Internal Regulation for Local hubs

These internal regulations are based on the MyData Global Bylaws and approved by the association general meeting on June 16th 2020. These regulations are in use and binding for the time being. They describe the definition, governance principles, rights and responsibilities as well as the process for establishing a Local MyData Hub and maintaining its status.

Definitions

MyData Global Association (hereinafter MyData Global) operates globally to empower individuals by improving their right to self-determination regarding their personal data, as defined in the Bylaws1 and MyData Declaration2 (hereinafter Purpose and Vision). While being global, it is grounded on local, regional, and national level through the Local MyData Hubs (hereinafter Hub), which are approved by the Board of MyData Global (hereinafter the Board). The Hubs maintain their status and the right to use MyData Brand by fulfilling the criteria set out in this Internal Regulation.

Hubs are the locus of MyData Global’s activity and an important means to realise its purpose. MyData Global can grant the status of a Hub to a group of MyData Global members in a certain geographic area (e.g. city, region or country), who are represented by the Hub’s Leadership Team.

A Hub can operate as an informal community (hereinafter Informal Community Hub) or a legal entity (hereinafter Legal Entity Hub). A new Hub will be established as an Informal Community Hub and may later be transformed into a Legal Entity Hub.

Hubs are accountable to the members of the MyData Global association that are participating in the Hubs activities locally as well as the whole membership of the whole organisation. Therefore there is only one membership of MyData and that is the membership of MyData Global association. This means that if a Legal Entity Hub has members with voting rights, they must also be members of MyData Global.

Hubs are considered as part of MyData Global’s institutionalised activity, and have a Formal Consultative Role in giving guidance to the MyData Global’s leadership team about matters that affect Hubs collectively.

MyData Global encourages the creation of Hubs, and supports them in the execution of their Action Plans.

1. Purpose and Principles of Hubs

1.1 Purpose: Hubs strive towards the same Purpose and Vision as MyData Global. Hubs represent members of MyData Global locally and provide them a structure to promote the MyData vision and principles as defined in the Bylaws and MyData Declaration.

1.2 Accountability: Hubs are accountable to the members of the whole MyData Global. Among other things this means especially building and maintaining the MyData brand to be always aligned with the Purpose and Vision of the association.

1.3 Alignment & coordination: The MyData Global and its network of Hubs are highly aligned in their ambition and goals of realising the Vision and Purpose. They are further loosely coupled in their strategic activities, which support each other wherever possible.

1.4 Autonomy & leadership: MyData Global and the Hubs have a non-hierarchical, while closely reciprocal relationship. Hubs are autonomous in their actions as long as they abide by this Internal Regulation in its entirety, and led by active members of MyData Global who form the Hub’s Leadership Team. MyData Global does not have control over or responsibility for the content, engaged parties or implementation of Hubs activities.

FAQ

What does being “highly aligned” mean in terms of the Vision and Purpose? Similarly, what does it mean to be “loosely coupled” in the strategic activities?

In principle, that means the Hubs and MyData Global should agree on the Vision described in the MyData Declaration and work towards that. At the same time, Hubs are not required to take up the same strategic activities as MyData Global, and are independent in their chosen strategies and Action Plans. While staying independent, the objectives should nevertheless complement each other wherever possible.

What is the relation of members with the Hubs and MyData Global? Can Hubs have members or are all members directly members of MyData Global? What about membership fees?

As described in the Definitions section and in Art 5.2, there is only one membership of MyData and that is the membership of MyData Global association. If a Hub is an Informal Community, it may include members of MyData Global association, while legally speaking, there’s no “Hub membership”. In case the Hub operates as a Legal Entity Hub, and has members with voting rights, all members of that legal entity must also be members of MyData Global. Reach out to hello@mydata.org for further information.

2. Establishing a Hub

2.1 At least two (2) MyData Global members (either individual members or representatives of organisational members) can apply to establish an Informal Community Hub. Applications accompanied with an Action Plan for the first year shall be filed in the format currently approved by the Board.

2.2 The application for establishing a new Hub is reviewed by a designated MyData Global staff member and representatives from other Hubs, and if no concerns occur, it is recommended  for approval by the Board.

2.3 The reviewers of Hub application must raise concerns explicitly to the Board if they recognise past or present conduct violative of this Internal Regulations, the Guiding Principles3, Code of Conduct4,  or if the Action Plan is not aligned with the Purpose and Vision.

