Update DPA Register and Access Tables in GDPR

src/data/datastorage.yml

@@ -9,20 +9,14 @@ data:
       contents: |
         All user information, job data
       access:
-        - BG
-        - SJ
-        - HR
+        - Galaxy Admins
       pii: true
 
     - datastore: Galactic Radio Telescope
       contents: |
         Anonymous job data
       access:
-        - BG
-        - SJ
-        - HR
-        - NC
-        - MC
+        - Galactic Radio Telescope Admins
       pii: false
 
     - datastore: Apollo
@@ -31,9 +25,7 @@ data:
         available to the user to improve their user experience that contain
         Email addresses
       access:
-        - BG
-        - SJ
-        - HR
+        - Galaxy Admins
       pii: true
 
     - datastore: NFS Servers (sn01, sn02, sn03, isi.ifr)
@@ -45,9 +37,8 @@ data:
 
         This provides the file storage for Apollo above.
       access:
-        - BG
-        - SJ
-        - HR
+        - Galaxy Admins
+        - University of Freiburg Storage Admins
       pii: true
 
     - datastore: Tape Backups
@@ -56,15 +47,12 @@ data:
         however the data remains on tape until it is overwritten at some point
         in the future.
       access:
-        - SJ
+        - University of Freiburg Storage Admins
       pii: true
 
     - datastore: Google Drive
       contents: |
         Quota increase requests + TIaaS Requests
       access:
-        - HR
-        - BG
-        - AE
-        - BB
+        - Galaxy Support Team
       pii: true

src/data/dpa_register.yml

@@ -21,12 +21,33 @@ data:
       purpose: Contacting end users in case of privacy breaches or changes to privacy policies
       recipients: Administrators of the UseGalaxy.eu service
       storage_period: Until user requests deletion
-      security: Postgresql DB with highly restricted and audited access
+      security: PostgreSQL DB with highly restricted and audited access
       exported: false
     - types: Chosen name provided by UseGalaxy.eu users
       categories: End users
       purpose: Referring to users per their preference in the user interface. Additionally used to refer to user when they choose to share their workflows or data publicly.
       recipients: Administrators of the UseGalaxy.eu service, made public only when the user requests to publish a history/workflow/etc publicly.
       storage_period: Until user requests deletion
-      security: Postgresql DB with highly restricted and audited access
+      security: PostgreSQL DB with highly restricted and audited access
       exported: false
+    - types: API Key to third-party storage providers
+      categories: End users
+      purpose: Connect Galaxy to a third-party storage provider specified by the user. This lets the user interact with this provider through the Galaxy interface.
+      recipients: Administrators of the UseGalaxy.eu service and the respective third-party providers using their API.
+      security: PostgreSQL DB with highly restricted and audited access. Data in the database is stored in encrypted form. The transfer to the third-party provider is secured by TLS (Transport Layer Security).
+      storage_period: Until user requests deletion
+      exported: true
+    - types: IP address, browser and operating system information (depends on your browser-configuration)
+      categories: End users
+      purpose: Deliver content from third-party providers, such as images, hypertext and applications.
+      recipients: Amazon Web Services, Inc. (AWS), 410 Terry Ave N, Seattle, WA 98109, USA, Cloudflare, Inc., 101 Townsend St., San Francisco, California, 94107, USA, GitHub, Inc., 88 Colin P Kelly Jr St, San Francisco, CA 94107, USA, Volentio JSD Limited (JSDelivr), Suite 2a1, Northside House, Mount Pleasant, Barnet, England, EN4 9EB, United Kingdom, Functional Software Inc. (Sentry), 45 Fremont St, 8th Floor, San Francisco, CA 94105, USA, StackPath LLC (JQuery CDN), 2021 McKinney Ave, Suite 1100, Dallas, TX 75201, USA, mastodon.science, represented by Nabil-Fareed Alikhan.
+      security: Managed by the respective third-party provider.
+      storage_period: Managed by the respective third-party provider.
+      exported: true
+    - types: Data from third-party identity providers (OIDC), this can include Name, Identification numbers (as provided by identity providers like a home institution, or identifiers from third parties like ORCID), E-mail address, affiliation, country, IP address, function in the third-party institution
+      categories: End users
+      purpose: Simplify login by allowing users to use a third party identity provider.
+      security: PostgreSQL DB with highly restricted and audited access
+      storage_period: Until user requests deletion
+      exported: false
+

