GDPR and Certification Check Based in UK. I manage a certification website that allows users to register an account and complete a course, before doing so they explicitly agree to the website's privacy policy and GDPR. The website collects their name and email address, along with any courses they have have completed / passed. Users are assigned (pdf) certificates via the website that contain a unique number. I now want to setup a publicly accessible search function that enables employers, or potential employers to validate the authenticity of these certificates based on this unique number, similar to CompTIA, Linux Training and others. The idea is that the (potential) employers will receive a copy of the certificate and enter this unique number on the website. A database check will be performed on this unique number and if it's valid, the user's name, email address and certification date will be displayed to the person performing the search, along with a This is a valid certificate number , message. If the unique number isn't found a standard not found message will be displayed. Do I need to be concerned about any GDPR or privacy issues here, or does it all sound ok?
GDPR definitely applies. Your scenario seems to raise two questions: What is the legal basis for processing? Are the security measures appropriate? Legal basis Every processing activity of personal data requires a legal basis. Most well-known is consent, but there are six categories in Art 6(1) GDPR including legitimate interests and necessity for performing a contract with the data subject. Conditions on consent are laid out in Art 7 GDPR. You say that data subjects “explicitly agree to the website's privacy policy and GDPR”. The GDPR does not generally expect “agreement” to a privacy policy, as information per Art 13 is an unilateral notice. Such general agreement also cannot constitute valid consent. In the context of certifications, the legal basis would likely be necessity for performing a contract with the data subject: You were contracted to provide this validation service to the data subjects. You should however make it clear which information will be displayed on the validation page (other than a valid/not valid) response. For example, I am concerned that showing the email address would not be strictly necessary for providing the validation service. You should also consider whether this validation service is a core component of your certification service, or whether there should be an opt-in or opt-out here. Security Measures The GDPR requires that you implement appropriate security measures, “taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes of processing as well as the risks of varying likelihood and severity for the rights and freedoms” of the data subjects (see Art 32 GDPR). This gives you a lot of leeway to determine what measures are appropriate, but also criteria that you must consider in your determination. A number of security measures are explicitly suggested and must also be considered: pseudonymization and encryption ensuring confidentiality, integrity, availability, and resilience of your systems ability to restore the service (e.g. backups) processes for regularly testing and evaluating your measures Aside from generic IT security measures like backups and providing the service over a HTTPS connection, I would be concerned about “insecure direct object reference” style attacks on the database. If I know that certification no 1234 exists, I could try to get the information for other numbers like no 1233 and so on. This would leak personal data. Basic defenses could include requiring additional information such as the data subject's name to be provided, or using anti-bot measures such as captchas and rate limits. However, the real solution is to avoid sequential IDs, and to generate sufficiently large tokens with a cryptographically secure random number generator. Instead of a “certification number”, it would be better to view this as a “validation code”.
Nicknames, usernames, or gamer tags are definitely personal data under the GDPR. You are operating under a very narrow definition of “identifying”, which is understandable since the definition of personal data in the GDPR isn't overly enlightening at first glance: […] an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person; — GDPR Art 4(1) However, this definition does show that “identifiable” should be interpreted rather broadly. For example, indirectly identifying data is still identifying data – there doesn't even have to be a strong identifier like a name, passport number, or street address. It is also not necessary that identification enables you to determine the real world identity – identification is anything that allows you to single out a person, or to combine data into a profile of that person (compare Recitals 26 and 30). In any case, an online username or user ID is clearly an identifier and will fall under one of “a name, an identification number, […] an online identifier”. If in doubt, ask your data protection authority for guidance. You've correctly understood that you will need a legal basis to process this data, and that legitimate interest could be that legal basis. This doesn't have to be your own interest, so a community interest would be OK. You need to balance the user's rights against this interest. You have performed this balancing and have found that the interest outweighs these rights. You've noted that such leaderboards are a cultural norm and are generally expected, which strongly weighs in your favour. However, legitimate interest is not a free pass but just means an opt-out solution (right to object per Art 21). You should also inform users that the leaderboard is accessible publicly when they join your server (transparency principle per Art 5(1)(a) as detailed by the information obligations in Art 13). In particular, you should use a “message of the day” or welcome message functionality to link to your privacy policy. You should also be aware that other rights such as the right to access, erasure, and data portability apply. As an alternative to legitimate interest (opt-out) you could also consider consent (opt-in), though this results in slightly different data subject rights and is more difficult to do correctly. But I'd agree that legitimate interest is more appropriate here.