2.4 Once approved by the Board, the new Hub will be added to the official list of Hubs5, it gains the right to use MyData name and other rights described in Section 3, and it becomes responsible for fulfilling the criteria set out in Section 4.

2.5 Within the first 6 months from the Hub’s approval the Leadership Team shall inform MyData Global about the Principles of Operation including how the Hub makes decisions about appointing Leadership Team members and Contact Person (as defined in Art 4.4) in the future.

Can there be many Hubs in the same geographic area?

Yes, e.g. MyData Finland, MyData Helsinki and MyData Vantaa. Hubs in the same local area are nevertheless encouraged to collaborate to promote the MyData Vision and Purpose, and if useful, merge once its engaged participants, goals and activities start to coincide. It’s important to note that Hubs are not hierarchically organized – that, is (MyData [Local Area]) is not subordinate to (MyData [Regional Area]). From time to time disputes may arise about which Hub may properly claim a particular Hub name. Hub leaders are strongly encouraged to communicate with one another and reach consensus through amicable discussion. If such a dispute cannot be resolved, MyData Global will support the members to resolve the situation.

Can existing organisations become Hubs? Are there any special requirements on this?

An existing organisational member of MyData Global can establish a Hub together with other members of MyData Global. It is important to note that the organisation is NOT allowed to call itself a MyData Hub, and needs to stay inclusive to other individual or organisational members of MyData Global. 

How often are new Hubs accepted?

Accepting and enrolling new Hubs is mainly contingent on the pace of coordination between the hub initiators, MyData Global staff and fellow hub leaders to review its applications. The motions for approval go to the MyData Global’s board twice a month.

3. Rights of a Hub

3.1 MyData Brand: Hubs are entitled to use MyData Global’s brand according to the branding guidelines currently approved by the Board. Hubs must not register MyData related trademarks unless specifically agreed otherwise.

3.2 Support and guidance: Hubs have the right for support and guidance from MyData Global (eg. guidance on MyData Global strategy, guidelines for operations, organising meetings, communications, support in finding sponsors etc.).

3.3 Share of membership fees: MyData Global will provide the opportunity to its members to allocate a share of their membership fee to a Hub of their choice. The percentage shared with Hubs is defined in the financial policy6 of MyData Global.

3.4 Formal consultative role: Hubs have a right to be formally consulted in a timely manner regarding proposed changes to this Internal Regulation and other matters that affect Hubs collectively. Hubs can also proactively make the initiative of such matters to be consulted adequately with all Hubs.

4. Requirements of a Hub 

4.1 A Hub is required to follow this Internal Regulation in its entirety and all activities of the Hub must be aligned with the Purpose.

4.2 In addition to this Internal Regulation, the Hub can only be governed by its own foundational documents, and cannot simultaneously represent another organisational network. A Hub’s name must include “MyData”. This may be translated into native languages.

4.3 A Hub must always have a Leadership Team of  MyData Global members. This team will consist of at least two (2) members who are either individual members or representatives authorised by an organisational member. The leadership team is accountable and responsible to MyData Global for all activities of the Hub. In the case of Legal Entity Hubs (see section 5), the responsibility lies with the legal entity, not the individual members of the Leadership Team.

4.4 A Hub must have an appointed Contact Person (who may be part of the Leadership Team) for communications between the Hub and MyData Global. The Contact Person is responsible for keeping MyData Global updated on any changes in Hub’s Leadership Team’s contact details as well as Principles of Operation, and Action Plan as described below.

4.5 Action Plan: Hubs are responsible for their management, strategy and budget. Hub’s Leadership Team shall develop together with the participants of the Hub an Action Plan for the Hub and maintain it updated. MyData Global shall be informed about the current Action Plan annually, or whenever significant changes occur.

4.6 Promoting Membership: Hubs are expected to regularly promote MyData Global’s Membership and activities in their own activities and communication.

5. Setting up a legal entity for a Hub

5.1 In order for an Informal Community Hub to be a Legal Entity Hub,  the foundational documents of the legal entity must explicitly i) reflect alignment with the purpose of MyData Global ii) ensure that only members of MyData Global in good standing can be represented in the board of the Legal Entity and if applicable iii) implement the membership policy (described in Art 5.2). Furthermore, Hub must have shown solid progress during the past 6 months.

