ICO (UK) - Mermaids: Difference between revisions

Latest revision as of 09:00, 28 July 2021

ICO (UK) - Mermaids

Authority:	ICO (UK)
Jurisdiction:	United Kingdom
Relevant Law:	Article 5(1)(f) GDPR Article 32(1) GDPR Article 32(2) GDPR
Type:	Investigation
Outcome:	Violation Found
Started:
Decided:	05.07.2021
Published:	08.07.2021
Fine:	25000 GBP
Parties:	Mermaids
National Case Number/Name:	Mermaids
European Case Law Identifier:	n/a
Appeal:	n/a
Original Language(s):	English
Original Source:	Information Commissioner's Office (in EN)
Initial Contributor:	n/a

The UK DPA fined a transgender charity approximately €29,250 (£25,000) for infringing Article 5(1)(f), 32(1) and 32(2) GDPR. Internal emails containing special categories data sent by the charity, which supports gender non-conforming children and their families, were publicly available online for over a year.

English Summary

Facts

Mermaids is a registered charity supporting children, young people and their families in relation to gender non-conformity.

In 2016, Mermaids created an internet-based email group service at https://groups.io, overseen by a third party in the USA. This email group was intended to be shared between the CEO of Mermaids and 12 trustees. The default security and privacy settings were left in place, including "Group listed in directory, publicly viewable messages".

Mermaids was notified in 2019 by a user of the charity that internal emails, sent using the groups.io email group service, were publicly available online and were searchable through search engines. These contained personal data, including special category data. The service user, who's child is gender non-conforming, was made aware that her child's name, date of birth, mental and physical health were available online, as well as the mother's name, telephone number and address.

Overall, 780 pages of confidential emails were available online. This corresponded to 550 data subjects. 15 data subjects had special category data concerning them made available online (mental or physical health; sex life; sexual orientation) and 9 data subject's personal data was considered sensitive in the context. Of these 24 data subjects, 4 were 13 years old or under.

Mermaids notified the ICO on the day it was told about this.

Dispute

Holding

The Information Commissioner's Office (ICO) considered that Mermaids processed emails on an email group without appropriate restricted access settings. Due to this failure, third parties could gain unauthorised access to emails containing personal data, including special category data. The ICO deemed this in contravention of the principle of integrity and confidentiality (Article 5(1)(f) GDPR).

The ICO also considered that Mermaids failed to satisfy its obligations under Articles 32(1) and 32(2) GDPR. It did not have adequate security measures in place to protect the email group affected. As a consequence, special category data was publicly accessible online for over a year between 2018 and 2019.

The ICO considered various factors that aggravated the violation in order to assess whether a penalty was appropriate. Accordingly, the ICO highlighted the sensitive nature of the publicly available personal data (special category data: gender and health data). It also assessed the gravity of the matter. In relation to this, it deemed that Mermaids' failures increased the vulnerability of the people who's special category data and personal data was made publicly available. The risk of damage or distress for gender non-conforming children was considered particularly high due to discrimination and prejudice. The ICO also took into consideration the types and number of data subjects (some children) affected and the fact that this concerned special category data or sensitive data in context.

The ICO found that Mermaids' general data protection policies were also inadequate. The staff lacked adequate training and insufficient safeguards were put in place to protect young vulnerable data subjects.

Since the discovery of the leak, the ICO found that Mermaids has taken proactive steps to remedy the infringement and mitigate the adverse consequences. For example, it immediately adjusted its groups.io privacy settings. It informed individual affected and hired a data protection consultant for additional support to address its failings and look into the organisation's data protection policies.

With these considerations in mind, the ICO imposed a fine of approximately €29,250 on Mermaids for its violation of Article 5(1)(f), Article 32(1) and Article 32(2) of the GDPR.

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English Machine Translation of the Decision

The decision below is a machine translation of the English original. Please refer to the English original for more details.

ICO.
Information Commissioner'sOffice

DATA PROTECTION ACT 2018 (PART 6, SECTION 155)

SUPERVISORY POWERS OF THE INFORMATION COMMISSIONER

MONETARY PENALTY NOTICE

TO: Mermaids

OF: Main Office, Suite 4, Tarn House, 77 the High Street, Yeadon, Leeds,
LS19 7SP; London Office, Office 3, 63 Charterhouse Street, London,

EClM 6HJ

1. Mermaids is Registered Charity Number 1160575.

2. The Information Commissioner ("the Commissioner") has decided to

issue Mermaids with a Penalty Notice under section 155 of the Data

Protection Act 2018 ("the DPA"). This penalty notice imposes an
administrative fine on Mermaids, in accordance with the

Commissioner's powers under Article 83 of the General Data Protection
Regulation 2016 ("the GDPR"). The amount of the monetary penalty is

£25,000.

3. This penalty has been issued because of contraventions by Mermaids of

Articles 5(l)(f) and 32(1) and (2) of the GDPR in that during the period
of 25 May 2018 to 14 June 2019 Mermaids failed to implement an

appropriate level of organisational and technical security to its internal

email systems, which resulted in documents or emails containing
personal data, including in some cases relating to children and / or

including in some cases special category data, being searchable and
viewable online by third parties through internet search engine results.

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Information Commissioner'sOffice
In the interests of clarity, 25 May 2018 is the date on which the GDPR
became applicable in all member states, including the United Kingdom

("the UK"), and 14 June 2019 is the date on which the controller took

steps to secure the email group in question.

