Last updated: March 2024

Scope

In addition to the confidentiality of internal personnel information, as covered under the Code of Conduct, all members of the Internal Complaint and Conflict Resolution subcommittee, as well as the Volunteers & Recruiting chair(s), are expected to agree and adhere to the below confidentiality policy.

This policy applies during an individual’s service as a member of the Internal Complaint and Conflict Resolution subcommittee and will continue to bind that individual after their service with the Internal Complaint and Conflict Resolution subcommittee has ended.

Context

In the course of performing their duties, Internal Complaint and Conflict Resolution subcommittee members (including, but not limited to Internal Complaint and Conflict Resolution volunteers and lead) and other individuals consulted by Internal Complaint and Conflict Resolution on Internal Complaint and Conflict Resolution matters will encounter private information about or provided by Organization for Transformative Works volunteers.

Internal Complaint and Conflict Resolution volunteers and other individuals are expected to uphold the highest standards of confidentiality, and may not disclose to anyone outside the Internal Complaint and Conflict Resolution subcommittee the details of any of the cases they may encounter, investigate, or resolve, under any circumstances, other than in general terms or as necessary to perform Internal Complaint and Conflict Resolution subcommittee responsibilities as discussed in the following paragraph.

Under no circumstances may an Internal Complaint and Conflict Resolution volunteer disclose to anyone outside the Internal Complaint and Conflict Resolution subcommittee the names, pseudonyms, or other personally identifying information of individuals involved in Internal Complaint and Conflict Resolution cases except as outlined in this agreement.

Confidential Data

Examples of confidential data:

• Names, emails, contact information, nationality, fannish identity, information from which a volunteer’s legal identity could be tied to their fannish or wallet identity, or information from which a volunteer’s identity could be directly identified or identified through combination with other available information, or information about a volunteer’s location, family, health issues, and other private topics (collectively, “Personal Data”)
• Specific content of Internal Complaint and Conflict Resolution cases, including screenshots or transcripts of interactions between volunteers on chat platforms, in emails, or other ways of communication, status or results of Internal Complaint and Conflict Resolution case investigations, or volunteer data such as current and former committee memberships (collectively, “Primary Case Data”)
• Content not directly related to the specific Internal Complaint and Conflict Resolution cases, such as information about other subcommittee projects (collectively, “Secondary Case Data”)

Discussion of Confidential Data

Internal Complaint and Conflict Resolution subcommittee members may discuss all types of confidential data in closed Internal Complaint and Conflict Resolution subcommittee spaces and with the Volunteers & Recruiting chair(s).

Primary Case Data may only be disclosed according to the procedures detailed in the guidelines for Internal Complaint and Conflict Resolution case investigations. This includes situations in which it may become necessary for the investigation to contact witnesses of the reported incident. If necessary, Primary Case Data may be shared with those witnesses to clarify the content of the investigation and allow witnesses to give their account of the case.

Personal Data and Secondary Case Data may not be discussed in any public or private spaces or elsewhere outside the closed ICCR spaces. This includes communication with friends outside or inside the Organization for Transformative Works, in protected spaces outside the Organization for Transformative Works, and in anonymous spaces.

Legal/Authorities

When faced with an Internal Complaint and Conflict Resolution case that may require the Organization for Transformative Works to comply with a legal obligation—such as contacting law authorities, for example—Personal, Primary, and Secondary Case Data may be disclosed to the Legal chair and relevant authorities. This is done so they can advise the Internal Complaint and Conflict Resolution subcommittee on the best course of action.

Formal Statements

The Internal Complaint and Conflict Resolution subcommittee may disclose anonymized or aggregated information regarding its cases for reporting reasons, as long as no Personal, Primary, or Secondary Case Data are included. These formal statements should only be disclosed by the subcommittee itself, and never by an individual volunteer.

Breach of Policy

Failing to uphold these terms while serving in the Organization for Transformative Works will be addressed under the Constructive Corrective Action Procedure, and may result in a warning, suspension, or direct termination, depending on the severity of the misconduct, to be decided by the Internal Complaint and Conflict Resolution lead and the Volunteers & Recruiting chair(s), or by the Volunteers & Recruiting chair(s) if the Internal Complaint and Conflict Resolution lead has broken the confidentiality policy.

If an Internal Complaint and Conflict Resolution member receives a request for information that would breach this policy, they should refer that request to the Internal Complaint and Conflict Resolution lead. If necessary, the Internal Complaint and Conflict Resolution lead should refer to the Volunteers & Recruiting chair(s).

Agreement records

Agreement to this policy will be registered with Volunteers & Recruiting and in Internal Complaint and Conflict Resolution personnel records. All Internal Complaint and Conflict Resolution volunteers must agree to this policy within a week of joining the subcommittee, or before accepting any tasks that might be covered under this policy, whichever is sooner.