The GDPR doesn't generally distinguish public from non-public personal data. If you have a good reason to contact the professor, do send them an email. GDPR does not prevent this. If you're sending this email for “purely personal or household purposes”, then GDPR doesn't apply anyway. There are rules in the ePrivacy Directive against unsolicited emails, but these specifically relate to emails for direct marketing purposes. A company is not allowed to send out spam marketing, regardless of whether they obtained the email address from a public data source. Companies can send email marketing to their own existing customers, or to people who have given consent. Consent is defined in a fairly restrictive way (as a specific, informed, freely given, and unambiguous indication of the data subject's wishes), so that mere publication of an email address cannot be interpreted as consent to receive marketing from a particular company.
For land ownership records and other similar scenarios such as business directors, the requirement for these to be public will be in legislation rather than a contract - this provides the legal basis, see GDPR Article 6(1c). Additionally when government departments are doing it they also have 6(1e) as lawful basis: "1. Processing shall be lawful only if and to the extent that at least one of the following applies: ... (c) processing is necessary for compliance with a legal obligation to which the controller is subject; ... (e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;" -- GDPR, Article 6(1c,e). I'm not familiar enough with the specific legislation that will apply here but pretty sure this will be the case, and having said this you may well find public registries also become less public going forward. The reason ICANN has come under fire, is partly because under GDPR privacy is a protected fundamental right and therefore to comply personal data should be kept private by default and privacy never something you would be required to pay extra for. Any contract ICANN have in place with their registrars will not override legislation, it is in fact the other way around. "2. The controller shall implement appropriate technical and organisational measures for ensuring that, by default, only personal data which are necessary for each specific purpose of the processing are processed. That obligation applies to the amount of personal data collected, the extent of their processing, the period of their storage and their accessibility. In particular, such measures shall ensure that by default personal data are not made accessible without the individual's intervention to an indefinite number of natural persons." -- GDPR, Article 25(2). This doesn't stop ICANN from maintaining a register of domain name owners (registrants), but it does mean they can't just publish all records upon request to anyone anymore - whether people will be granted access to personal data will now depend on if they have a lawful basis for this, and in these cases their processing of the personal data will be limited to those purposes. Being nosey doesn't count! "When assessing whether consent is freely given, utmost account shall be taken of whether, inter alia, the performance of a contract, including the provision of a service, is conditional on consent to the processing of personal data that is not necessary for the performance of the contract." -- GDPR, Article 7 (4) - Conditions for consent. What this means essentially, is that if the consent is conditional for the contract it will not be treated as freely given, and therefore not valid - it will no longer be acceptable to contractually bind the provision of a product or service with consent to publish personal data or any other form of processing such as marketing mailing lists. Looking now at the specific points you have raised: "GDPR article 6 allows for processing of personal data on a contractual basis (section 1b)" Whilst this is true, this is only part of it - it doesn't allow for unlimited processing for any purpose and sharing it with any people, if you look at Article 5(b) it states that the information is collected for specific explicit legitimate purposes. Each purpose requires its own legal basis and needs to be compatible with the principles of GDPR. Without consent, ICANN currently does not have a legal basis to make the WHOIS records public for EU citizens and should have adopted some technical controls to require them to opt-in if they wish to be included in the public register. They're coming under fire for non-compliance having been given 2 years to prepare and change their systems/processes. "processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;" Again whilst this is true, not all processing is necessary for the performance of a contract. In the same way people must give consent to receive marketing communications, they must freely give consent for their information to be shared/published (separate to the contract for provision of service) in the absence of other lawful basis for this processing. "Also section 1c, processing is necessary for compliance with a legal obligation to which the controller is subject;" There is no legislation which requires them to publish the personal data of domain name registrants. In this paragraph 'legal obligations' refers to those required by legislation (i.e. statutory obligations), not contracts (or non-statutory obligations) which are covered under Article 6(1b). "And finally section 1e, processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;" ICANN has no official government-assigned authority, and publishing the personal data globally is not in the interests of the data subject's or others' welfare or well-being - this is what is meant by 'public interest'. As far as I can see what ICANN are actually doing to comply seems to be accepted by the European Data Protection Board, they are only 'under fire' as you say because they are late in doing so. The deadline was 25th May 2018 and they had 2 years to prepare like all other organisations.
