Purpose
In the course of performing their duties, the Organizational Culture Roadmap (OCR) volunteers will have access to information not available, or not yet available, to the public or to individuals who are not volunteers on the OCR team or a collaborating committee.
To protect volunteer and other private information, and to ensure that people who share private information with us feel confident it will be treated securely, OCR volunteers are required to agree and adhere to this policy in addition to their responsibilities under the Code of Conduct.
OCR volunteers are expected to uphold the highest standards of confidentiality, and may not disclose, to anyone outside of the current OCR team or relevant committees, any information considered confidential and/or privileged that they learn.
Scope
This policy applies to the following individuals:
- OCR volunteers, including Volunteers, Goal Supervisors, and Heads currently serving on OCR and those who have previously served.
- Advisors, such as the Board of Directors, the Legal committee, or other Organization for Transformative Works (OTW) volunteers, who:
- may need to be informed of some or all of the details of otherwise confidential OCR information in order to properly advise OCR, and
- have not yet signed an OTW confidentiality policy authorized as equivalent to this policy by the OCR Head(s).
Confidential Information
Any information that is created or shared within OCR with the expectation of confidentiality is considered confidential unless otherwise indicated. This includes, but is not limited to:
- User Information: full names; usernames; email addresses; IP addresses; connections between individuals’ legal, professional, and/or fannish identities; and any other private information about users and other parties who contact or work with OCR for any reason.
- Volunteer Information: real names; personal email addresses; IP addresses; connections between individuals’ legal, professional, and/or fannish identities; and any other private volunteer information learned in the course of OCR work; and
- Internal Discussion: discussions in private OTW-controlled spaces used for OCR work (including cross-committee channels) and/or restricted solely to currently-serving OCR volunteers (such as locked OCR channels).
In situations where it is unclear whether information should be considered confidential, the default will be to treat the information as confidential, unless determined by OCR Heads that the information should not be considered confidential.
Treatment of Confidential Information
OCR volunteers may discuss confidential information within the confines of private OTW-controlled spaces used for OCR work (including cross-committee channels) and/or restricted solely to currently-serving OCR volunteers (such as locked OCR channels).
OCR volunteers shall not disclose Confidential Information outside of the circumstances explicitly permitted above, except:
- when the disclosure is required for day-to-day work by OCR or another committee,
- when the disclosure is under circumstances compliant with the OTW Whistleblower Protection Policy, or
- in other circumstances as approved by OCR Heads.
All external communications between OCR volunteers and other parties will be treated as confidential information by OCR, even if the other party has shared the contents of the exchange(s) publicly.
Enforcement
Failure to uphold the terms of this policy may result in disciplinary action depending on the severity of the violation. This could include suspension, dismissal, or permanent ineligibility to rejoin the Organization for Transformative Works.
If a non-OCR volunteer who has agreed to this policy is found in breach of it, they will be reported for formal disciplinary action to the Chair(s) of the relevant committee(s) as well as to the Internal Complaint and Conflict Resolution subcommittee.
If confidential information is disclosed, the individual who disclosed and/or discovered the information is required to notify OCR Heads immediately upon discovery so that damage from the release may be minimised.
Survival
Agreeing to this policy binds an individual during their service with OCR and will continue to bind those individuals after their service with OCR has ended. This policy also binds the individual during any subsequent service for the OTW in any other capacity, as well as after they retire entirely from service with the OTW in any capacity.
Volunteers are required to sign the policy before being inducted into OCR.
Effective Date and Review Schedule
This policy is effective as of 13th January 2026.
Any OCR volunteer may suggest changes to this document. If the OCR Heads believe the changes to be useful, they will consult with Legal before implementing the changes, to ensure there are no potential conflicts or unclear language.