From c7e55cebb4497cc1f7c2b449452179aa46c8b664 Mon Sep 17 00:00:00 2001 From: rfoucard Date: Fri, 11 Sep 2026 17:37:16 +0200 Subject: [PATCH 01/18] Update ConflictOfInterest.rst --- .../Association/ConflictOfInterest.rst | 76 +++++++++++-------- 1 file changed, 46 insertions(+), 30 deletions(-) diff --git a/Documentation/Association/ConflictOfInterest.rst b/Documentation/Association/ConflictOfInterest.rst index 96dbd2b..afe2064 100644 --- a/Documentation/Association/ConflictOfInterest.rst +++ b/Documentation/Association/ConflictOfInterest.rst @@ -46,7 +46,7 @@ There are several types of conflict of interest: * A **potential** conflict of interest exists when an individual has personal interests that could potentially conflict with his or her official responsibilities. * A **perceived** conflict of interest exists when the public may believe that an individual's personal interests could influence the performance of his or her official duties - whether or not this is actually the case. -Code of Conduct +Duties and Requirements =============== Any individual falling within the scope of the sensitive processes, critical positions and at-risk operations defined above must : @@ -62,7 +62,7 @@ Priority Matrix The priority matrix is used to weight the severity of a conflict of interest by its probability, and to determine whether action needs to be taken to reduce this priority. -**Only conflicts of interest with a value greater than or equal to 4 should be dealt with using one of the strategies described below.** +**Only conflicts of interest with a value greater than or equal to 4 should be dealt with using one of the strategies described below, with “Avoid or Resign” applying only to level 6.** +-------------------------------+------------+------------+ | Conflict of interest Type | Low (1) | High (3) | @@ -82,35 +82,51 @@ Resolution Strategies * **Recruit:** If it is not practical to restrict your involvement, an independent third party may need to be engaged to participate in, oversee, or review the integrity of the decision-making process. * **Remove:** Removal from involvement in the matter altogether is the best option when ad hoc or recruitment strategies are not feasible, or appropriate. * **Relinquish:** Relinquishing the personal or private interests may be a valid strategy for ensuring there is no conflict with your public duty. This may be the relinquishment of shares, or membership of a club or association. -* **Resign:** It may be an option if the conflict of interest cannot be resolved in any other way, particularly where conflicting private interests cannot be relinquished. +* **Avoid or resign:** It may be an option if the conflict of interest cannot be resolved in any other way, particularly where conflicting private interests cannot be relinquished. Possible Conflict of Interest Mapping ===================================== -+-----------------------+--------------+------------+---------------------------------------------+---------------------------+----------------------------+---------------------------+------------------------------+--------------------------+-------------------------+ -| Type + Severity | Board | BCC | GmbH Employee | TYPO3 Agency / | Same Agency | Direct Under | Same Agency | Direct Under | Team / Committee | -| | Member | Member | (CEO, CTO, CFO, critical roles) | TYPO3 Freelancer | as Board Member | Board Member | as BCC Member | BCC Member | Lead | -+=======================+==============+============+=============================================+===========================+============================+===========================+==============================+==========================+=========================+ -| Board Member | na | forbidden | forbidden | 5 | forbidden | forbidden | 6 | forbidden | 2 | -+-----------------------+--------------+------------+---------------------------------------------+---------------------------+----------------------------+---------------------------+------------------------------+--------------------------+-------------------------+ -| BCC Member | forbidden | na | forbidden | 3 | 6 | forbidden | forbidden | forbidden | forbidden | -+-----------------------+--------------+------------+---------------------------------------------+---------------------------+----------------------------+---------------------------+------------------------------+--------------------------+-------------------------+ -| GmbH Employee | forbidden | forbidden | na | forbidden | 6 | forbidden | forbidden | forbidden | 3 | -+-----------------------+--------------+------------+---------------------------------------------+---------------------------+----------------------------+---------------------------+------------------------------+--------------------------+-------------------------+ -| TYPO3 Agency / | 5 | 3 | forbidden | na | na | na | na | na | 4 | -| TYPO3 Freelancer | | | | | | | | | | -+-----------------------+--------------+------------+---------------------------------------------+---------------------------+----------------------------+---------------------------+------------------------------+--------------------------+-------------------------+ -| Same Agency as | forbidden | 6 | 6 | na | na | na | na | na | 2 | -| Board Member | | | | | | | | | | -+-----------------------+--------------+------------+---------------------------------------------+---------------------------+----------------------------+---------------------------+------------------------------+--------------------------+-------------------------+ -| Direct Under | forbidden | forbidden | forbidden | na | na | na | na | na | 2 | -| Board Member | | | | | | | | | | -+-----------------------+--------------+------------+---------------------------------------------+---------------------------+----------------------------+---------------------------+------------------------------+--------------------------+-------------------------+ -| Same Agency as | 6 | forbidden | forbidden | na | na | na | na | na | 2 | -| BCC Member | | | | | | | | | | -+-----------------------+--------------+------------+---------------------------------------------+---------------------------+----------------------------+---------------------------+------------------------------+--------------------------+-------------------------+ -| Direct Under | forbidden | forbidden | forbidden | na | na | na | na | na | 2 | -| BCC Member | | | | | | | | | | -+-----------------------+--------------+------------+---------------------------------------------+---------------------------+----------------------------+---------------------------+------------------------------+--------------------------+-------------------------+ -| Team / Committee Lead | 2 | forbidden | 3 | 4 | 2 | 2 | 2 | 2 | 2 | -+-----------------------+--------------+------------+---------------------------------------------+---------------------------+----------------------------+---------------------------+------------------------------+--------------------------+-------------------------+ ++-----------------------------+------------------+------------------+------------------------------------------+------------------------------------------+------------------------------------------+------------------------------------------+ +| Type + Severity | BCC member | Board member | Person(1) sharing a financial interest(2)| Person(1) sharing a financial interest(2)| Person(1) sharing a financial interest(2)| Person(1) with a financial interest(2) | +| | | | with a BCC member or having financial or | with a Board member or having financial | with a Unit lead role or having financial| in any TYPO3 agency or TYPO3 