4. This Monetary Penalty Notice explains the Commissioner's decision,

including the Commissioner's reasons for issuing the penalty and for
the amount of the penalty.

Legal framework for this Monetary Penalty Notice

Obligations of the controller

5. Mermaids is a controller for the purposes of the GDPR and the DPA,

because it determines the purposes and means of processing of

personal data (GDPR Article 4(7)).

6. 'Personal data' is defined by Article 4(1) of the GDPR to mean:

information relating to an identified or identifiable natural person
('data subject'); 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.

7. 'Processing' is defined by Article 4(2) of the GDPR to mean:

any operation or set of operations which is performed on personal
data or on sets of personal data, whether or not by automated
means, such as collection, recording, organisation, structuring,
storage, adaptation or alteration, retrieval, consultation, use,
disclosure by transmission, dissemination or otherwise making
available, alignment or combination, restriction, erasure or
destruction

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Information Commissioner'sOffice
8. Article 9 GDPR prohibits the processing of 'special categories of personal
data' unless certain conditions are met. The special categories of

personal data subject to Article 9 include 'data concerning health or data

concerning a natural person's sex life or sexual orientation'.

9. Controllers are subject to various obligations in relation to the processing

of personal data, as set out in the GDPR and the DPA. They are obliged
by Article 5(2) to adhere to the data processing principles set out in

Article 5(1) of the GDPR.

10. In particular, controllers are required to implement appropriate

technical and organisational measures to ensure that their processing of
personal data is secure, and to enable them to demonstrate that their

processing is secure. Article 5(l)(f) stipulates that:

Personal data shall be[. ..] processed in a manner that ensures
appropriate security of the personal data, including protection
against unauthorised or unlawful processing and against
accidental loss, destruction or damage, using appropriate
technical or organisational measures

11. Article 32 ("Security of processing") provides, in material part:

1. 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 risk of varying likelihood and severity
for the rights and freedoms of natural persons, the controller and
the processor shall implement appropriate technical and
organisational measures to ensure a level of security appropriate

to the risk, including inter alia as appropriate:

(a) the pseudonymisation and encryption of personal
data;

(b) the ability to ensure the ongoing confidentiality,
integrity, availability and resilience of processing
systems and services;

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Information Commissioner'sOffice

(c) the ability to restore the availability and access to
personal data in a timely manner in the event of a
physical or technical incident;

(d) a process for regularly testing, assessing and
evaluating the effectiveness of technical and
organisational measures for ensuring the security of

the processing.

2. In assessing the appropriate level of security account shall be
taken in particular of the risks that are presented by processing,
in particular from accidental or unlawful destruction, loss,
alteration, unauthorised disclosure of, or access to personal data
transmitted, stored or otherwise processed.

The Commissioner's powers of enforcement

12. The Commissioner is the supervisory authority for the UK, as
provided for by Article 51 of the GDPR.

13. By Article 57(1) of the GDPR, it is the Commissioner's task to

monitor and enforce the application of the GDPR.

14. By Article 58(2)(d) of the GDPR the Commissioner has the power

to notify controllers of alleged infringements of GDPR. By Article 58(2)(i)

she has the power to impose an administrative fine, in accordance with
Article 83, in addition to or instead of the other corrective measures

referred to in Article 58(2), depending on the circumstances of each

individual case.

15. By Article 83(1), the Commissioner is required to ensure that

administrative fines issued in accordance with Article 83 are effective,

proportionate, and dissuasive in each individual case. Article 83(2) goes
on to provide that:

4 •

ICO.
Information Commissioner'sOffice

When deciding whether to impose an administrative fine
and deciding on the amount of the administrative fine in
each individual case due regard shall be given to the
following:

(a) the nature, gravity and duration of the
infringement taking into account the nature scope or
purpose of the processing concerned as well as the
number of data subjects affected and the level of
damage suffered by them;

(b) the intentional or negligent character of the
infringement;

(c) any action taken by the controller or processor to
mitigate the damage suffered by data subjects;

(d) the degree of responsibility of the controller or
processor taking into account technical and
organisational measures implemented by them
pursuant to Articles 25 and 32;

(e) any relevant previous infringements by the
controller or processor;

(f) the degree of cooperation with the supervisory
authority, in order to remedy the infringement and
mitigate the possible adverse effects of the
infringement;

(g) the categories of personal data affected by the
infringement;

(h) the manner in which the infringement became

known to the supervisory authority, in particular
whether, and ifsoto what extent, the controller or
processor notified the infringement;

(i) where measures referred to in Article 58(2) have
previously been ordered against the controller or
processor concerned with regard to the same
subject-matter, compliance with those measures;

(j) adherence to approved codes of conduct pursuant
to Article 40 or approved certification mechanisms
pursuant to Article 42; and

5 •

ICO.
Information Commissioner'sOffice

(k) any other aggravating or mitigating factor

applicable to the circumstances of the case, such as
financial benefits gained, or losses avoided, directly
or indirectly, from the infringement.

16. The DPA contains enforcement provisions in Part 6 which are
exercisable by the Commissioner. Section 155 of the DPA ("Penalty

Notices") provides that:

(1) If the Commissioner is satisfied that a person

(a) has failed or is failing as described in section
149(2) ...

the Commissioner may, by written notice (a "penalty
notice"), require the person to pay to the Commissioner an
amount in sterling specified in the notice.

