FSFE Data processing
The goal of this page is to provide information regarding data processing at FSFE.
Area |
Processing |
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? |
Supporter management |
Storage of supporter data |
Account Managing Software (AMS) |
Only that which is included in the community database no separate information. |
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FSFE campaign art13 |
Webserver |
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 |
consent Link to privacy policy |
system administrators |
Data is stored for the container lifetime |
Blog |
User visiting the website |
Blogs |
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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 Management |
Donations |
Community Database |
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 (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 |
Supporter Management |
Donations |
Community Database |
emails if opted in |
Donor liaison, including the creation of donation receipts. |
Consent |
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 |
Supporter Management |
Supporter accounts |
Community Database |
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. |
Consent |
Community database administrator (currently: Reinhard), 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. |
Discourse |
Webserver |
Discourse |
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 |
DNS |
DNS queries |
DNS |
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 |
Finance accounting |
Storage of financial records |
Finance repo |
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 accounting |
SSH connections |
Finance repo |
IP Addresses + username logging |
debugging purposes |
consent |
Albert, Francesca, Matthias, Max, Polina, Ulrike |
1 month |
FSFE campaign |
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 |
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Friendica |
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GDPR process |
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Code hosting |
Accounts management |
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 |
Code hosting |
Webserver |
Gitea |
web server logs (source IPs) |
ogs for debugging |
Consent |
Service maintainers, system administrators |
1 week for logs |
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IRC Cloaks |
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Communication |
Message processing |
Jabber / XMPP |
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 |
Account management |
Authentication and queries |
LDAP |
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 |
Surveys |
Webserver |
Limesurvey |
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 |
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Link shortener |
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Emails processing and forwarding |
Email server |
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 |
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Mailing list |
Mailman |
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 |
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Mailtrain + ZoneMTA |
Email address, full name, subscription details |
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Data is stored for the container lifetime |
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Organisation |
Nextcloud Account management |
Nextcloud |
Emails and usernames of registered users and the files they work with; calendar and contact entries; webserver logs (user agent) |
Proposer operation of service; debugging |
Consent |
Service maintainers, system administrators |
Data: unlimited / until user deletes data; logs: until service update |
Organisation |
Webserver |
Nextcloud |
webserver logs (user agent) |
Proposer operation of service; debugging |
Consent |
Service maintainers, system administrators |
Data: unlimited / until user deletes data; logs: until service update |
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Nlformat script |
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OpenVPN |
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Management of tickets |
Tickets processing |
OTRS |
All communication around the tickets, in the format of emails exchanged |
Answering of incoming requests. |
Consent |
All members of the team which is responsible for the kind of request. |
None. |
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Personell management |
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Planet |
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FSFE campaign PMPC |
Users visiting the webiste |
PMPC website |
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 |
FSFE campaign PMPC |
Signing the open letter |
PMPC website |
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 |
Event registration |
Data entered in surveys |
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. |
Certificates |
Certificate processing (openssl) |
SSL certificates |
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 |
Code hosting |
svn use |
Subversion |
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 |
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FSFE website |
Webserver |
Webserver + build system |
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FSFE website |
Per diem calculator (used for travels reimbursement) |
FSFE website |
The data entered in the form |
To help staffers to calculate allowance |
Consent |
Website administrators |
The data is not stored |
Wiki |
Webserver |
Wiki |
Source IP addresses |
Debugging and security purposes |
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Wikicare takers, system-hackers |
We store data for 14 days |