freelance | +| | | | hierarchical leverage over them | or hierarchical leverage over them | or hierarchical leverage over them | business | ++=============================+==================+==================+==========================================+==========================================+==========================================+==========================================+ +| BCC member | na | forbidden | 6 | 5 | 6 | 3 | +| | | by by-laws | | | | | ++-----------------------------+------------------+------------------+------------------------------------------+------------------------------------------+------------------------------------------+------------------------------------------+ +| Board member | forbidden | na | 5 | 6 | 6 | 4 | +| | by by-laws | | | | | | ++-----------------------------+------------------+------------------+------------------------------------------+------------------------------------------+------------------------------------------+------------------------------------------+ +| GmbH employee | forbidden | forbidden | 5 | 5 | 5 | 5 | +| CEO, CTO, CFO, | by by-laws | by by-laws | | | | | +| any critical role(3) | | | | | | | ++-----------------------------+------------------+------------------+------------------------------------------+------------------------------------------+------------------------------------------+------------------------------------------+ +| Association Officers(4) | forbidden | forbidden | 5 | 5 | 5 | 3 | +| | by by-laws | by by-laws | | | | | ++-----------------------------+------------------+------------------+------------------------------------------+------------------------------------------+------------------------------------------+------------------------------------------+ +| Unit coordinators, deputies | 6 | 6 | 6 | 6 | 6 | 3 | +| and panel members | | | | | | | ++-----------------------------+------------------+------------------+------------------------------------------+------------------------------------------+------------------------------------------+------------------------------------------+ +| Team / Committee leads | 5 | 5 | 5 | 5 | 5 | 3 | +| and co-leads | | | | | | | ++-----------------------------+------------------+------------------+------------------------------------------+------------------------------------------+------------------------------------------+------------------------------------------+ +| External contractors and | forbidden | forbidden | 6 | 6 | 6 | 3 | +| service providers(5) | by by-laws | by by-laws | | | | | ++-----------------------------+------------------+------------------+------------------------------------------+------------------------------------------+------------------------------------------+------------------------------------------+ + +(1) References to a person's interests include interests held by their close relatives and persons with whom they have a close personal relationship where those interests could reasonably be perceived as influencing the person's judgment. +(2) Financial interest refers to an ownership, equity or comparable economic interest in the agency, and does not include ordinary commercial customer or supplier relationships. +(3) GmbH employee with critical role: Any role or position related to sensitive processes listed in the Conflict of Interest Policy +(4) Association officers: Data Privacy Officer, Compliance Officer, Trademark Officer, Ambassadors, etc. +(5) For external contractors and service providers, the default impact severity is High. Where the total annual value of the services provided to the TYPO3 Association is below €50,000, the impact may be assessed as Low depending on the nature and significance of the contractual relationship. + + +Reporting a Conflict of Interest +===================================== + +Any TYPO3 Association member, TYPO3 GmbH employee, or provider working for the TYPO3 Association or TYPO3 GmbH who becomes aware of a potential conflict of interest may report it to the TYPO3 Association Compliance Officer using the dedicated form available on this page. The report may concern the reporting person's own situation or a situation involving another person. + +The Compliance Officer will acknowledge the report within one working week, record it, assess the available information, and prepare a recommendation for the TYPO3 Association Compliance review panel. The Compliance review panel decides whether a conflict of interest exists and, where applicable, determines the appropriate measures in accordance with this policy. + +The person who submitted the report will be informed of the decision. Confirmed conflicts of interest and their management are recorded and periodically reviewed in accordance with the Conflict of Interest Resolution Process. From 121c273a7b861991940582dfc4f962e587677632 Mon Sep 17 00:00:00 2001 From: rfoucard Date: Fri, 11 Sep 2026 17:47:38 +0200 Subject: [PATCH 02/18] Update ConflictOfInterest.rst --- Documentation/Association/ConflictOfInterest.rst | 9 ++++++++- 1 file changed, 8 insertions(+), 1 deletion(-) diff --git a/Documentation/Association/ConflictOfInterest.rst b/Documentation/Association/ConflictOfInterest.rst index afe2064..f19bcee 100644 --- a/Documentation/Association/ConflictOfInterest.rst +++ b/Documentation/Association/ConflictOfInterest.rst @@ -5,7 +5,14 @@ Conflict of Interest Management Policy ====================================== -*This policy was voted into effect through a Board vote in October 2023. The Possible Conflict of Interest Mapping matrix was updated 3 April 2025. Migrated to the current repository 19 November 2025.* +Document History +================ + +- **11 September 2026:** Policy and Possible Conflict of Interest Mapping matrix updated. +- **19 November 2025:** Migrated to the current repository. +- **3 April 2025:** Possible Conflict of Interest Mapping matrix updated. +- **October 2023:** Policy adopted by the Board. + Goals of the TYPO3 Conflict of Interest Management Policy ========================================================= From 55597e377da649b61ff889cf7683428b03e1d8e2 Mon Sep 17 00:00:00 2001 From: rfoucard Date: Fri, 11 Sep 2026 17:54:41 +0200 Subject: [PATCH 03/18] Update ConflictOfInterest.rst --- .../Association/ConflictOfInterest.rst | 100 ++++++++++++++++++ 1 file changed, 100 insertions(+) diff --git a/Documentation/Association/ConflictOfInterest.rst b/Documentation/Association/ConflictOfInterest.rst index f19bcee..d1b4c06 100644 --- a/Documentation/Association/ConflictOfInterest.rst +++ b/Documentation/Association/ConflictOfInterest.rst @@ -137,3 +137,103 @@ Any TYPO3 Association member, TYPO3 GmbH employee, or provider working for the T The Compliance Officer will acknowledge the report within one working week, record it, assess the available information, and prepare a recommendation for the TYPO3 Association Compliance review panel. The Compliance review panel decides whether a conflict of interest exists and, where applicable, determines the appropriate measures in accordance with this policy. The person who submitted the report will be informed of the decision. Confirmed conflicts of interest and their management are recorded and periodically reviewed in accordance with the Conflict of Interest Resolution Process. + +Detailed Process +=================================== + +*Version 2.0 — 2 September 2026* + +**This chapter describes how Conflicts of Interest are managed, from declaration to resolution by the TYPO3 Association.