(2) Subject to subsection (4), when deciding whether to
give a penalty notice to a person and determining the
amount of the penalty, the Commissioner must have
regard to the followingso far as relevant-

(a) to the extent that the notice concerns a matter to
which the GDPR applies, the matters listed in Article
83(1) and (2) of the GDPR.

17. The failures identified in section 149(2) DPA 2018 are, insofar as

relevant here:

(2) The first type of failure is where a controller or
processor has failed, or is failing, to comply with any of the
following-

(a) a provision of Chapter II of the GDPR or Chapter
2 of Part 3 or Chapter 2 of Part 4 of this Act

(principles of processing);

..,

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(c) a provision of Articles 25 to 39 of the GDPR or
section 64 or 65 of this Act (obligations of controllers
and processors)[. ..]

Factual background to the incident

18. The origins of Mermaids lie in a parents' support group formed by
parents whose children were experiencing gender incongruence. It

was registered in 1999 with the Charity Commissioner. Mermaids was
incorporated as a registered charity in 2015 and offers support to

children, young people and their families in relation to gender non

conformity.

19. On 15 August 2016, which is the date on which the email group

of relevance to the contraventions set out in this notice was created,
the Chief Executive Officer ("the CEO") was at that date the only paid

staff member at Mermaids. On 14 June 2019, Mermaids were notified

by a service user of the charity that internal emails containing personal
data were publicly available onlinMermaids contacted the

Commissioner later that day to report the concerns. On 17 June 2019,
the CEO telephoned the Commissioner to update her and sent a follow

up email detailing the remedial steps which Mermaids had taken.

Contraventions of Articles S(ll(fl, 32(1) (2) of the GDPR

20. In regard to the principle of integrity and confidentiality under
Article (5)(l)(f) of the GDPR, the Commissioner considers that emails

were processed by Mermaids on an email group without Mermaids

applying the appropriate restricted access settings. If the appropriate
security access settings had been applied, then access would have

been restricted to approved members of the group only and it would
not have been possible for third parties to gain unauthorised access

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through the internet to the emails containing personal data, in some
cases concerning children and/ or in some cases containing special

category data, in the period 25 May 2018 to 14 June 2019. In the

interests of clarity, 25 May 2018 is the date on which GDPR became
applicable in all member states, including the UK, and 14 June 2019 is

the date on which the controller took steps to secure the email group in

question.

21. In regard to the requirement under Articles 32(1) and (2) of the

GDPR to implement a level of security appropriate to the risk when
processing data, the Commissioner considers that Mermaids failed to

have adequate security measures in place to ensure the appropriate
security for personal data in the period 25 May 2018 to 14 June 2019.

The email group did not have the appropriate restricted access settings

applied to it and therefore the personal data including the special
category data were accessible to third parties. Consideration should

have been given to pseudonymisation or encryption of the data, either

of which would have offered an extra layer of protection to the
personal data. Taking such a step may have reduced the opportunity

for the emails to be placed at risk in circumstances where Mermaids'

organisational memory had failed to account for the existence of the
dormant email group after it stopped being used on 21 July 2017. For

the avoidance of doubt, the Commissioner has concluded that the
nature and gravity of the contraventions are unaffected by the

unanswered question as to whether the journalist and third party

stumbled across the data by accident or by any possibility, however
remote, that individuals deliberately set out to find the information by

using a precise and unusual syntactical search. Further, it is

considered by the Commissioner that the nature of the contraventions
is unaffected by the unanswered question as to the extent to which any

other third party or parties accessed the data.

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Information Commissioner'sOffice

22. The contraventions by Mermaids between 25 May 2018 and 14

June 2019 involved personal data which in some cases included special

category data and/ or data which was sensitive in its context. The
incident involved data which in many cases belonged to children and/

or vulnerable individuals. It involved a large group of 550 data

subjects and around 24 data subjects whose data was sensitive in its
context and/ or belonged to children and/ or belonged to vulnerable

individuals. It has been confirmed in the course of Representations that

of those 24 data subjects whose data could be said to be sensitive in
context, and/ or belonged to children or vulnerable individuals, 15 of

the data subjects had special category data accessible. The sensitive
nature of the data which was accessible to third parties means that the

contraventions necessarily involved significant damageand/ or

distress to the data subjects, whether or not it was also special
category data. The Commissioner has not taken account of any

contraventions which may have occurred between 15 August 2016

(i.e., the date of creation of the email group) and 25 May 2018 but has
had regard to how the failure first arose and persisted. The

Commissioner considers the contraventions to have been negligent.

Notice of Intent

23. On 19 March 2021, in accordance with s.55(5) and paragraphs

2 and 3 of Schedule 16 DPA 2018, the Commissioner issued Mermaids

with a Notice of Intent to impose a penalty under s.155 DPA 2018. The
Notice of Intent described the circumstances and the nature of the

personal data in question, explained the Commissioner's reasons for a

proposed penalty, and invited written representations from Mermaids.

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Information Commissioner'sOffice
24. On 20 April 2021, Mermaids provided written representations in

respect of the Notice, together with a supporting document.

25. On 17 May 2021 the Commissioner held a 'representations
meeting' to thoroughly consider the representations provided by

Mermaids.

