TechDocs/DataProcessingTransparency

FSFE Data processing

The goal of this page is to provide information regarding data processing at FSFE.

Service

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?

Account Managing Software (AMS)

Only that which is included in the community database no separate information.

art13 savecodeshare.eu

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

Blogs

Error message are used for debugging, the webserver needs to know the source IP address

Community Database

Data for our donors, 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, information about donations transferred, information about automatic donation renewal status, information about donation receipts issued, username and password (hashed) for FSFE services, information about fellowship cards received, data modification history. Italic information is voluntary.

(1) Donor liaison, including the creation of donation receipts. (2) Sending out information emails to those who opted in. (3) Maintenance of access to FSFE's online services. (4) Statistical queries.

(1) Legal requirements and legitimate interest. (2) Explicit consent. (3) ? (4) Legitimate interest.

Community database administrator (currently: Reinhard), system administrators.

Data is automatically deleted if the registration is not confirmed (through payment of a donation or through approval by a team coordinator) within 6 weeks after signup. Upon explicit request, data is anonymised.

Discourse

IP Addresses, post timings, usernames

Ip addresses are collected by discourse to prevent and block spam

Consent

ADMIN-TECH

DNS

logging IP Addresses for errors and for exmaple denied queries, more if debug logging is temporary necessary

ADMIN-TECH

Docker environment

Docker containers activities. No personal data

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docker status service

Docker containers activities. No personal data

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Drone

Building scripts. No personal data

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Finance accounting

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

Financial team, tax consultant, legal authorities.

Currently none defined. Data must be kept at least 10 years by law.

Finance repo

IP Addresses + username logging

Forms API

No personnal 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

Friendica

GDPR process

Gitea

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

IRC Cloaks

Jabber

Account rosters, logs (connect, disconnect, IP addresses, messages process and possibly stored temporally on the server (offline storage + muc preview), status messages,with debug logging up to who talks to whom)

LDAP

ldap queries are logged to syslog (we log who tries to login on what service and when)

Limesurvey

Link shortener

Email

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

Mailing lists

Email address, full name, subscription details, logging see Mail and the official Maiman page

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

Mailtrain + ZoneMTA

Email address, full name, subscription details

Nlformat script

OpenVPN

OTRS

All communication around the tickets, in the format of emails exchanged.

Answering of incoming requests.

?

All members of the team which is responsible for the kind of request.

None.

Personell management

Planet

PMPC website

Source IP, Date, HTTP request, User-agent

Registration system

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.

Ulrike + Polina + ? + System administrators

None defined yet.

SSL certificates

Personal information of the person requesting them

Subversion

Webserver + build system

Wekan

Technical logs, no personal data

Wiki

Source IP addresses

Debugging and security purposes

Wikicare takers, system-hackers

We store for 14 days