** + +Review +------ + +*Timeline: Within one month after each General Assembly* + +- The Compliance Officer emails all persons listed in the Conflict of Interest Register and asks them either: + - to confirm that their declared situation has not changed; or + - to report any change or new situation. +- Recipients have two weeks to respond. +- If the situation has not changed, the Board member responsible for the Conflict of Interest documentation adds the date of the latest review to the record. +- If the situation has changed, it is processed through the following steps as a new Conflict of Interest. + +Update the Compliance Review Panel Pool +------------------------------------------ + +*Timeline: Within one month after each General Assembly* + +- The Compliance Officer updates the pool of Compliance Review Panel members based on the elected Board and BCC members. +- A public rotation list includes all current Board and BCC members. It is initially ordered alphabetically by last name. +- For each case, the first three eligible persons on the list are selected. +- Anyone who has a Conflict of Interest in relation to the case is skipped without losing their position on the list. +- After serving on a Panel, members move to the end of the rotation list. + +Take Over the Case +------------------ + +*Trigger: A Conflict of Interest is declared* + +- Any TYPO3 Association member, TYPO3 GmbH employee, or service provider of the TYPO3 Association or TYPO3 GmbH who becomes aware of a Conflict of Interest may report it to the TYPO3 Association Compliance Officer. +- The report must be submitted through the official TYPO3 website: + - [Conflict of Interest Policy](https://docs.typo3.org/m/typo3/guide-policy/main/en-us/Association/ConflictOfInterest.html) + - Reporting form: *to be created* +- The declaration is received through the OTOBO ticketing system and automatically assigned to the Compliance Officer. +- Within one working week, the Compliance Officer: + - acknowledges receipt of the declaration; + - informs the reporting person that the case has been taken over; + - adds the case to the agenda of the next Board meeting; + - creates a `Reported disclosure` record in the Conflict of Interest Register; and + - closes the OTOBO ticket. +- If the Compliance Officer is involved in or conflicted regarding the case, an alternate Case Officer is selected using the predefined rotation established for the Compliance Review Panel. + +Identify the Conflict of Interest +--------------------------------- + +*Timeline: At the first Board meeting following the declaration* + +- The Case Officer prepares a Conflict of Interest decision paper containing: + - the information required to assess the case; + - the names of the selected Compliance Review Panel members; and + - the Case Officer’s recommendations. +- The Compliance Review Panel assesses the situation using: + - the [Conflict of Interest Mapping](https://docs.google.com/spreadsheets/u/0/d/1R-vw_69WPs8jViHtDTKPWTjMGQi-jfgrYYeICYYxauQ/edit); and + - the [Conflict of Interest Priority Matrix](https://docs.google.com/document/u/0/d/1YkJel1KWbSFJx_leZBI2hdHBywSHTPF50lMwyrO_i84/edit). +- The Compliance Review Panel decides: + - whether the situation constitutes a Conflict of Interest; and + - if so, its type and impact severity. +- The decision is made by simple majority. Abstentions are not permitted. +- The Compliance Review Panel records its decision in the meeting minutes. + +Disclose the Conflict of Interest +--------------------------------- + +*Timeline: Within four weeks after a Conflict of Interest has been identified* + +- The Case Officer updates: + - the Conflict of Interest Register; and + - where necessary, the Conflict of Interest Mapping. +- The Case Officer reports the decision at the next Board meeting. +- The Case Officer informs the person who reported the Conflict of Interest of the decision by email. + +Manage the Conflict of Interest +------------------------------- + +*Timeline: At the first Board meeting following the disclosure of a priority Conflict of Interest* + +- If the Compliance Review Panel has identified a Conflict of Interest, the Board decides which actions are required to: + - avoid the Conflict of Interest; or + - reduce its probability or the severity of its impact. +- The available actions are listed in the [Resolution Strategies chapter of the Conflict of Interest Policy](https://docs.google.com/document/d/1sjCEpgJzzmDCop80ail0C52NzZPot22lxPieo3v0jKA/edit#heading=h.j3qbt4sdruuu). +- The Compliance Officer prepares a decision paper describing the proposed actions. +- The Board votes, subject to the applicable quorum, on the strategies to be implemented. +- The Board records its decision in the meeting minutes. + +Monitor the Resolution Strategies +--------------------------------- + +*Timeline: One year after implementation of the strategies* + +- During the QSA conducted as part of the Conflict of Interest Policy review, the Board assesses: + - whether the situation has changed significantly; and + - whether the implemented strategies have been successful. +- The Board records its assessment in the QSA minutes. From 3069b7e2419c77a07e44ffe272ff17e2a36aac22 Mon Sep 17 00:00:00 2001 From: rfoucard Date: Fri, 11 Sep 2026 18:06:05 +0200 Subject: [PATCH 04/18] Update ConflictOfInterest.rst --- .../Association/ConflictOfInterest.rst | 122 +++++++----------- 1 file changed, 44 insertions(+), 78 deletions(-) diff --git a/Documentation/Association/ConflictOfInterest.rst b/Documentation/Association/ConflictOfInterest.rst index d1b4c06..db6191e 100644 --- a/Documentation/Association/ConflictOfInterest.rst +++ b/Documentation/Association/ConflictOfInterest.rst @@ -132,7 +132,7 @@ Possible Conflict of Interest Mapping Reporting a Conflict of Interest ===================================== -Any TYPO3 Association member, TYPO3 GmbH employee, or provider working for the TYPO3 Association or TYPO3 GmbH who becomes aware of a potential conflict of interest may report it to the TYPO3 Association Compliance Officer using the dedicated form available on this page. The report may concern the reporting person's own situation or a situation involving another person. +Any TYPO3 Association member, TYPO3 GmbH employee, or provider working for the TYPO3 Association or TYPO3 GmbH who becomes aware of a potential conflict of interest may report it to the TYPO3 Association Compliance Officer using the dedicated form available on **this page**. The report may concern the reporting person's own situation or a situation involving another person. The Compliance Officer will acknowledge the report within one working week, record it, assess the available information, and prepare a recommendation for the TYPO3 Association Compliance review panel. The Compliance review panel decides whether a conflict of interest exists and, where applicable, determines the appropriate measures in accordance with this policy. @@ -145,95 +145,61 @@ Detailed Process **This chapter describes how Conflicts of Interest are managed, from declaration to resolution by the TYPO3 Association.