Factors relevant to whether a penalty is appropriate, and if so, the

amount of the penalty

26. The Commissioner has considered the factors set out in Article

83(2) of the GDPR in deciding whether to issue a penalty. For the reasons

given below, she is satisfied that (i) the contraventions are sufficiently
serious to justify issuing a penalty in addition to exercising her corrective

powers; and (ii) the contraventions are serious enough to justify a

significant fine.

27. In regard to the amount of the penalty, the Commissioner has

considered the following facts: Mermaids' total income rose from
1
£317,580 in the year ending 31 March 2018 , to £715,330 in the year
ending 31 March 2019, to £902,440 in the year ending 31 March 2020.

The Commissioner is mindful that the penalty must be effective,

proportionate and dissuasive.

(al the nature, gravity and duration of the infringement taking into

account the nature, scope or purpose of the processing concerned as

1
https://register-of-charities.charitycommission.gov.uk/charity-search/-/charity-details/5054976/financial
history

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well as the number of data subjects affected, and the level of
damage suffered by them

28. Nature: The CEO set up an internet-based email group service
at https: /groups.io, which is overseen by a third party based in the

United States of America ("the USA"). In particular, the CEO created

Generalinfo@Groups.IO so that emails could be shared between the
CEO and the 12 trustees. An absence of records relating to the

creation of the group and the controls that were considered at that

time has meant that it has been impossible to establish exactly how
the group service was set up, and therefore how the incident

originated. The CEO is unable to recall whether the emails were left
accessible deliberately to facilitate a general discussion or whether it

was an oversight not to select a more secure option and to leave a

default security setting in operation. However, after being made aware
that the emails were accessible, Mermaids established that the default

setting for security and privacy on the Groups.IQ internet-based email

service provided, "Group listed in directory, publicly viewable
messages," which was an insecure and inappropriate setting.

Alternative settings available to users of the email service were,

"Group not listed in directory, publicly viewable messages,", "Group
listed in directory, private messages," and, "Group not listed in

directory, private messages," which, if selected, may have provided
more appropriately secure settings.

29. The Groups.IQ internet-based email group service was in active
use by Mermaids from 15 August 2016 to 21 July 2017. After it

became dormant it nevertheless continued to hold emails. Mermaids'

failure to implement appropriate security settings meant that the email
group was listed in the Groups.IQ search directory and was indexed on

large search engines such as Google. In addition to communications

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Information Commissioner'sOffice
between the trustees, the emails included some forwarded emails from
Mermaids' service users. Mermaids failed to implement an appropriate

level of security to its internal email systems, which resulted in

documents or emails containing personal data, including in some cases
relating to children and/ or including in some cases special category

data, being searchable and viewable online by third parties through

internet search engine results. Mermaids was unaware that it had
failed to implement an appropriate level of security or that personal

data of its service users was searchable and viewable online by third

parties.

30. The last email on the Groups.IQ service was sent on 21 July
2017. Nevertheless, the email group remained live and the emails

remained publicly visible on the Groups.IQ website until remedial

actions were taken in June 2019.

31. On 14 June 2019, a service user of the charity, who was the

mother of a gender non-conforming child, informed the CEO that she
had been called by a journalist from the Sunday Times, who had told

her that her personal data could be viewed online. The journalist had

informed the parent that by searching online he could view confidential
emails, including her child's current name, the child's "dead name", the

date of birth, the mother's maiden name and married name, her
employer's address, her mobile telephone number and details of her

child's mental and physical health. On the same day, Mermaids

received pre-publication notice from the Sunday Times that the emails
were accessible online and the newspaper would be publishing an

article about the incident. Mermaids are understood to have taken

immediate steps to block access to the email site before the newspaper
report of the incident was published.

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32. Gravity: The topic of gender incongruence is still regarded, by

many commentators and members of the public, to be controversial,

and the fact that a child or adult may be experiencing gender
incongruence is a sensitive issue which can lead to increased

vulnerability. The Commissioner considers that the likely increased

vulnerability of a data subject in turn increases the risk of damage or

distress being caused to the data subject by any data contravention
that reveals that an individual is seeking information about, or support

for, gender incongruence. The Commissioner considers that the data

about gender incongruence was sensitive in its context. The
Government ran a consultation on reform of the Gender Recognition

Act 2004 between July and October 2018, which generated widespread

public interest in and debate about gender incongruence. Groups

supporting transgender rights and people experiencing gender
incongruence may be at a higher risk of experiencing prejudice,

harassment, physical abuse or hate crime. According to the Home
2
Office Hate Crime report published on 15 October 2019 , transgender
identity is the least commonly recorded hate crime, however, in 2018 it

increased by 37%. The large percentage increase may be due to the

relatively small number of transgender identity hate crimes of 2,333

during the 2018-2019 period, improvements by the police in identifying
and recording such crimes, more people coming forward to report the

crimes, or a genuine increase in transgender hate crimes. The

Commissioner has had regard to such risks when considering the
potential harm that may be caused to affected data subjects.

33. In regard to 15 data subjects, the emails included special

category data, such as details of the data subject's mental or physical

hate-crime-1819-hosb2419.pdfrvice.gov.uk/government/uploads/system/uploads/attachment_data/fi le/839172/

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health and/ or sex life and/ or sexual orientation, with a further 9
data subjects whose data could be classified as sensitive in context.

Four of those 24 data subjects were aged 13 or under in June 2019

and therefore must have been aged 12 or under in the period between
25 May 2018 and 14 June 2019.