You won't be able to get around self-doxxing yourself. § 5 Abs 1 TMG requires tele-media service providers like you to list den Namen und die Anschrift, unter der sie niedergelassen sind the name and the address where they reside or are established Similarly, Art 13(1) GDPR requires you to provide the identity and the contact details of the controller In a German context, it is generally accepted that both of these involve a ladungsfähige Anschrift, i.e. a street address where you could be served with a lawsuit (not a post box). These requirements exist for both natural persons and legal entities, and for both businesses and non-commercial activities. The TMG Impressumspflicht talks about “geschäftsmäßige, in der Regel gegen Entgelt angebotene Telemedien” but in practice this only requires that the service could be paid (not that you're actually making any money), and that the service is offered routinely/business-like (not necessarily commercially). It does not matter where your service is hosted as long as you live in Germany. The TMG and GDPR might not apply if the forum is run purely privately, e.g. if it is only made available to a few close friends or family members.
Overview The GDPR requires data controllers (DCs) to exercise reasonable care when responding to an access, modification, or deletion request, to ensure that it comes from the actual Data Subject (person whose data is involved, here a DS). The GDPR does not specify just what methods must or may be used to ensure that an access (or other) request comes from the DS. It does say, in Article 12, that &quot;additional information&quot; may be requested from the DS by the DC for this purpose that is &quot;necessary to confirm the identity&quot; of the DS. If a DC receives data for identification purposes, it must be used only for those purposes, and retained no longer than needed. Personal Data (PD) in general must be limited according to article 5, so that data is used only for the purposes it was collected for, retained for no longer than needed, adn appropriately secured against unauthorized use or access. The DC is responsible for adhering to these limitations. Recitals 57, 59, and 77 (quoted below) confirm this, and discuss identification. If a DC violates these restrictions, it is subject to the same enforcement as it would be for violating any other GDPR provision. If a DS thinks the data requested to support identification of the DS is excessive, the DS may first complain to the DC, and then to the relevant supervisory authority if the response from the DC is not acceptable (allow at least 1 month for a response). But perhaps knowing that the GDPR forbids the DC from distributing or using this data except for the purpose it was collected, that is, to identify the DS, and from retaining it longer than need be, might offer some reassurance. A DS could also ask the DC what is the minimum data needed for identification, and redact data beyond this. The DC might need more than name and address, but not all that is on a bank statement or other ID document. GDPR Sources Article 12 (section 6) of the GDPR reads: Without prejudice to Article 11, where the controller has reasonable doubts concerning the identity of the natural person making the request referred to in Articles 15 to 21, the controller may request the provision of additional information necessary to confirm the identity of the data subject. That includes access requests. Paragraph 1 of Article 11 reads: If the purposes for which a controller processes personal data do not or do no longer require the identification of a data subject by the controller, the controller shall not be obliged to maintain, acquire or process additional information in order to identify the data subject for the sole purpose of complying with this Regulation. Paragraph 1(b) of article 5 specifies that personal data shall be : collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; Paragraph 1(c) of art 5 specifies that such data shall be: limited to what is necessary in relation to the purposes for which they are processed ... Paragraph 1(e) of art 5 specifies that such data shall be; kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; [emphasis added] Paragraph 1(f) of art 5 further specifies that such data shall be: processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing Recital 59 reads: Modalities should be provided for facilitating the exercise of the data subject’s rights under this Regulation, including mechanisms to request and, if applicable, obtain, free of charge, in particular, access to and rectification or erasure of personal data and the exercise of the right to object. The controller should also provide means for requests to be made electronically, especially where personal data are processed by electronic means. The controller should be obliged to respond to requests from the data subject without undue delay and at the latest within one month and to give reasons where the controller does not intend to comply with any such requests. Recital 57 reads: If the personal data processed by a controller do not permit the controller to identify a natural person, the data controller should not be obliged to acquire additional information in order to identify the data subject for the sole purpose of complying with any provision of this Regulation. However, the controller should not refuse to take additional information provided by the data subject in order to support the exercise of his or her rights. 3Identification should include the digital identification of a data subject, for example through authentication mechanism such as the same credentials, used by the data subject to log-in to the on-line service offered by the data controller. Recital 77 reads: Guidance on the implementation of appropriate measures and on the demonstration of compliance by the controller or the processor, especially as regards the identification of the risk related to the processing, their assessment in terms of origin, nature, likelihood and severity, and the identification of best practices to mitigate the risk, could be provided in particular by means of approved codes of conduct, approved certifications, guidelines provided by the Board or indications provided by a data protection officer. The Board may also issue guidelines on processing operations that are considered to be unlikely to result in a high risk to the rights and freedoms of natural persons and indicate what measures may be sufficient in such cases to address such risk.