** -Review ------- +Review (1 month after each GA) +------------------------------ -*Timeline: Within one month after each General Assembly* +- The Compliance Officer sends an email to all persons listed in the Conflict of Interest register to ask them either to validate the declared situation, or to inform about any new situation. +- The recipient have 2 weeks to answer about their situation + - If the situation hasn’t changed, the Board member responsible for the conflicts of interest documentation adds the last update date of the conflict. + - If the situation has changed, the conflict goes through the next steps like a new conflict. -- The Compliance Officer emails all persons listed in the Conflict of Interest Register and asks them either: - - to confirm that their declared situation has not changed; or - - to report any change or new situation. -- Recipients have two weeks to respond. -- If the situation has not changed, the Board member responsible for the Conflict of Interest documentation adds the date of the latest review to the record. -- If the situation has changed, it is processed through the following steps as a new Conflict of Interest. +Compliance Review Panel members pool (1 month after each GA) +------------------------------------ -Update the Compliance Review Panel Pool ------------------------------------------- +- The Compliance Officer updates the Compliance Review Panel members pool based on the elected Board and BCC members. +- A public rotation list includes all current Board and BCC members and is initially ordered alphabetically by last name. For each case, the first three eligible persons are selected. Anyone who has a conflict of interest is skipped for that case without losing their place. After serving, Panel members move to the end of the list. -*Timeline: Within one month after each General Assembly* -- The Compliance Officer updates the pool of Compliance Review Panel members based on the elected Board and BCC members. -- A public rotation list includes all current Board and BCC members. It is initially ordered alphabetically by last name. -- For each case, the first three eligible persons on the list are selected. -- Anyone who has a Conflict of Interest in relation to the case is skipped without losing their position on the list. -- After serving on a Panel, members move to the end of the rotation list. +Take over (A conflict of Interest is declared) +---------------------------------------------- -Take Over the Case ------------------- +- Any TYPO3 association member, TYPO3 company employee, or TYPO3 Association or Company's provider aware of a conflict of interest can declare it by emailing the TYPO3 Association Compliance Officer. +- The declaration is received in the OTOBO ticketing system, it is automatically assigned to the Compliance Officer +- The Compliance Officer has 1 working week to add the topic in the next board meeting and answer the member that their declaration is taken over +- The Compliance Officer creates a Reported disclosure record in the register and closes the OTOBO ticket. +- If the Compliance Officer is involved or conflicted, an alternate Case Officer is selected through the same predefined rotation used for the Compliance Review Panel. -*Trigger: A Conflict of Interest is declared* +Identify (The next board meeting after the declaration) +------------------------------------------------------- -- Any TYPO3 Association member, TYPO3 GmbH employee, or service provider of the TYPO3 Association or TYPO3 GmbH who becomes aware of a Conflict of Interest may report it to the TYPO3 Association Compliance Officer. -- The report must be submitted through the official TYPO3 website: - - [Conflict of Interest Policy](https://docs.typo3.org/m/typo3/guide-policy/main/en-us/Association/ConflictOfInterest.html) - - Reporting form: *to be created* -- The declaration is received through the OTOBO ticketing system and automatically assigned to the Compliance Officer. -- Within one working week, the Compliance Officer: - - acknowledges receipt of the declaration; - - informs the reporting person that the case has been taken over; - - adds the case to the agenda of the next Board meeting; - - creates a `Reported disclosure` record in the Conflict of Interest Register; and - - closes the OTOBO ticket. -- If the Compliance Officer is involved in or conflicted regarding the case, an alternate Case Officer is selected using the predefined rotation established for the Compliance Review Panel. +- The Case Officer prepare a conflict of interest decision paper with the information needed: + - The needed information for the decision paper + - The selected members of the Compliance review panel + - The Case Officer recommendations +- The Compliance review panel must identify the conflict of interest with the help of the Conflict of Interest Mapping and the Conflict of Interest priority matrix +- The Compliance review panel vote (simple majority, no possible abstention) a decision on : + - Is it a conflict of interest? + - If so, what is its type and impact severity? +- The Compliance review panel must record the decision in the meeting protocol -Identify the Conflict of Interest ---------------------------------- - -*Timeline: At the first Board meeting following the declaration* - -- The Case Officer prepares a Conflict of Interest decision paper containing: - - the information required to assess the case; - - the names of the selected Compliance Review Panel members; and - - the Case Officer’s recommendations. -- The Compliance Review Panel assesses the situation using: - - the [Conflict of Interest Mapping](https://docs.google.com/spreadsheets/u/0/d/1R-vw_69WPs8jViHtDTKPWTjMGQi-jfgrYYeICYYxauQ/edit); and - - the [Conflict of Interest Priority Matrix](https://docs.google.com/document/u/0/d/1YkJel1KWbSFJx_leZBI2hdHBywSHTPF50lMwyrO_i84/edit). -- The Compliance Review Panel decides: - - whether the situation constitutes a Conflict of Interest; and - - if so, its type and impact severity. -- The decision is made by simple majority. Abstentions are not permitted. -- The Compliance Review Panel records its decision in the meeting minutes. - -Disclose the Conflict of Interest ---------------------------------- +Disclose (Four weeks after the identification of a conflict of interest) +------------------------------------------------------------------------ -*Timeline: Within four weeks after a Conflict of Interest has been identified* +- The Case Officer must update the Conflict of Interest register and if necessary the Conflict of Interest Mapping +- The Case Officer reports about the decision in the next board meeting +- The Case Officer sends an email to the person who reported the conflict of interest to inform them about the decision -- The Case Officer updates: - - the Conflict of Interest Register; and - - where necessary, the Conflict of Interest Mapping. -- The Case Officer reports the decision at the next Board meeting. -- The Case Officer informs the person who reported the Conflict of Interest of the decision by email. +Manage (The next board meeting after the disclosure of a priority Conflict of Interest) +--------------------------------------------------------------------------------------- -Manage the Conflict of Interest -------------------------------- +- If the Compliance review panel identified a conflict of interest of any type, the board must decide on actions to avoid the Conflict of Interest, or reduce the Conflict of Interest probability or severity impact +- The possible type of actions are listed in the Conflict of Interest Policy’s Resolution strategies chapter +- The Compliance Officer prepare a decision paper according to the actions +- The Board votes (quorum) the strategies they want to apply +- The Board must record the decision in the meeting protocol -*Timeline: At the first Board meeting following the disclosure of a priority Conflict of Interest* - -- If the Compliance Review Panel has identified a Conflict of Interest, the Board decides which actions are required to: - - avoid the Conflict of Interest; or - - reduce its probability or the severity of its impact. -- The available actions are listed in the [Resolution Strategies chapter of the Conflict of Interest Policy](https://docs.google.com/document/d/1sjCEpgJzzmDCop80ail0C52NzZPot22lxPieo3v0jKA/edit#heading=h.j3qbt4sdruuu). -- The Compliance Officer prepares a decision paper