src/data/people.yml

@@ -1,36 +1,12 @@
-HR:
-  name: Helena Rasche
-  affil: University of Freiburg, Freiburg, Germany
-SJ:
-  name: Stefan Jankowski
-  affil: University of Freiburg, Freiburg, Germany
-BG:
-  name: Bjoern Gruening
-  affil: University of Freiburg, Freiburg, Germany
-SS:
-  name: Sanjay Srikakulam
-  affil: University of Freiburg, Freiburg, Germany
-MK:
-  name: Mira Kuntz
-  affil: University of Freiburg, Freiburg, Germany
-JD:
-  name: Jose Dominguez
-  affil: University of Freiburg, Freiburg, Germany
-MM:
-  name: Manuel Messner
-  affil: University of Freiburg, Freiburg, Germany
-MC:
-  name: Martin Cech
-  affil: Penn State University, State College, Pennsylvania, USA
-NC:
-  name: Nate Coraor
-  affil: Penn State University, State College, Pennsylvania, USA
-UTA:
-  name: UFR Tape Administrators
-  affil: University of Freiburg, Freiburg, Germany
-BB:
-  name: Bérénice Batut
-  affil: University of Freiburg, Freiburg, Germany
-AE:
-  name: Anika Erxleben
-  affil: University of Freiburg, Freiburg, Germany
+Galactic Radio Telescope Admins:
+  name: Galactic Radio Telescope admin team
+  affil: University of Freiburg, Freiburg, Germany 
+Galaxy Admins:
+  name: European Galaxy admin team
+  affil: University of Freiburg, Freiburg, Germany
+Galaxy Support Team:
+  name: European Galaxy user support team
+  affil: University of Freiburg, Freiburg, Germany 
+University of Freiburg Storage Admins:
+  name: University of Freiburg storage admin team
+  affil: University of Freiburg, Freiburg, Germany 

src/data/pii.yml

@@ -23,11 +23,7 @@ data:
       reason: Required for processing your data and contacting you in event of an error
       handling: We store the data securely in our database which only the UseGalaxy administrators have access to.
       access:
-        - BG
-        - SJ
-        - SS
-        - MK
-        - JD
+        - Galaxy Admins
       disposal: Upon Request
       consent: true
       over_13: true
@@ -40,10 +36,7 @@ data:
       reason: Required for debugging system issues
       handling: We store server logs for up to 24 hours, on disk, never backed up.
       access:
-        - BG
-        - SJ
-        - SS
-        - MK
+        - Galaxy Admins
       disposal: After 24 hours
       consent: false
       over_13: true
@@ -66,10 +59,8 @@ data:
           the Galaxy Project in order to optimise job scheduling and memory
           allocation, allowing us to run more jobs per node than we used to.
       access:
-        - BG
-        - SJ
-        - SS
-        - MK
+        - Galaxy Admins
+        - Galaxy Support Team
       disposal: Never
       consent: false
       over_13: true
@@ -90,10 +81,7 @@ data:
         transferred. If our systems report malicious data or abuse,
         the data may be subjected to a manual check by our administrators.
       access:
-        - BG
-        - SJ
-        - SS
-        - MK
+        - Galaxy Admins
       disposal: Never / On Request
       consent: true
       over_13: true
@@ -107,12 +95,8 @@ data:
       handling: |
         Documents are access controlled and limited to a small number of people specified by email address, no link-based access is used.
       access:
-        - HR
-        - BG
-        - AE
-        - MK
-        - SS
-      disposal: Never / On request
+        - Galaxy Admins
+      disposal: Never / On Request
       consent: n/a
       over_13: true
       mission_crit: true
@@ -123,12 +107,9 @@ data:
       source: Training Infrastructure as a Service form submission
       reason: Generated as a result of your submission of the form
       handling: |
-        Documents are access controlled and limited to a small number of people specified by email address, no link-based access is used.
+         Stored in a database on our Galaxy Server in Freiburg.
       access:
-        - BG
-        - AE
-        - MK
-        - SS
+        - Galaxy Admins
       disposal: Never / On request
       consent: n/a
       over_13: true