There’s no definitive list of what is or isn’t personal data, so it all comes down to properly interpreting the GDPR’s definition: ‘[P]ersonal data’ means any information relating to an identified or identifiable natural person (‘data subject’). — Article 4(1) In other words, any information that is clearly about a particular person. But just how broadly does this apply? The GDPR clarifies: [A]n identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person. — Article 4(1) This means that because you say that coordinates and anticheat logs are linked to the cheaters ingame username and unique id, if there is a record of who that username and/or unique id belongs to, even if it is just an IP or email address, it is considered personal data because the information relates to an identifiable natural person. Personal data includes any data which can be linked to information where a person can be identified From CommentsIf the online username and unique id is not linked to the actual human (no stored real name, no home address, no IP), can the natural person actually be identified? The records and anticheat logs are linked to the unique id and username, however the unique id and username are (from my POV) not actually linked to the real human Only you can answer that question as it stands because we have no access to your data. From what you have told us, even though the coordinates and anticheat logs are linked to the cheaters ingame username and unique id, that alone doesn’t fall under the GDPR’s scope of personal data, as, in all likelihood, the usename and unique id could relate to anyone in the world. The issue comes if elsewhere you have a record of the person's name, IP, date of birth etc. which when combined with the anticheat logs could link that data to identifiable people. You might think that someone’s name is always personal data, but it’s not that simple, as the UK’s Information Commissioner’s Office document what is personal data (PDF) explains: “By itself the name John Smith may not always be personal data because there are many individuals with that name. However, where the name is combined with other information (such as an address, a place of work, or a telephone number) this will usually be sufficient to clearly identify one individual.” Note: A name which is much less common could be personal data as the likelihood of it relating to others deminishes. John Smith is a common name all over the UK, but what about a particular polish/czech/hungarian/french.... name (let's say) living in Nottingham, UK? What is the likelihood of another person of the same name in Nottingham, UK? Add a middle name or double barrelled surname, and it becomes even more likely that it is personal data. If you’re unsure whether the information you store is personal data or not, it’s best to err on the side of caution. This means making sure data is secure, reducing the amount of data you store, collecting only as much data as necessary to complete your processing activities, keeping data for only as long as it meets its purpose, and ensuring only authorised people are able to access the data.
The GDPR applies to such sites if they offer services in the EU/EEA. If they clearly wanted to avoid being subject to the GDPR, they should block visitors from the EEA. For the GDPR, only location matters. Other concerns like residence or citizenship are generally irrelevant. Personal data does not turn non-personal just because it was public. So the GDPR still applies when the data was collected from public sources. However, the data controller (who determines the purpose of processing) often has to balance your rights and interests against other interests (e.g. when using legitimate interest as a legal basis for some processing). For the purpose of publicly displaying your data, only showing data that was already public anyway makes it easier to argue that this is fine. But when the GDPR applies, you have data subject rights. Relevant rights include: a right to access, to see all the data they have about you a right to rectification, to correct wrong data they hold about you a right to restriction, effectively an opt-out a right to erasure (also known as the right to be forgotten) These rights apply both against the website and against Google Search (arguably, both are doing the exact same thing). Google correctly points out that they can't remove information from the Web, but they can hide information from search results. If you feel that your requests have not been resolved correctly, you can issue a complaint with your country's data protection authority. In theory you can also sue them. In practice, GDPR enforcement against overseas data controllers can be quite difficult and has not yet happened.