describing the proposed actions. -- The Board votes, subject to the applicable quorum, on the strategies to be implemented. -- The Board records its decision in the meeting minutes. - -Monitor the Resolution Strategies +Monitor (One year after the strategies implementation) --------------------------------- -*Timeline: One year after implementation of the strategies* - -- During the QSA conducted as part of the Conflict of Interest Policy review, the Board assesses: - - whether the situation has changed significantly; and - - whether the implemented strategies have been successful. -- The Board records its assessment in the QSA minutes. +- The Board must validate during a QSA during the conflict of interests policy review that the change is significant and that the strategies were successful. +- The Board must record the validation in the QSA protocol From e6971ff6896f47d56721921eb7a79f562789704a Mon Sep 17 00:00:00 2001 From: rfoucard Date: Fri, 11 Sep 2026 18:07:12 +0200 Subject: [PATCH 05/18] Update ConflictOfInterest.rst --- Documentation/Association/ConflictOfInterest.rst | 4 +--- 1 file changed, 1 insertion(+), 3 deletions(-) diff --git a/Documentation/Association/ConflictOfInterest.rst b/Documentation/Association/ConflictOfInterest.rst index db6191e..956ed76 100644 --- a/Documentation/Association/ConflictOfInterest.rst +++ b/Documentation/Association/ConflictOfInterest.rst @@ -8,7 +8,7 @@ Conflict of Interest Management Policy Document History ================ -- **11 September 2026:** Policy and Possible Conflict of Interest Mapping matrix updated. +- **2 September 2026:** Policy and Possible Conflict of Interest Mapping matrix updated. - **19 November 2025:** Migrated to the current repository. - **3 April 2025:** Possible Conflict of Interest Mapping matrix updated. - **October 2023:** Policy adopted by the Board. @@ -141,8 +141,6 @@ The person who submitted the report will be informed of the decision. Confirmed Detailed Process =================================== -*Version 2.0 — 2 September 2026* - **This chapter describes how Conflicts of Interest are managed, from declaration to resolution by the TYPO3 Association.** Review (1 month after each GA) From 0076d9730954e928bce761392e2efb26a9dd5119 Mon Sep 17 00:00:00 2001 From: rfoucard Date: Thu, 24 Sep 2026 11:32:31 +0200 Subject: [PATCH 06/18] Update ConflictOfInterest.rst --- Documentation/Association/ConflictOfInterest.rst | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/Documentation/Association/ConflictOfInterest.rst b/Documentation/Association/ConflictOfInterest.rst index 956ed76..4b679e6 100644 --- a/Documentation/Association/ConflictOfInterest.rst +++ b/Documentation/Association/ConflictOfInterest.rst @@ -161,7 +161,7 @@ Compliance Review Panel members pool (1 month after each GA) Take over (A conflict of Interest is declared) ---------------------------------------------- -- Any TYPO3 association member, TYPO3 company employee, or TYPO3 Association or Company's provider aware of a conflict of interest can declare it by emailing the TYPO3 Association Compliance Officer. +- Any TYPO3 association member, TYPO3 company employee, or TYPO3 Association or Company's provider aware of a conflict of interest can declare it by emailing the TYPO3 Association Compliance Officer at `compliance@typo3.org `__. - The declaration is received in the OTOBO ticketing system, it is automatically assigned to the Compliance Officer - The Compliance Officer has 1 working week to add the topic in the next board meeting and answer the member that their declaration is taken over - The Compliance Officer creates a Reported disclosure record in the register and closes the OTOBO ticket. From 5ccfba869fcca5d41c5087c5dd2f6fa440a0fec6 Mon Sep 17 00:00:00 2001 From: rfoucard Date: Thu, 24 Sep 2026 11:53:49 +0200 Subject: [PATCH 07/18] Create Index.rst --- Documentation/Association/Board/Decisions/Index.rst | 1 + 1 file changed, 1 insertion(+) create mode 100644 Documentation/Association/Board/Decisions/Index.rst diff --git a/Documentation/Association/Board/Decisions/Index.rst b/Documentation/Association/Board/Decisions/Index.rst new file mode 100644 index 0000000..8b13789 --- /dev/null +++ b/Documentation/Association/Board/Decisions/Index.rst @@ -0,0 +1 @@ + From bbc0adf0906b3ca55ee8ae21969f77563b115e11 Mon Sep 17 00:00:00 2001 From: rfoucard Date: Thu, 24 Sep 2026 11:54:38 +0200 Subject: [PATCH 08/18] Update Index.rst --- Documentation/Association/Board/Decisions/Index.rst | 13 +++++++++++++ 1 file changed, 13 insertions(+) diff --git a/Documentation/Association/Board/Decisions/Index.rst b/Documentation/Association/Board/Decisions/Index.rst index 8b13789..53d5c2a 100644 --- a/Documentation/Association/Board/Decisions/Index.rst +++ b/Documentation/Association/Board/Decisions/Index.rst @@ -1 +1,14 @@ +:navigation-title: Board +.. include:: /Includes.rst.txt +.. _t3a-board: +========================================================= +Rules and Policies for the Board of the TYPO3 Association +========================================================= + +.. toctree:: + :titlesonly: + :glob: + :maxdepth: 2 + + * From ec7339ff87c2bda959ab838c89d52412ac3efe69 Mon Sep 17 00:00:00 2001 From: rfoucard Date: Thu, 24 Sep 2026 12:05:15 +0200 Subject: [PATCH 09/18] Update Index.rst --- Documentation/Association/Board/Decisions/Index.rst | 6 +++--- 1 file changed, 3 insertions(+), 3 deletions(-) diff --git a/Documentation/Association/Board/Decisions/Index.rst b/Documentation/Association/Board/Decisions/Index.rst index 53d5c2a..c7586f0 100644 --- a/Documentation/Association/Board/Decisions/Index.rst +++ b/Documentation/Association/Board/Decisions/Index.rst @@ -1,9 +1,9 @@ -:navigation-title: Board +:navigation-title: Decisions .. include:: /Includes.rst.txt -.. _t3a-board: +.. _t3a-board-decisions: ========================================================= -Rules and Policies for the Board of the TYPO3 Association +Decisions of the Board of the TYPO3 Association ========================================================= .. toctree:: From d8a18b341d785d5518f3ef8bfe7b3a2da6a5adde Mon Sep 17 00:00:00 2001 From: rfoucard Date: Thu, 24 Sep 2026 12:08:28 +0200 Subject: [PATCH 10/18] Update PublishingDecisions.rst --- Documentation/Association/Board/PublishingDecisions.rst | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/Documentation/Association/Board/PublishingDecisions.rst b/Documentation/Association/Board/PublishingDecisions.rst index becf2d9..e8f8adf 100644 --- a/Documentation/Association/Board/PublishingDecisions.rst +++ b/Documentation/Association/Board/PublishingDecisions.rst @@ -19,7 +19,7 @@ All decisions of the TYPO3 Association Board are published as reStructured Text Document naming and location *MUST* follow the pattern `Documentation/Association/Board/Decisions/YYYY/MM-DD-.rst`. -.. _Decision directory: /Documentation/Association/Board/Decisions/index.rst +.. _Decision directory: /Documentation/Association/Board/Decisions/ 2. Publication workflow ======================= @@ -33,4 +33,4 @@ The decision paper must be added to the repository via a pull request, which mus 1. Decisions that result in a policy change should be implemented in the same pull request as the decision paper, if possible. -2. An exception to the above are changes to the Bylaws, which require a vote by the General Assembly. In this case, the Bylaws change must be documented by a link to the General Assembly protocol in which the bylaws change was approved. \ No newline at end of file +2. An exception to the above are changes to the Bylaws, which require a vote by the General Assembly. In this case, the Bylaws change must be documented by a link to the General