• The second point is important for us to try to avoid using personal e-mails for e.g. Banhof information
• The second to last point is needed for our GDPR implementation per wmse:Åtgärdsplan för uppfyllande av dataskyddsreformen/Uppföljning av GDPR-arbetet#Lagring_av_uppgifter

My suggestion is:

• Only board and employees have personal @wikimedia.se addresses
  • The policy for @wikimedia.se addresses disallows it's users from forwarding these to non-EU (or non GDPR compliant) services. [i.e. these addresses are covered by our Privacy policy]
  • When an employee/board member quits this address is either redirected to info@ or we set up an autoreply.
  • When an employee/board member quits they are offered a @frivillig.wikimedia.se addresses in case they are still involved in the organisation.
• Volunteers have personal @frivillig.wikimedia.se addresses
  • No policy (other than against abuse) governs the @frivillig.wikimedia.se addresses [i.e. these addresses are not covered by our Privacy policy]
• All current (non-board/non-employee) holders of @wikimedia.se addresses get an e-mail sent to that address explaining the situation and asking if they still need/want/use it.
  • Positive reply: Assign the corresponding @frivillig.wikimedia.se address
  • Negative reply: Delete/autoreply the address
  • Non-reply: Delete/autoreply the address

This leaves the question of function e-mails:
For clarity these should be governed by the same policy as other @wikimedia.se addresses. However many of them currently redirect to non-employee addresses (e.g. valberedning@ and faddrar@). Forcing these recipients to handle the e-mail according to the same rules as board members/employees may not be feasible. One solution is to explicitly list which addresses are and which aren't covered by our Privacy policy.
The function e-mails in use (other than plain redirects) should be listed and explained in a similar way to the existing list of domains on our wiki.

A draft text is being worked on. A couple of questions remain to iron out before sharing it with the board.

The policy can be found here: https://se.wikimedia.org/wiki/Riktlinjer_för_e-postadresser

The policy specifies that: "För @wikimedia.se-adresser har Wikimedia Sveriges personal, av tekniska orsaker, tillgång till innehållet. Därför rekommenderas i första hand e-postadresser som nyttjar andra domäner (såsom @wikipedia.se)."

Hence, we can let people keep their @wikimedia.se emails if they prefer.

Before switching the other "Förtroendevalda" to Gsuite we need to confirm that our Chair has informed them about the new policy. I will email the chair this week.