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NOTE:

VP of privacy is needed.  

Hi Apache Software Foundation Community, 

This document outlines the selected process to launch the Community Survey 2022. 

Selected Distribution Process 

The 2022 ASF Community Survey is intended to be completed by committers, contributors, and users of any Apache Software Foundation project. We decided to distribute it using the following criteria:

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Below is a description of the software selected for the survey, as well as the Privacy Policy followed. 

Technology Selected 

First and foremost, The Apache Software Foundation entered a very powerful contract with Bitergia for this project, which includes a clear an extensive GDPR annex.  The ASF owns the data, we are only contracting with Bitergia to do the analysis of the input received via LimeSurvey - the selected technology to host the survey and receive anonymized responses. Bitergia does not have access to PII.

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(Myrle Krantz's contribution)

Launch Schedule

1. Blogpost on survey published (Target date: )
2. Survey Launch to Committers (Target date: )
3. Send an ask to pmcs@apache.org to promote in their comms channels (Target date: )
4. Publish social media messages (Target date: )
5. Send reminders to individuals (Target date: )

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NOTE: Reminders have been removed from the survey outreach plan. We won't be sending any more messages to committers@, all mentions of reminders have been strike out. 

Privacy Policy

The Apache Software Foundation has a contract with Bitergia that specifically says that information will be handled following the ASF privacy policy, and that results will only be used to further the goals of The Apache Foundation.

In order to be GDPR compliant, we will only contact apache.org email addresses, which implies that their users have given ASF permission to use it for contacting them on topics related to ASF. Further, we will announce that this survey will take place in a blog post and participation is opt-in only. we will inform the community members of the processing and offer them a way to opt-out.

GDPR Checks - WIP

☐ ASF, acting as Data Controller, has a legitimate interest in analysing the data accessed during a Bitergia analysis.

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☐ Respond to the legal rights established by the GDPR 

• Yes. DPA clause 5

FAQs

Will there be a message to committer@ explaining that they will receive a subsequent message?

Yes, we will add a sentence in the first email saying that we will send one reminder to take the survey if they haven't two weeks after the first invite. 

What is the content of the message to developers soliciting their participation in the survey?

See the full communications plan: Survey - Communication plan

Who will be the from: address on the message?

Katia Rojas <katia@apache.org>

Lime Survey will be configured to send emails via Apache's SMTP server.

Will there be a personalized link to the survey?

Yes, each individual receiving the invite directly from Lime Survey will have a unique link that could be used only once. This doesn't compromise anonymity when taking the survey, since we are not correlating answers to unique links. 

Having a unique link helps provide opt-outs from reminders. 

How will non-Apache-id holders be able to request a survey?

We will reach non-committers via three channels: Blogposts in the official apache.org blog and the D&I blog, social media snippets and email shared to PMCs and PPMCs to share through their user and dev lists. These messages will contain a universal link to the survey and anyone who has that link could fill it. 

What will be done with the results?

The results will be analyzed by Bitergia, and will be used to inform the design of the contributor experience interviews. We'll publish a plan for these interviews two weeks after the survey launches. 

Bitergia will also produce a report with aggregated results, similar to what we posted about the 2016 Survey ran by ComDev (2)

Does this process conform to GDPR requirements?

Yes. In order to be GDPR compliant, we will only contact apache.org email addresses, which implies that their users have given ASF permission to use it for contacting them on topics related to ASF. Further, we will announce that this survey will take place in a blog post and participation is opt-in only.

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