35. Duration: The Commissioner has been unable to confirm the
exact duration of the contraventions. However, given the age of some

of the data, she is satisfied that it has been occurring, to some extent,

since at least 25 May 2018, and she has not considered any
contravention prior to this date, which would fall to be considered

under the previous data protection regime. The Commissioner

considers that Mermaids was in contravention of the GDPR from the
date on which it came into force on 25 May 2018 until the issue was

remedied by 14 June 2019.

36. Number of data subjects affected: The Commissioner

understands that around 780 pages of confidential emails were visible
online, which included sensitive data relating to gender incongruence

and personal data relating to 550 data subjects, such as name, email

address, job title, or employer's name.

37. Damage: It has not been possible to establish whether or not the

data which was exposed online was accessed by third parties other than
the Sunday Times journalist. Two data subjects, a mother and a child,

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made complaints to Mermaids about the contraventions. The

Commissioner also received two complaints.

38. It is reported that 550 emails were accessible and could be viewed

online from August 2016 until 14 June 2019. They contained personal
data such as names, emails address, job title, employer's name which

identified individuals and their connection with the transgender charity.

It can be inferred that the individuals whose email addresses were on
the group are users of Mermaids, who are a transgender charity, that

their data would be sensitive data in context. Most of the email threads

contained general discussions, for example, concerning fundraising,
arranging attendance at conferences and advice about anti-bullying, and

the data subjects were open about their connection with Mermaids.

Twenty-four emails have been identified by Mermaids as being of a
higher risk, containing more sensitive details within conversations

between the CEO, stakeholders and subscribers of Mermaids and

included discussions of transgender issues and how the data subjects
were feeling and coping with their experiences. Four of these emails

related to data subjects who were aged 13 or under as of June 2019.

With the introduction of the GDPR, children should be afforded more
protection in relation to their data.

39. If someone had accessed the email group online there would have
been sufficient available identifying data to potentially "out" the data

subject, removing any choice and infringing their privacy.

40. Due to the nature of the services offered by the Mermaids charity,

being an organisation who offer support to transgender individuals, the

Commissioner expected them to ensure stringent safeguards were in
place to protect service users and their personal data. Mermaids received

four complaints from former trustees and two from service users. All

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complaints have been resolved.

(bl the intentional or negligent character of the infringement

41. By 25 May 2018, Mermaids was a well-established significant

charity and should have implemented appropriate measures to ensure
that personal data was safeguarded, particularly since the data in some

cases related to vulnerable children and/ or vulnerable adults and/ or
included special category data and/ or a significant proportion of data

was sensitive in its context. In the period 25 May 2018 to 14 June

2019, there was a negligent approach towards data protection at
Mermaids, data protection policies were inadequate and there was a

lack of adequate training, including a lack of face-to-face training, on

data protection. Following the introduction of the GDPR, Mermaids'
data protection policies had not been updated to ensure compliance.

Safeguards should have been in place to protect the young and/ or
vulnerable data subjects who had used or were using the charity's

services, particularly given the probability that personal data controlled

or processed by Mermaids would include special category data and/ or
data which was sensitive in its context.

42. The Commissioner considers that the contraventions were not

deliberate, although there is an element of negligence as the CEO

created the email group with the least secure settings in error. This
was compounded by the fact the CEO, not nor any other person

associated with the charity, did not correctly close down the email
group, thereby leaving it accessible, albeit dormant.

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(cl any action taken by the controller or processor to mitigate the
damage suffered by data subjects

43. As soon as Mermaids were made aware, by the service user, that

the email group was accessible, the charity immediately took the email
group down and took proportionate action to ensure any data collected
was removed from any archive website.

-

(dl the degree of responsibility of the controller or processor taking
into account technical and organisational measures implemented by

them pursuant to Articles 25 and 32

45. All Mermaids staff and volunteers received mandatory data
protection training in December 2018, which is updated annually,
however, the ongoing contraventions were not identified by anyone at

Mermaids during the period of operation of the insecure email system,
which demonstrates that the training was inadequate and/ or

ineffective.

46. The CEO of Mermaids created the email group with the least
secure settings. Even though it was created in 2016 which would have
been covered by the Data Protection Act 1998, the group remained live

and accessible until June 2019, with the same settings that were
applied on its creation in 2016. The settings were the least secure and

allowed access to the email group and the contents of the emails were

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viewable online. When the use of the email group ceased there was no
clear documentation to demonstrate how it was created or

decommissioned. The email group remained dormant but accessible

and appears to have been forgotten.

47. In addition to the change in data protection legislation such as

the introduction of the GDPR, the Government consultation concerning
the Gender Recognition Act 2004 ("GRA") and associated public debate

on gender incongruence should have prompted Mermaids to re-visit

their policies and procedures to ensure appropriate measures were in
place to protect individuals' privacy rights.

(el any relevant previous infringements by the controller or
processor

48. The Commissioner is unaware of any previous data protection

infringements by Mermaids.

(fl the degree of cooperation with the supervisory authority, in

order to remedy the infringement and mitigate the possible adverse

effects of the infringement

49. Mermaids were co-operative and replied to the enquiries
promptly. They employed both solicitors and a data protection

consultant to review the incident and to oversee any remedial action.

Mermaids also instructed a specialist media law firm on 14 June 2019.
They received four complaints from former trustees and two from

service users - all of which have been concluded.

50. Mermaids immediately adjusted the settings on the Groups.IQ

website so that the data was no longer accessible to third parties.