Assembly protocol in which the bylaws change was approved. From f3411034784b8ca6ec8a2b6136a729462688020e Mon Sep 17 00:00:00 2001 From: rfoucard Date: Thu, 24 Sep 2026 12:10:48 +0200 Subject: [PATCH 11/18] Delete Documentation/Association/Board/Decisions/Index.rst --- .../Association/Board/Decisions/Index.rst | 14 -------------- 1 file changed, 14 deletions(-) delete mode 100644 Documentation/Association/Board/Decisions/Index.rst diff --git a/Documentation/Association/Board/Decisions/Index.rst b/Documentation/Association/Board/Decisions/Index.rst deleted file mode 100644 index c7586f0..0000000 --- a/Documentation/Association/Board/Decisions/Index.rst +++ /dev/null @@ -1,14 +0,0 @@ -:navigation-title: Decisions -.. include:: /Includes.rst.txt -.. _t3a-board-decisions: - -========================================================= -Decisions of the Board of the TYPO3 Association -========================================================= - -.. toctree:: - :titlesonly: - :glob: - :maxdepth: 2 - - * From d500ce8e82fb5b163d5a1b5fcaea4003b8c21828 Mon Sep 17 00:00:00 2001 From: rfoucard Date: Thu, 24 Sep 2026 12:16:53 +0200 Subject: [PATCH 12/18] Update PublishingDecisions.rst --- Documentation/Association/Board/PublishingDecisions.rst | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/Documentation/Association/Board/PublishingDecisions.rst b/Documentation/Association/Board/PublishingDecisions.rst index e8f8adf..3dbe42b 100644 --- a/Documentation/Association/Board/PublishingDecisions.rst +++ b/Documentation/Association/Board/PublishingDecisions.rst @@ -19,7 +19,7 @@ All decisions of the TYPO3 Association Board are published as reStructured Text Document naming and location *MUST* follow the pattern `Documentation/Association/Board/Decisions/YYYY/MM-DD-.rst`. -.. _Decision directory: /Documentation/Association/Board/Decisions/ +.. _Decision directory: /Documentation/Association/Board/Decisions/Decisions.rst 2. Publication workflow ======================= From 7ab3a5a4afc66c92a438c62e99a8c090c2644c78 Mon Sep 17 00:00:00 2001 From: rfoucard Date: Thu, 24 Sep 2026 12:18:27 +0200 Subject: [PATCH 13/18] Update PublishingDecisions.rst --- Documentation/Association/Board/PublishingDecisions.rst | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/Documentation/Association/Board/PublishingDecisions.rst b/Documentation/Association/Board/PublishingDecisions.rst index 3dbe42b..f25aac6 100644 --- a/Documentation/Association/Board/PublishingDecisions.rst +++ b/Documentation/Association/Board/PublishingDecisions.rst @@ -19,7 +19,7 @@ All decisions of the TYPO3 Association Board are published as reStructured Text Document naming and location *MUST* follow the pattern `Documentation/Association/Board/Decisions/YYYY/MM-DD-.rst`. -.. _Decision directory: /Documentation/Association/Board/Decisions/Decisions.rst +.. _Decision directory: /Documentation/Association/Board/Decisions.rst 2. Publication workflow ======================= From 488d11e15c76231e876c2159ca24145609dbe479 Mon Sep 17 00:00:00 2001 From: rfoucard Date: Thu, 24 Sep 2026 12:48:11 +0200 Subject: [PATCH 14/18] Update PublishingDecisions.rst --- Documentation/Association/Board/PublishingDecisions.rst | 3 +-- 1 file changed, 1 insertion(+), 2 deletions(-) diff --git a/Documentation/Association/Board/PublishingDecisions.rst b/Documentation/Association/Board/PublishingDecisions.rst index f25aac6..dfd85ee 100644 --- a/Documentation/Association/Board/PublishingDecisions.rst +++ b/Documentation/Association/Board/PublishingDecisions.rst @@ -15,11 +15,10 @@ Publishing Decisions of the TYPO3 Association Board 1. Publication location ======================= -All decisions of the TYPO3 Association Board are published as reStructured Text documents in the `Decision directory`_ of the TYPO3 Association Policy directory. The decision directory is structured by year, and each decision is published as a separate document. +All decisions of the TYPO3 Association Board are published as reStructured Text documents in the `Decision directory `_ of the TYPO3 Association Policy directory. The decision directory is structured by year, and each decision is published as a separate document. Document naming and location *MUST* follow the pattern `Documentation/Association/Board/Decisions/YYYY/MM-DD-.rst`. -.. _Decision directory: /Documentation/Association/Board/Decisions.rst 2. Publication workflow ======================= From bf77b348f3df57a4b5098590a40dd50a3bc2ffcd Mon Sep 17 00:00:00 2001 From: rfoucard Date: Thu, 24 Sep 2026 13:52:48 +0200 Subject: [PATCH 15/18] Create 08-17-ConflictOfInterest2026Update.rst --- .../08-17-ConflictOfInterest2026Update.rst | 108 ++++++++++++++++++ 1 file changed, 108 insertions(+) create mode 100644 Documentation/Association/Board/Decisions/2026/08-17-ConflictOfInterest2026Update.rst diff --git a/Documentation/Association/Board/Decisions/2026/08-17-ConflictOfInterest2026Update.rst b/Documentation/Association/Board/Decisions/2026/08-17-ConflictOfInterest2026Update.rst new file mode 100644 index 0000000..44d68d8 --- /dev/null +++ b/Documentation/Association/Board/Decisions/2026/08-17-ConflictOfInterest2026Update.rst @@ -0,0 +1,108 @@ +:navigation-title: MM-DD +.. include:: /Includes.rst.txt +.. _t3a-board-decision-2026-08-17-conflict-of-interest-2026-update: + +================================ +Board Decision: Conflict of Interest Policy 2026 Update +================================ + +:Start of voting: 17 August 2026 +:Voting deadline: 2 September 2026 +:Decision owner: `Rachel Foucard`_ +:Decision status: ✅ Accepted + +Attendance and voting +===================== + +==================== ========== ====== +Board Member Attendance Vote +==================== ========== ====== +`Olivier Dobberkau`_ In meeting ✅ Yes +`Stefan Busemann`_ In meeting ✅ Yes +`Jochen Weiland`_ In meeting ✅ Yes +`Martin Helmich`_ In meeting ✅ Yes +`Jana Höffner`_ In meeting ✅ Yes +`Thomas Maroschik`_ Not attended ⚫ Recused +==================== ========== ====== + +.. _Olivier Dobberkau: https://my.typo3.org/u/oli4 +.. _Stefan Busemann: https://my.typo3.org/u/stefan.busemann +.. _Jochen Weiland: https://my.typo3.org/u/jweiland +.. _Martin Helmich: https://my.typo3.org/u/mhelmich +.. _Jana Höffner: https://my.typo3.org/u/janahh +.. _Thomas Maroschik: https://my.typo3.org/u/tmaroschik + +Decision description +==================== + +Facts/Problem +------------- + +The current Conflict of Interest Matrix has proven useful as a reference, but practical experience has shown that it can be improved to better support consistent and objective conflict-of-interest assessments. + +Its current structure relies primarily on predefined combinations of roles and responsibilities. While this approach covers many common situations, it can make the matrix difficult to interpret, requires regular updates when new roles or scenarios arise, and does not always reflect the actual level of risk associated with a given situation. + +Objective +--------- + +The proposed revision aims to simplify the matrix so that individuals can more easily determine whether a conflict of interest is likely to exist or can reasonably be excluded. It also introduces a more flexible approach that focuses on the characteristics of a situation rather than an exhaustive list of predefined cases. This should allow the matrix to remain effective as the organisation evolves, without requiring frequent revisions. New roles like unit leadership roles, officers, and external contractors are added to better reflect the current organisational structure. + +Finally, the revised matrix adopts a risk-based approach. Instead of primarily considering the accumulation of roles or responsibilities, it