CAPIBARA Collaboration Communications & Data Policy#

Version 1.0 | Effective Date: January 1, 2026#

1. Communication Channels Hierarchy#

A. Official Channels (All members must join)#

  1. GitHub Organization (CAPIBARA3)

    • Source of truth for all technical documentation

    • Issues & Projects for task tracking

    • Discussions for Q&A

  2. Official Email

  3. Monthly All-Hands Video Call

    • Agree to a date

    • Notes posted on GitHub docs repository

    • Calls are managed by programme leads

B. Informal Channels (Optional)#

  • WhatsApp: the Whatsapp group is voluntary and not managed by the CAPIBARA Collaboration. The whatsapp group was never intended as and will not be managed or responsibility in any way by/of the CAPIBARA Collaboration. It’s entry it absolutely voluntary, not required for CAPIBARA Collaboration membership and has nothing to do with the CAPIBARA Collaboration.

2. Data Privacy & Security#

  • We collect only: Name, email, institution, role, GitHub metadata (by joining the collaboration)

  • Stored in our GitHub website repository. Storage of data is voluntary, except GitHub username.

  • Right to be forgotten: Email the general collaboration email to request your personal data deletion anytime.

  • We never share your personal data without your consent

3. External Communications#

A. Social Media Guidelines#

  • Official accounts: Managed by Communications Lead

  • Individual members: May share public info with disclaimer: “Views my own”

  • Never share: Unreleased data, internal disputes, proprietary designs

B. Press Inquiries#

  • All media requests via the contact form

  • Only programme leads may approve official statements

C. Conference Presentations#

  • Submit abstract to programme lead 2 weeks before deadline

  • Acknowledge: “The CAPIBARA Collaboration”

  • Share slides in the .github-private repository under internal/outreach

4. Violation Procedure#

  1. First offense: Private warning from programme lead

  2. Second offense: Temporary suspension (1 weeks)

  3. Third offense: Membership review (see MEMBERSHIP_POLICY.md)