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Mermaids staff began reviewing all the emails which had been exposed
to viewing by third parties. Mermaids also reported itself to the

Commissioner on 14 June 2019.

51. On 15 June 2019,

The same day,

the Sunday Times printed an online article stating that 1,000 pages of
confidential emails by Mermaids were available on the 10 platform

which had been active between 2016 and 2017 and could be viewable

online. The same day, Mermaids informed an initial number of data
subjects, whom it regarded as "sensitive data subjects", and for whom

Mermaids had contact details, about the incident. Also on 15 June
2019, Mermaids published a press statement on its website which

included an apology. Also on 15 June 2019, Mermaids notified the

Charity Commission of the existence of a serious risk incident. Also on
15 June 2019, Mermaids liaised with Groups.IQ to obtain metadata to

identify when the relevant data had been accessed by third parties and

Mermaids were told by Groups.IQ that they did not collect that
metadata.

52. On 16 June 2019, a printed article was published in the hard
copy Sunday Times, drawing attention to the matter. Also on 16 June

2019, Mermaids notified all former trustees and major funders of the
incident; and took initial steps to transition its email service to a more

secure email platform.

53. On 17 June 2019, Mermaids engaged a data protection

consultant. Also on 17 June 2019, Mermaids updated the Charity

Commission about the incident.

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Information Commissioner'sOffice
54. On 18 June 2019, Mermaids learnt that various archived or
cached versions of the data remained online, and therefore their

solicitors requested Google to remove them, and the data were

immediately removed. Similar steps were taken by Mermaids to
remove data from Archive.Ii. The same day, Mermaids sent the

Commissioner an update.

55. On 19 June 2019, Mermaids liaised with Groups.IQ to request

information regarding users making requests of the Mermaids' group's
archives. Three further data subjects were identified by Mermaids as

"sensitive data subjects". Mermaids continued its efforts to remove
access to the data via Archive.Ii.

56. On 20 June 2019, the three additional "sensitive data subjects"
were notified of the incident. Legal advisors to Mermaids reviewed

with staff the current data systems at Mermaids for any further areas
of vulnerability. The same day, Mermaids instructed their solicitors to

begin liaising with the "sensitive data subjects".

57. On 21 June 2019, Groups.IQ confirmed that they did not hold

any relevant information in their logs. The same day, Mermaids

engaged an information technology security auditor, to begin to review
the incident on 27 June 2019.

20 ICO.
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58. On 22 June 2019, - confirmed that the data had been

removed. Mermaids' solicitors contacted all the "sensitive data

subjects" to explain the remedial steps which had been taken and
provided copies of their data which had been affected. They also

sought permission from the data subjects whose data had been

uploaded on Archive.Ii to contact Archive.Ii on their behalf to seek
removal of their data.

59. Between 24 June 2019 and 25 June 2019, the law firm obtained

all the consents required from the data subjects to remove the data
from Archive.Ii and sent compliance notices to Archive.Ii and its

webhost, copied to their local data protection authorities. Mermaids

held a trustee meeting to provide an update to trustees on the
remedial steps which had been taken to address the contraventions,

with Mermaids' external legal advisers in attendance.

60. On 26 June 2019, Mermaids updated their website message to

include reference to Archive.Ii.

61. On 27 June 2019, two additional "sensitive data subjects" were

identified by Mermaids, they were updated on the remedial steps which
had been taken and they were sent copies of the personal data which

had been exposed. On the same day, Mermaids was alerted to the fact

that a larger group of data subjects had been affected by the incident.
On Mermaids' instruction, the solicitors then reviewed all the data

which had been accessible online to ensure all remedial actions had

been taken. Mermaids, through their lawyers, notified the
Commissioner and also chased the Sunday Times for a substantive

response to their letter of 21 June 2019.

21 ICO.
Information Commissioner'sOffice

62. On 28 June 2019, Mermaids' solicitors updated the "sensitive

data subjects" whose data had been uploaded to Archive.Ii to confirm

that the relevant webpages had been removed. They also sent an
update to the Commissioner; continued to review the data; wrote

seeking further information from Groups.IQ, if available, about the

extent of any third-party access to the data in question; and updated
the Commissioner on what remedial actions had been taken.

63. On 25 July 2019, the CEO completed half a day of data
protection training from an external trainer, in response to the

contraventions.

64. The Commissioner understands that the specialist data

consultant appointed by Mermaids completed a review of all Mermaids'
data systems and policies to ensure they were compliant with the

GDPR and that Mermaids undertook to implement all his

recommendations. The Commissioner understands that the
contravention has been identified as an isolated incident and no wider

issues were identified during the review. Further, it appears that all

policies at Mermaids have now been updated to conform to the GDPR
and that Mermaids undertook to put all data protection policies on one

place on the intranet where they would be easily accessible to all staff
and volunteers. Further, a security assessment was undertaken by a

specialist consultancy, over a three-week period in June to July 2019,

involving a review of all systems and processes at Mermaids to assess
security and access controls, recommendations were made,

implementation was agreed and the recommendations were then

implemented by Mermaids to strengthen security and privacy.

(gl the categories of personal data affected by the infringement

22 ICO.
Information Commissioner'sOffice

65. These include information allowing identification of individuals,

including children; in some cases the data was sensitive in context

relating to gender incongruence, and in some cases it was special
category data, including data relating to health.

