to Article 6 of GDPR? |
Who has access? |
What is our Data retention policy? |
DNS |
DNS queries |
Logging IP Addresses for errors and for example denied queries, more if debug logging is temporary necessary. With debug logging disabled the DNS queries are not stored, only processed |
Legal obligation |
Debugging purposes |
System administrators |
1 month |
SSL certificates |
Certificate processing (openssl) |
Personal information of the person requesting them, email addresses and names (or whatever data is inserted by the person who is doing the certificate request) |
Because the CA needs to know who requested a certificate |
Consent |
System administrators |
Data are stored as long as the certificate exists |
OpenVPN |
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Personell management |
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Subversion |
svn use |
No personal information are stored. Public IP addresses are processed by the webserver |
The webserver needs the public IP addresses to serve requests |
Consent |
System administrators |
- |
Registration system |
Data entered in surveys |
Can be configured per event. For LLW, it is name, email address, affiliation, position, telephone number, ticket type, postal address, VAT Id, promotion code used, information about dinner attendance, dieatary preferences (!), participation in mentor system. |
Necessary to organise the event. |
Fulfillment of a contract. |
finance team + + System administrators |
None defined yet. |
LDAP |
Authentication and queries |
ldap queries are logged to syslog (we log who tries to login on what service and when) |
Security and debugging purposes |
consent |
System administrators |
1 month |
Limesurvey |
Webserver |
Public IP addresses are processed by the web server |
The web server needs the public IP addresses to serve requests |
Consent |
System administrators |
Nothing is stored |