Community Safety Initiative
Draft — open community review. Nothing here has been adopted. Any votes are a sentiment signal only — decisions happen in group forums (e.g. Loomio), not on this site. This tool is not legal advice.

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Process draft OD-016OD-012OD-001OD-009

SYN-030

Records, institutional memory, and privacy

Incidents, reports, concerns, and conversations are documented and tracked so patterns become visible and repeat behaviour cannot simply move from camp to camp. AfrikaBurn's WELL, as the in-ecosystem reference model, keeps sanction records (identity plus a concise incident/sanction note) on a strictly confidential list with defined custodians, retained deliberately for institutional memory, shared narrowly and only for defined purposes (such as entry control), including relaying volunteer-exclusion information between groupings. The sources simultaneously raise, and immediately doubt, a deterrent "offenders list" — flagging privacy violations — and note that even a committee holding such information is delicate. Every element of this draft is privacy-critical.

Deliberately left open — OD-016 — the offenders-list concept is PARKED per the sources' own doubt. OD-012 — retention/deletion policy is open (institutional memory pulls against POPIA minimality). OD-001/OD-009 — who holds and links this data is TBD. POPIA: allegations of criminal conduct are special personal information; professional advice recommended before anything here is built (register §5).
Where this comes from · 12 source items

This draft merges what the community actually said across 12 source items — every source ID is permanent and traceable.

  • GTC-027 Develop process for documenting incidents/reports/concerns or conversations
  • GTC-044 Discuss offenders list/tracking/privacy in one place to build fuller idea of the person
  • OPIN-080 And for reports to be documented and tracked
  • OPIN-157 Let's discuss the idea of an offenders list. The goal is not to name and shame - rather to act as a deterrent. If abusive people know that they will be added to a public list then they will surely think again. Anyone added to the list would be notified if it wasn't obvious. This does lead to privacy violations so it's probably a non-starter.
  • OPIN-164 I think some of the nuance can be made clearer by collecting the first hand experiences of those who have been on the receiving end of certain individual’s poor behaviour, and for that information to be collected into one place so that all the points meet in that one place, and a picture can be built up of a person. So that one individual who repeatedly misbehaves can’t just be moved on from camp to camp if their behaviour is concerning.
  • OPIN-165 STAR has already documented many stories over the last 6(?) years. The holding of this information by a ‘committee’ is rather a delicate matter.
  • WELL-024 Records will be kept of all Warnings, Exclusions and Limitations issued with the participants name, ID number, email address and cell phone number where known with a concise explanation of the incident and the sanction.
  • WELL-025 This complete list of individuals sanctioned for challenging behaviour that includes Warnings, Exclusions and Limitations is maintained confidentially and overseen by the EDs and the WELL team.
  • WELL-026 Personal details will be held on the confidential list in order to ensure institutional knowledge is retained.
  • WELL-027 Annually, and at appropriate intervals during the ticket sale lifecycle, an updated list containing personal details, but not details of the incident, will be supplied to the Box Office for the purposes of prevention of ticket purchase and entry to the event, where applicable.
  • WELL-028 Where a potential or confirmed participant is on a watch list and the organisation requires a positive ID, images will additionally be shared with the Ticketing /Box Office Lead to monitor entry.
  • WELL-029 Where portfolios have excluded volunteers for inappropriate behaviour there is a requirement to collect and relay data within the organisation, as individuals may show up as part of other groupings.

Themes · anonymity and privacy · tooling and repository · investigation and fairness · legal interface · repercussions and exclusion

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