evaluates the likelihood that a situation could compromise, or reasonably be perceived to compromise, independent and impartial decision-making. This approach is intended to improve consistency, transparency, and long-term maintainability of the Conflict of Interest Policy. + +The policy is also updated to include a clear process for conflict of interest report. This process is updated so that the compliance officer takes over the corresponding tasks of collecting and handling the reporting, but the board keeps the decision making responsibilities. + +The register is also updated according to the annual revision and the last elections. + +Obligations to cooperate +------------------------ + +The implementation of this decision requires cooperation between several stakeholders: + +* **The Board** is responsible for reviewing, discussing, and approving the updated Conflict of Interest documents. +* **The Compliance Officer** is responsible for maintaining the Conflict of Interest Policy, process, register and Matrix, providing guidance on their interpretation, and supporting their consistent application. +* **Board members and all other persons covered by the Conflict of Interest Policy** are responsible for reviewing their own situations against the updated matrix and updating their conflict of interest declarations where necessary. + +This decision only affects the scope of conflicts of interest to be considered and the categories of actors covered by the matrix. It does not modify the existing processes for identifying, assessing, disclosing, or mitigating conflicts of interest, which remain unchanged. + + +Financial and human resources impacts +------------------------------------- + +The proposed update has no direct financial impact and does not require any additional budget. + +No employees, contractors, or volunteers need to be hired or dismissed as a result of this decision. The implementation will be carried out within the existing governance framework and responsibilities. + +The only operational impact consists of a one-time review of existing conflict of interest declarations by the persons covered by the policy to determine whether any additional disclosures are required under the updated matrix. This review is expected to require only a limited amount of time. + +No significant long-term financial or human resource implications are anticipated. + +Resolution/Petitum +------------------ + +The Board of the TYPO3 Association hereby resolves as follows: + +* **Adoption** : The Board adopts the Conflict of Interest policy updates represented by the following information: + * 2026 Conflict of Interests management policy + * 2026 Conflict of Interests Resolution process + * 2026 Possible Conflict of Interest Matrix + * Conflicts of Interests Register (internal document) +* Publication : The adopted Conflict of Interest Policy shall be published on the official TYPO3 Association website in the section dedicated to governance policies and shall become the reference for the application of the Conflict of Interest Policy. + + +Discarded alternatives +---------------------- + +* **Keep the current Conflict of Interest Matrix unchanged**: This option was discarded because practical use of the matrix has shown that some categories are difficult to interpret and that the current structure does not sufficiently distinguish between the existence of a situation and the level of conflict-of-interest risk it creates. +* **Update the matrix only to reflect the new organisational roles**: This option was discarded because simply adding new roles, such as Unit roles and Association Officers, would not address the interpretation and risk-assessment issues identified through the practical use of the current matrix. The annual update was therefore used as an opportunity to clarify and simplify the assessment approach. It would also require increasingly frequent updates as the organisation and its governance structure evolve. + + +Attachments & links +------------------- + +* https://docs.typo3.org/m/typo3/guide-policy/main/en-us/Association/ConflictOfInterest.html + + +Comments +-------- + +none From cd1f53387093d4257b1a046144b64e6f7b76c1a3 Mon Sep 17 00:00:00 2001 From: rfoucard Date: Thu, 24 Sep 2026 13:56:52 +0200 Subject: [PATCH 16/18] Update 08-17-ConflictOfInterest2026Update.rst --- .../08-17-ConflictOfInterest2026Update.rst | 20 +++++++++---------- 1 file changed, 10 insertions(+), 10 deletions(-) diff --git a/Documentation/Association/Board/Decisions/2026/08-17-ConflictOfInterest2026Update.rst b/Documentation/Association/Board/Decisions/2026/08-17-ConflictOfInterest2026Update.rst index 44d68d8..7ab8859 100644 --- a/Documentation/Association/Board/Decisions/2026/08-17-ConflictOfInterest2026Update.rst +++ b/Documentation/Association/Board/Decisions/2026/08-17-ConflictOfInterest2026Update.rst @@ -1,4 +1,4 @@ -:navigation-title: MM-DD +:navigation-title: 09-17 Conflict of Interest Policy 2026 Update .. include:: /Includes.rst.txt .. _t3a-board-decision-2026-08-17-conflict-of-interest-2026-update: @@ -14,16 +14,16 @@ Board Decision: Conflict of Interest Policy 2026 Update Attendance and voting ===================== -==================== ========== ====== -Board Member Attendance Vote -==================== ========== ====== -`Olivier Dobberkau`_ In meeting ✅ Yes -`Stefan Busemann`_ In meeting ✅ Yes -`Jochen Weiland`_ In meeting ✅ Yes -`Martin Helmich`_ In meeting ✅ Yes -`Jana Höffner`_ In meeting ✅ Yes +==================== ============ =========== +Board Member Attendance Vote +==================== ============ =========== +`Olivier Dobberkau`_ In meeting ✅ Yes +`Stefan Busemann`_ In meeting ✅ Yes +`Jochen Weiland`_ In meeting ✅ Yes +`Martin Helmich`_ In meeting ✅ Yes +`Jana Höffner`_ In meeting ✅ Yes `Thomas Maroschik`_ Not attended ⚫ Recused -==================== ========== ====== +==================== ============ =========== .. _Olivier Dobberkau: https://my.typo3.org/u/oli4 .. _Stefan Busemann: https://my.typo3.org/u/stefan.busemann From dd2f0c28508e26160e30c008f0ee529a866f082a Mon Sep 17 00:00:00 2001 From: rfoucard Date: Thu, 24 Sep 2026 13:57:46 +0200 Subject: [PATCH 17/18] Update 08-17-ConflictOfInterest2026Update.rst --- .../Board/Decisions/2026/08-17-ConflictOfInterest2026Update.rst | 1 + 1 file changed, 1 insertion(+) diff --git a/Documentation/Association/Board/Decisions/2026/08-17-ConflictOfInterest2026Update.rst b/Documentation/Association/Board/Decisions/2026/08-17-ConflictOfInterest2026Update.rst index 7ab8859..3844646 100644 --- a/Documentation/Association/Board/Decisions/2026/08-17-ConflictOfInterest2026Update.rst +++ b/Documentation/Association/Board/Decisions/2026/08-17-ConflictOfInterest2026Update.rst @@ -31,6 +31,7 @@ Board Member Attendance Vote .. _Martin Helmich: https://my.typo3.org/u/mhelmich .. _Jana Höffner: https://my.typo3.org/u/janahh .. _Thomas Maroschik: https://my.typo3.org/u/tmaroschik +.. _Rachel Foucard: https://my.typo3.org/u/rakel Decision description ==================== From ee3135fbe22dd83a7acc50b25423f31e4d1d2358 Mon Sep 17 00:00:00 2001 From: rfoucard Date: Mon, 28 Sep 2026 12:17:45 +0200 Subject: [PATCH 18/18] Update ConflictOfInterest.rst according to Olivier D. review --- .../Association/ConflictOfInterest.rst | 36 +++++++++++-------- 1 file changed, 21 insertions(+), 15 deletions(-) diff --git a/Documentation/Association/ConflictOfInterest.rst b/Documentation/Association/ConflictOfInterest.rst index 4b679e6..1504439 100644 --- a/Documentation/Association/ConflictOfInterest.rst +++ b/Documentation/Association/ConflictOfInterest.rst @@ -54,7 +54,7 @@ There are several types of conflict of interest: * A **perceived** conflict of