Last updated: December 2024

Purpose

The purpose of this policy is to ensure that all Organization for Transformative Works (OTW) volunteers being interviewed as part of an Internal Complaint and Conflict Resolution (ICCR) investigation understand and maintain the highest standards of confidentiality and integrity. Adherence to this policy is critical for protecting sensitive information, ensuring fairness, and preserving trust in the investigative process. This includes keeping both the content of the interview and the fact that the interview or investigation is taking place confidential.

Scope

This policy applies to all OTW volunteers who are being interviewed in the context of ICCR-related complaint investigations. It covers any information shared, observed, or recorded during these interviews.

Policy Statement

All OTW volunteers being interviewed must uphold strict confidentiality regarding both the fact of the interview or investigation and the information obtained during the investigation process. This includes, but is not limited to:

• Personal Identifiable Information (PII): Details such as OTW names, social media names, wallet names, OTW email address, personal email address, or other identifiers related to interviewers or parties involved.
• Statements or Testimonies: Any verbal or written accounts provided during the interview.
• Investigation Findings: Interim or final findings related to the case.
• Supporting Documentation: Any documents, recordings, or evidence associated with the investigation.
• Fact of the Investigation: The occurrence of the investigation, including the fact that the volunteer has been contacted or interviewed by ICCR.

Volunteer Responsibilities

1. Maintaining Confidentiality

• OTW volunteers must not disclose the fact that they are participating in an investigation or interview, nor disclose the content of their interview or investigation details to anyone not authorized to receive such information. This includes other OTW volunteers, unless explicitly directed by an ICCR volunteer.
• Discussions about the investigation should take place only in secure and private environments set up by ICCR.

2. Handling Documents and Records

• OTW volunteers are prohibited from retaining copies of any documents shared with them by ICCR during the investigation, after the conclusion of the interview.

3. Avoiding Disclosure

• OTW volunteers must refrain from disclosing any information shared during the interview process, even after the investigation concludes.

4. Reporting Breaches

• Any suspected or actual breach of confidentiality must be reported immediately to the ICCR subcommittee.

Prohibited Actions

• Sharing confidential information with unauthorized parties, including casual online and offline conversations with other OTW volunteers and social media posts.
• Disclosing the occurrence of the interview or investigation to any unauthorized party.
• Using information obtained during the interview for personal gain or any purpose unrelated to the investigation.
• Failing to secure digital documents containing sensitive information or evidence according to the OTW’s protocols for confidential document handling.

Acknowledgment and Agreement

All OTW volunteers being interviewed must read, understand, and agree to comply with this confidentiality policy before participating in any investigative activities.

Consequences of Non-Compliance

Failure to adhere to this policy may result in:

• Suspension from any current roles held within the OTW.
• Removal from any current roles held within the OTW.