66. The email addresses identified 550 data subjects, all of whom had

been in contact with Mermaids at some point. Due to the nature of the

services offered by Mermaids it can be inferred that some of data of
those individuals can be identified as special category data. 24 have been

identified by Mermaids as being of a higher risk, containing more
sensitive details with conversations between the CEO, stakeholders and

subscribers of Mermaids and included discussions around transgender

issues and how the data subjects were feeling and coping with their
experiences. 15 of those 24 data subjects had special category data

accessible. Some of the emails show an exchange with Tavistock and
Portman NHS Foundation Trust, who run a gender identity clinic. These

emails disclose health information. 4 of those 24 data subjects were

under 13 as of June 2019.

(hl the manner in which the infringement became known to the
supervisory authority, in particular whether, and if so to what extent,

the controller or processor notified the infringement

67. Mermaids notified the Commissioner about the infringement on

23 ICO.
Information Commissioner'sOffice

Mermaids reported themselves to the

Commissioner on the same day.

(il where measures referred to in Article 58(2) have previously

been ordered against the controller or processor concerned with
regard to the same subject-matter, compliance with those measures;

68. Not applicable.

(j) adherence to approved codes of conduct pursuant to Article 40
or approved certification mechanisms pursuant to Article 42;

69. Not applicable.

(kl any other aggravating or mitigating factor applicable to the
circumstances of the case, such as financial benefits gained, or

losses avoided, directly or indirectly, from the infringement.

70. An aggravating factor is the duration of the infringement from

2017 to 2019.

71. Since 2016, Mermaids has raised its profile and in recent years it

has received funding from various sources, including from the National
Lottery, Children in Need and the Government. These factors have

contributed to an increase in the public attention which Mermaids
receives and the good standing from which it has benefited.

Regulatory action against Mermaids will serve as an important

24 ICO.
Information Commissioner'sOffice
deterrent to other entities or persons who are not complying or who
are risking not complying with their duties under the GDPR.

72. The Commissioner has taken account of the prompt remedial
actions taken by Mermaids in response to becoming aware of the

incident, which reduced the detriments caused to the data subjects,

and of Mermaids' co-operation with the Commissioner.

73. Mermaids' profile significantly increased after being linked to a

television programme. This breach was highlighted in a national
newspaper and that resulted in a degree of reputational damage to the

charity. The Commissioner considers that whilst the fine itself should
act as a deterrent, it was important to balance this against ensuring

the charity is able to maintain effective provisions for service users nor

taking away donations made by the public.

Summary and decided penalty

74. For the reasons set out above, the Commissioner has decided to
impose a financial penalty on Mermaids. The Commissioner has taken

into account the size of Mermaids and the financial information which is

available about the charity on the Charity Commission website, as well
as the representations that Mermaids has made to her about its

financial position. She is mindful that the penalty must be effective,

proportionate and dissuasive.

75. Taking into account all of the factors set out above, the

Commissioner has decided to impose a penalty on Mermaids of
£25,000 (twenty-five thousand pounds).

Payment of the penalty

25 ICO.
Information Commissioner'sOffice
76. The penalty must be paid to the Commissioner's office by BACS

transfer or cheque by 3 August 2021 at the latest. The penalty is not
kept by the Commissioner but will be paid into the Consolidated Fund

which is the Government's general bank account at the Bank of

England.

77. There is a right of appeal to the First-tier Tribunal (Information

Rights) against:

(a) The imposition of the penalty; an/or,

(b) The amount of the penalty specified in the penalty notice

78. Any notice of appeal should be received by the Tribunal within 28
days of the date of this penalty notice.

79. The Commissioner will not take action to enforce a penalty
unless:

• the period specified within the notice within which a penalty must
be paid has expired and all or any of the penalty has not been

paid;

• all relevant appeals against the penalty notice and any variation
of it have either been decided or withdrawn; and

• the period for appealing against the penalty and any variation of

it has expired

80. In England, Wales and Northern Ireland, the penalty is

recoverable by Order of the County Court or the High Court. In

Scotland, the penalty can be enforced in the same manner as an
extract registered decree arbitral bearing a warrant for execution

issued by the sheriff court of any sheriffdom in Scotland.

26 ICO.
Information Commissioner'sOffice

81. Your attention is drawn to Annex 1 to this Notice, which sets out
details of your rights of appeal under s.162 DPA 2018.

Dated the 5 day of July 2021

Stephen Eckersley
Director of Investigations
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 SAF

27 ICO.
Information Commissioner'sOffice
ANNEX 1

Rights of appeal against decisions of the commissioner

1. Section 162 of the Data Protection Act 2018 gives any person upon

whom a penalty notice or variation notice has been served a right of

appeal to the First-tier Tribunal (Information Rights) (the 'Tribunal')
against the notice.

2. If you decide to appeal and if the Tribunal considers:-

a) that the notice against which the appeal is brought is not in
accordance with the law; or

b) to the extent that the notice involved an exercise of discretion by
the Commissioner, that she ought to have exercised her

discretion differently,

the Tribunal will allow the appeal or substitute such other decision as

could have been made by the Commissioner. In any other case the

Tribunal will dismiss the appeal.

