Bielefeld IT Service Centre

Moderated lists can be created and managed via Sympa mailing lists of the DFN association. The addresses of the lists are provided in the formubi-listenname@listserv.dfn.de.

Further information on the service is available from DFN:
https://www.listserv.dfn.de/sympa

Options

List type templates:

Public discussion list
Anyone can subscribe to the list (including external users). The owners are notified when new users subscribe to the list.
Subscribers can send emails directly to the list. Emails from other senders are moderated.
The list archive is visible to subscribers.

Hotline list
The owner's confirmation is required to subscribe to the list.
Anyone can send emails to the list (including external parties).
The list archive is visible to subscribers.

Newsletter
Anyone can subscribe to the list (including external subscribers).
Only moderators can send emails to the list.
The list archive is visible to subscribers.

Private working group
The owner's confirmation is required to subscribe to the list.
Subscribers can send emails directly to the list. Emails from other senders are moderated.
The list archive is visible to subscribers.

For information:
The list types are templates for creating a new list. After creating the list, all configuration parameters can be customised individually.

Target group

• Employees

Access

• Separate account and password on the DFN listserv.
  Set this up BEFORE applying at https://www.listserv.dfn.de/sympa/firstpasswd.

Application

The application is made by the responsible IT support team at servicedesk@uni-bielefeld.de. The following information is required for this:

• Desired name of the list/address in the formubi-listenname@listserv.dfn.de
• Brief description of the list
• List type (see above under options)
• Administrator (personal e-mail address) of the list
• Additional IT support account as additional list owner, if applicable

Data protection

• Data protection information DFN-Listserv

List administrators are responsible for ensuring that subscribers to their mailing list are fully informed about the processing of their personal data. This includes creating and providing data protection notices that clearly and comprehensibly explain the way in which data is processed.

These notices should include the legal basis, the purposes of the data processing, the type of data collected and the rights of subscribers.

When creating privacy notices, list administrators should first identify and document the specific data processing operations of their list. This includes information about what data is collected from subscribers (e.g. email addresses, names), the purposes for which this data is used (e.g. sending emails, managing the list).

The privacy notice should also explain the legal basis for the data processing, usually the consent of the subscribers or a legitimate interest of the organisation. It is also important to detail the rights of subscribers, including the right to help desk, rectification, erasure and objection to the processing of their data.

To ensure that the privacy notice is easily accessible, it should be made available in several places: on the mailing list sign-up page, in the welcome message to new subscribers, and in a prominent place on the list's web portal, if available. Regular reminders and notices in every email sent can also help ensure that subscribers are aware of their privacy rights at all times.

By following these steps, list administrators ensure that their mailing lists comply with data protection requirements and that subscribers are transparently informed about the processing of their data.

The privacy notice for the list can be placed on the list homepage (see example).