interest exists when the public may believe that an individual's personal interests could influence the performance of his or her official duties - whether or not this is actually the case. Duties and Requirements -=============== +======================= Any individual falling within the scope of the sensitive processes, critical positions and at-risk operations defined above must : @@ -122,24 +122,24 @@ Possible Conflict of Interest Mapping | service providers(5) | by by-laws | by by-laws | | | | | +-----------------------------+------------------+------------------+------------------------------------------+------------------------------------------+------------------------------------------+------------------------------------------+ -(1) References to a person's interests include interests held by their close relatives and persons with whom they have a close personal relationship where those interests could reasonably be perceived as influencing the person's judgment. -(2) Financial interest refers to an ownership, equity or comparable economic interest in the agency, and does not include ordinary commercial customer or supplier relationships. -(3) GmbH employee with critical role: Any role or position related to sensitive processes listed in the Conflict of Interest Policy -(4) Association officers: Data Privacy Officer, Compliance Officer, Trademark Officer, Ambassadors, etc. -(5) For external contractors and service providers, the default impact severity is High. Where the total annual value of the services provided to the TYPO3 Association is below €50,000, the impact may be assessed as Low depending on the nature and significance of the contractual relationship. +(1) References to a person's interests include interests held by their close relatives and persons with whom they have a close personal relationship where those interests could reasonably be perceived as influencing the person's judgment. +(2) Financial interest refers to an ownership, equity or comparable economic interest in the agency, and does not include ordinary commercial customer or supplier relationships. +(3) GmbH employee with critical role: Any role or position related to sensitive processes listed in the Conflict of Interest Policy. +(4) Association officers: Data Privacy Officer, Compliance Officer, Trademark Officer, Ambassadors, etc. +(5) For external contractors and service providers, the default impact severity is High. Where the total annual value of the services provided to the TYPO3 Association is below €50,000, the impact may be assessed as Low depending on the nature and significance of the contractual relationship. Reporting a Conflict of Interest -===================================== +================================ -Any TYPO3 Association member, TYPO3 GmbH employee, or provider working for the TYPO3 Association or TYPO3 GmbH who becomes aware of a potential conflict of interest may report it to the TYPO3 Association Compliance Officer using the dedicated form available on **this page**. The report may concern the reporting person's own situation or a situation involving another person. +Any TYPO3 Association member, TYPO3 GmbH employee, or provider working for the TYPO3 Association or TYPO3 GmbH who becomes aware of a potential conflict of interest may report it to the TYPO3 Association Compliance Officer using `compliance@typo3.org `__. The report may concern the reporting person's own situation or a situation involving another person. The Compliance Officer will acknowledge the report within one working week, record it, assess the available information, and prepare a recommendation for the TYPO3 Association Compliance review panel. The Compliance review panel decides whether a conflict of interest exists and, where applicable, determines the appropriate measures in accordance with this policy. The person who submitted the report will be informed of the decision. Confirmed conflicts of interest and their management are recorded and periodically reviewed in accordance with the Conflict of Interest Resolution Process. Detailed Process -=================================== +================ **This chapter describes how Conflicts of Interest are managed, from declaration to resolution by the TYPO3 Association.** @@ -147,12 +147,14 @@ Review (1 month after each GA) ------------------------------ - The Compliance Officer sends an email to all persons listed in the Conflict of Interest register to ask them either to validate the declared situation, or to inform about any new situation. -- The recipient have 2 weeks to answer about their situation +- The recipient has 2 weeks to answer about their situation + - If the situation hasn’t changed, the Board member responsible for the conflicts of interest documentation adds the last update date of the conflict. - If the situation has changed, the conflict goes through the next steps like a new conflict. + Compliance Review Panel members pool (1 month after each GA) ------------------------------------- +------------------------------------------------------------ - The Compliance Officer updates the Compliance Review Panel members pool based on the elected Board and BCC members. - A public rotation list includes all current Board and BCC members and is initially ordered alphabetically by last name. For each case, the first three eligible persons are selected. Anyone who has a conflict of interest is skipped for that case without losing their place. After serving, Panel members move to the end of the list. @@ -170,14 +172,18 @@ Take over (A conflict of Interest is declared) Identify (The next board meeting after the declaration) ------------------------------------------------------- -- The Case Officer prepare a conflict of interest decision paper with the information needed: +- The Case Officer prepares a conflict of interest decision paper with the information needed: + - The needed information for the decision paper - The selected members of the Compliance review panel - The Case Officer recommendations + - The Compliance review panel must identify the conflict of interest with the help of the Conflict of Interest Mapping and the Conflict of Interest priority matrix -- The Compliance review panel vote (simple majority, no possible abstention) a decision on : +- The Compliance review panel votes (simple majority, no possible abstention) a decision on : + - Is it a conflict of interest? - If so, what is its type and impact severity? + - The Compliance review panel must record the decision in the meeting protocol Disclose (Four weeks after the identification of a conflict of interest) @@ -192,12 +198,12 @@ Manage (The next board meeting after the disclosure of a priority Conflict of In - If the Compliance review panel identified a conflict of interest of any type, the board must decide on actions to avoid the Conflict of Interest, or reduce the Conflict of Interest probability or severity impact - The possible type of actions are listed in the Conflict of Interest Policy’s Resolution strategies chapter -- The Compliance Officer prepare a decision paper according to the actions +- The Compliance Officer prepares a decision paper according to the actions - The Board votes (quorum) the strategies they want to apply - The Board must record the decision in the meeting protocol Monitor (One year after the strategies implementation) ---------------------------------- +------------------------------------------------------ - The Board must validate during a QSA during the conflict of interests policy review that the change is significant and that the strategies were successful. - The Board must record the validation in the QSA protocol