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CoC record keeping must abide by privacy policy #1523

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CoC record keeping must abide by privacy policy #1523

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68e3f80
Clarify that the record keeping requirements of the CoC Policy must a…
tobie Jul 30, 2025
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tobie Jul 30, 2025
2a448cb
Clarify that record keeping must include information (not just comms)
tobie Jul 30, 2025
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Add CoC Team as a resource for projects self-handling CoC reports
tobie Aug 2, 2025
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Add addressing questions raised by projects to CoC Team responsibilities
tobie Aug 2, 2025
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8 changes: 5 additions & 3 deletions conduct/COC_POLICY.md
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Expand Up @@ -53,7 +53,7 @@ The number and relevant details of the reported incidents, escalation requests,

## Record keeping

A record of all communications related to an incident report, escalation request, or appeal must be kept.
A record of all communications related to an incident report, escalation request, or appeal must be kept, while ensuring that the requirements of OpenJS’s [privacy policy][] are met.

## Confidentiality

Expand Down Expand Up @@ -110,19 +110,21 @@ The CoC Team is empowered to manage escalation requests of incident reports mana

If the CoC Team finds that the escalation request has merit, the CoC Team may decide to take over the management of the incident report or refer the issue to the Cross Project Council which may request changes to the existing management process.

Projects are expected to participate in good faith in the escalation process and to share all the information related to the incident report with the CoC Team. The CoC Team is expected to consider project and community needs during the escalation process and may involve the Cross Project Council if necessary and project leadership if appropriate.
Projects are expected to participate in good faith in the escalation process and to share all [relevant records][records] with the CoC Team. The CoC Team is expected to consider project and community needs during the escalation process and may involve the Cross Project Council if necessary and project leadership if appropriate.

## Appeals

Harmed individuals and accused individuals have thirty (30) days after a response was provided to appeal to the CoC Team a decision made in response to an incident report. Decisions may only be appealed on the grounds that the documented process was not properly followed or that it did not meet the requirements of this policy. If the CoC Team finds that the appeal has merit, it may decide to override the decision that was previously made.

If the initial report was already managed by the CoC Team, a different set of CoC Team members should be chosen to manage the appeal process. The CoC Team may choose to involve external people if needed.

If the appeal follows an incident report managed by a project, the project is expected to participate in good faith in the appeal process and to share all the information related to the incident report with the CoC Team. The CoC Team is expected to consider project and community needs during the appeal and may involve the Cross Project Council if necessary and project leadership if appropriate.
If the appeal follows an incident report managed by a project, the project is expected to participate in good faith in the appeal process and to share all [relevant records][records] with the CoC Team. The CoC Team is expected to consider project and community needs during the appeal and may involve the Cross Project Council if necessary and project leadership if appropriate.

Appeals do not delay or block the execution of decisions communicated in the response.

[CoC]: https://code-of-conduct.openjsf.org/
[Charter]: https://github.com/openjs-foundation/cross-project-council/blob/main/CPC-CHARTER.md
[CoC Team Charter]: https://github.com/openjs-foundation/cross-project-council/blob/main/conduct/COC_TEAM_CHARTER.md
[incident management processes]: https://github.com/openjs-foundation/cross-project-council/blob/main/conduct/COC_PROCESS_FOR_INCIDENT_MANAGEMENT.md
[privacy policy]: https://privacy-policy.openjsf.org/
[records]: #record-keeping