3. You may bring an appeal by serving a notice of appeal on the Tribunal
at the following address:

GRC & GRP Tribunals
PO Box 9300
Arnhem House
31 Waterloo Way
Leicester
LEl 8DJ

Telephone: 0203 936 8963
Email:
grc@justice.gov.uk
28 ICO.
Information Commissioner'sOffice

a) The notice of appeal should be sent so it is received by the

Tribunal within 28 days of the date of the notice.

b) If your notice of appeal is late the Tribunal will not admit it

unless the Tribunal has extended the time for complying with this
rule.

4. The notice of appeal should state:-

a) your name and address name and address of your representative
(if any);

b) an address where documentsmay be sent or delivered to you;

c) the name and address of the Information Commissioner;

d) details of the decision to which the proceedings relate;

e) the result that you are seeking;

f) the grounds on which you rely;

g) you must provide with the notice of appeal a copy of the penalty
notice or variation notice;

h) if you have exceeded the time limit mentioned above the notice
of appeal must include a request for an extension of time and the

reason why the notice of appeal was not provided in time.

29 ICO.
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5. Before deciding whether or not to appeal you may wish to consult your
solicitor or another adviser. At the hearing of an appeal a party may

conduct his case himself or may be represented by any person whom
he may appoint for that purpose.

6. The statutory provisions concerning appeals to the First-tier Tribunal
(General Regulatory Chamber) are contained in sections 162 and 163

of, and Schedule 16 to, the Data Protection Act 2018, and Tribunal
Procedure (First-tier Tribunal) (General Regulatory Chamber) Rules

2009 (Statutory Instrument 2009 No. 1976 (L.20))

30

@@ Line 52: / Line 52: @@
 }}
-The UK DPA fined a transgender charity approximately €29,250 (£25,000) for infringing Article 5(1)(f), 32(1) and 32(2) GDPR. Internal emails containing special category data sent by the charity, which supports gender non-conforming children and their families, were publicly available online for over a year.
+The UK DPA fined a transgender charity approximately €29,250 (£25,000) for infringing Article 5(1)(f), 32(1) and 32(2) GDPR. Internal emails containing special categories data sent by the charity, which supports gender non-conforming children and their families, were publicly available online for over a year.
 == English Summary ==
@@ Line 59: / Line 59: @@
 Mermaids is a registered charity supporting children, young people and their families in relation to gender non-conformity.
-In 2016, Mermaids created an internet-based email group service at https://groups.io, overseen by a third party in the USA. This email group was intende to be shared between the CEO of Mermaids and 12 trustees. The default security and privacy settings were left in place, including "Group listed in directory, publicly viewable messages".
+In 2016, Mermaids created an internet-based email group service at https://groups.io, overseen by a third party in the USA. This email group was intended to be shared between the CEO of Mermaids and 12 trustees. The default security and privacy settings were left in place, including "Group listed in directory, publicly viewable messages".
-Mermaids was notified in 2019 by a user of the charity that internal emails, sent using the groups.io email group service, were publicly available online and were searchable through search engines. These contained personal data, including special category data. The service user, who's child is gender non-conforming, was made aware that her child's name, "dead name", date of birth, mental and physical health were available online, as well as the mother's name, telehpone number and address.
+Mermaids was notified in 2019 by a user of the charity that internal emails, sent using the groups.io email group service, were publicly available online and were searchable through search engines. These contained personal data, including special category data. The service user, who's child is gender non-conforming, was made aware that her child's name, date of birth, mental and physical health were available online, as well as the mother's name, telephone number and address.
 Overall, 780 pages of confidential emails were available online. This corresponded to 550 data subjects. 15 data subjects had special category data concerning them made available online (mental or physical health; sex life; sexual orientation) and 9 data subject's personal data was considered sensitive in the context. Of these 24 data subjects, 4 were 13 years old or under.
-Mermaid notified the ICO on the day it was told about this.
+Mermaids notified the ICO on the day it was told about this.
 === Dispute ===
 === Holding ===
-The Information Commissioner's Office (ICO) considered that Mermaids processed emails on an email group without appropriate restricted access settings. Due to this failure, third parties could gain unauthorised access to emails containing personal data, including special category data. The ICO deemed this in contravention of the principe of integrity and confidentiality (Article 5(1)(f) GDPR)
+The Information Commissioner's Office (ICO) considered that Mermaids processed emails on an email group without appropriate restricted access settings. Due to this failure, third parties could gain unauthorised access to emails containing personal data, including special category data. The ICO deemed this in contravention of the principle of integrity and confidentiality (Article 5(1)(f) GDPR).
-The ICO also considered that Mermaid failed to satisfy its obligations under Articles 32(1) and 32(2) GDPR. It did not have adequate security measures in place to protect the email group affected. As a consequence, special category data was publicly accessible online for over a year between 2018 and 2019.
+The ICO also considered that Mermaids failed to satisfy its obligations under Articles 32(1) and 32(2) GDPR. It did not have adequate security measures in place to protect the email group affected. As a consequence, special category data was publicly accessible online for over a year between 2018 and 2019.
 The ICO considered various factors that aggravated the violation in order to assess whether a penalty was appropriate. Accordingly, the ICO highlighted the sensitive nature of the publicly available personal data (special category data: gender and health data). It also assessed the gravity of the matter. In relation to this, it deemed that Mermaids' failures increased the vulnerability of the people who's special category data and personal data was made publicly available. The risk of damage or distress for gender non-conforming children was considered particularly high due to discrimination and prejudice. The ICO also took into consideration the types and number of data subjects (some children) affected and the fact that this concerned special category data or sensitive data in context.