5.2 Legal Entity Hubs may be membership based, but in case Hub Members would have voting rights, it is explicitly forbidden to provide solely Hub Membership, with no MyData Global Membership. At any given time at least 90% of the members of the Hub, who have voting rights, must also be members of MyData Global.

5.3 Once an existing Informal Community Hub wants to set up a legal entity for the Hub, it shall provide a free form application and it’s draft bylaws or other foundational documents in English to the Board of MyData Global to be pre-approved. The Board shall verify that the requirements for a Legal Entity Hub are met and make a decision about allowing the Hub to set up a legal entity.

5.4 Once the legal entity for the Hub has been established, MyData Global shall sign an agreement with it in order to formalise the rights and responsibilities set out in this regulation in more detail and grant it the status of a Legal Entity Hub.

5.5 The Hub’s Contact Person must communicate any suggested changes to the foundational documents of the Legal Entity Hub in English to MyData Global prior to approving these.

6. Closing a Hub

6.1 A Hub can be closed by the request from the Hub’s Leadership Team confirming that appropriate measures have been taken to offer other Hub participants the opportunity to step up as the successive Leadership Team, and that these efforts have been unsuccessful.

6.2 In case of infringements to this Internal Regulation or inactivity for more than 6 months, MyData Global has the right to inquire and receive more information from the Leadership Team of the Hub about the reasons and/or any unmentioned issues. In case the Leadership Team is not forthright and cooperative in handling complaints, the Board of MyData Global may decide to consult the members of MyData Global participating in the Hub directly and allow interested members to take over the Hub’s leadership where legally possible, or terminate their right to operate as a Hub. 

6.3 In the case of closing a Legal Entity Hub, the agreement between MyData Global and the Hub’s legal entity will be terminated and the legal entity of the Hub will lose the right to use MyData name and brand. If the Legal Entity Hub had acquired MyData-related Intellectual Property Rights (hereinafter IPR) during its operation, the IPR ownership shall be transferred at no cost to MyData Global.

6.4 If any conditions change, a previously closed Hub may be reopened by the same process as setting up a new Hub (as described in Section 2).

 

7. Exemption

 

7.1 A Hub can apply for an exemption of this Internal Regulation from the Board of MyData Global by providing a free form application that states the exact points of this Internal Regulation that are the target of the exemption.

7.2 The Board may approve the exemptions as Board Decisions if it is justified as being beneficial for MyData Global. The Board Decisions shall explicitly mention the duration of the exemption and the exact points of this Internal Regulation that are the target of the exemption. Approved exemptions entitled to a Legal Entity Hub are further formalised as binding signed agreements between the Legal Entity Hub and MyData Global.

7.3 All exemptions are temporal and can last at most two (2) years from the date of approval. Exemptions may be renewed after the initial 2 year period, if absolutely necessary. If this Internal Regulation is amended, also the validity of granted exemptions need to be revised by a designated staff member of MyData Global.

 

8. Updating this regulation

 

8.1 This Internal Regulation may be updated as needed in the MyData Global association’s general meetings. Hubs are expected to acquaint themselves with updated versions soon after these are approved by the general meeting.

8.2 The following items remain outside of the scope of this version of the Internal Regulation, but have been identified as development points towards the next version:

8.2.1 Defining the appropriate type(s) of legal entities to act as a Legal Entity Hub.

8.2.2 Establishing guidelines for the Principles of Operations of Informal Community Hubs.

8.2.3 Key metrics for measuring Hubs success (that are shared publicly) are crucial to ensure transparency and alignment as well as avoid unnecessary bureaucracy in reporting.

Footnotes

1 MyData Global Bylaws (https://mydata.org/bylaws) define the purpose of the association (Article 2.1 Purpose) and the means of establishing Internal Regulations that supplement the Bylaws (Article 9.1 Internal Regulations)

2 The MyData Declaration (https://mydata.org/declaration) defines the high level mission and principles of MyData Global.

3 Guiding Principles (https://mydata.org/guiding-principles ) define the expected behavior in all MyData activities online and offline.

4 Code of Conduct (https://mydata-global.org/code-of-conduct ) complements the Guiding Principles by defining the unacceptable behaviours as well as consequences of misconduct.

5 https://mydata.org/hubs

6 Financial Policy (https://mydata-global.org/info-finance) clarifies the roles, authority, and responsibilities for essential financial management activities and decisions.