Policies & Governance
How GLC operates with integrity, protects privacy, and serves communities.
Governance & Structure
Organizational Model
GLC operates through a dual structure that honors both institutional rigor and community voice:
- The Consortium — Research partnerships, policy interfaces, academic collaborations, and evidence-based initiatives spanning neuroscience, genomics, anthropology, and systems reform.
- The Collective — Community archives, storytelling networks, survivor advocacy, public education, and grassroots engagement focused on memory, justice, and healing.
Leadership & Stewardship
GLC is founded and directed by Bailey Reid Gwyn, with advisory input from subject-matter experts, collaborating researchers, community representatives, and institutional partners across multiple domains.
Decision-Making Principles
- Evidence-based: Decisions grounded in research, data, and lived experience
- Accessibility-first: Universal design and inclusion guide all initiatives
- Community-responsible: Accountability to those we serve, particularly marginalized communities
- Transparent: Material policy changes are versioned, dated, and publicly documented
Version Control: This policy document is version-controlled. Substantive changes are announced with effective dates and rationale.
Privacy & Personal Information
Core Privacy Principles
- Minimal collection: We collect only what is necessary to provide services, advance research with consent, ensure security, and improve accessibility.
- Purpose limitation: Data is used only for the stated purpose at collection.
- Storage minimization: We don’t retain data longer than necessary.
- User control: You maintain rights over your personal information.
Sensitive Information Handling
Personal health information, legal records, survivor testimony, genomic data, and other sensitive content receives heightened protection:
- Encrypted transmission and storage where applicable
- Access limited to authorized personnel with legitimate need
- Never shared without explicit, informed, ongoing consent
- Special protocols for trauma-informed, survivor-centered work
- Compliance with relevant health information privacy regulations
Third-Party Sharing
We avoid sharing data with third parties except when:
- Essential for operations (hosting, security, accessibility services)
- Required by law or legal process
- Explicitly consented to by you
- Necessary for collaborative research with approved partners under data use agreements
Your Privacy Rights
You may request:
- Access: See what personal data we hold
- Correction: Update inaccurate information
- Deletion: Remove your data (subject to legal retention requirements)
- Portability: Receive your data in a structured format
- Restriction: Limit how we process your information
To exercise these rights, contact us using the methods in the Contact section. We will respond within 30 days.
Data Usage, Security & Retention
How We Use Data
Information collected serves these purposes:
- Fulfilling service requests and communications
- Maintaining community archives with appropriate consent
- Conducting research aligned with GLC’s mission
- Improving accessibility and user experience
- Ensuring security and preventing misuse
- Meeting legal and regulatory obligations
Data Security Measures
- Technical safeguards: Encryption, secure servers, access controls, regular security audits
- Organizational safeguards: Staff training, limited access policies, incident response procedures
- Physical safeguards: Secure facilities for any physical records
- Vendor management: Third-party service providers vetted for security practices
Retention Periods
We retain data based on:
- Active use: Duration of your engagement with services
- Legal requirements: Statutory retention periods for certain records
- Research protocols: Approved retention periods for consented research data
- Archive standards: Professional archival practices for historical materials
- Deletion requests: Honored except where retention is legally required
Breach Notification: In the event of a data breach affecting personal information, we will notify affected individuals and relevant authorities as required by law.
Accessibility Commitment
Design Philosophy
Accessibility is not an afterthought—it’s foundational to GLC’s work. We design for universal access and continually improve based on feedback.
Technical Standards
- WCAG Alignment: We aim for WCAG 2.1 Level AA compliance across digital properties
- Semantic HTML: Proper structure for screen readers and assistive technologies
- Keyboard navigation: Full functionality without mouse
- Color contrast: Sufficient contrast ratios for readability
- Responsive design: Usable across devices and screen sizes
- Alternative formats: Images include alt text, videos include captions
Neurodivergent-Friendly: We recognize diverse cognitive processing styles and aim to provide clear structure, predictable navigation, and reduced cognitive load.
Research Ethics & Integrity
Research Principles
- Informed consent: Clear, understandable information about research participation
- Voluntary participation: No coercion; withdrawal allowed at any time
- Risk minimization: Protocols designed to minimize harm
- Confidentiality: Identifiable information protected
- Fair selection: Equitable distribution of research burdens and benefits
- Data integrity: Accurate collection, analysis, and reporting
Brand, Logo & Trademark Use
Ownership
The GLC name, marks, logos, and visual assets are owned by GLC and protected as intellectual property.
Permitted Use
- Editorial/referential: News coverage, academic citation, educational use with attribution
- Social sharing: Sharing GLC content with original attribution intact
- Collaborative work: Approved partners may use logos per partnership agreements
Restricted Use
The following require written permission:
- Modifying the GLC logo or brand marks
- Implying GLC endorsement of products, services, or positions
- Commercial use or merchandising
- Using GLC branding as primary identifier for other organizations
Contributions & Collaboration
Contributor Rights
- Ownership: Contributors retain copyright/ownership of their original work
- Licensing: Contributions are licensed to GLC under terms specified at submission
- Attribution: We credit contributors unless anonymity is requested
- Withdrawal: Contributors may request removal of work subject to archival and legal constraints
Conflicts of Interest
Disclosure Requirements
Any material conflicts must be disclosed prior to collaboration or decision-making involvement:
- Financial: Ownership interests, compensation, investments
- Personal: Family relationships, close friendships with affected parties
- Professional: Dual roles, competing commitments
- Organizational: Affiliations with entities that may benefit
Reporting, Complaints & Whistleblowing
What to Report
We encourage reporting of:
- Policy violations or ethical breaches
- Privacy or security concerns
- Misconduct by staff, partners, or collaborators
- Accessibility barriers
- Research integrity issues
- Conflicts of interest
- Discrimination or harassment
AI, Technology & Ethical Innovation
AI Principles (Audia AI)
GLC’s technology initiative, Audia AI, operates under these core principles:
- Privacy-first architecture: Personal data remains under user control
- Memory with dignity: AI systems that remember context without exploitation
- Transparency: Clear disclosure of AI involvement in interactions
- Consent-based: No training on user data without explicit permission
- Bias mitigation: Active testing and correction for discriminatory outcomes
- Human oversight: Critical decisions require human review
Data Training & Model Development
- Models are trained only on data we have legal right to use
- Personal conversations are never used for training without explicit opt-in
- Synthetic data and publicly licensed datasets prioritized where appropriate
- Regular audits for bias, fairness, and accuracy
AI Disclosure
When interacting with GLC systems:
- You will be informed when AI is involved in content generation or decision support
- AI-generated content is clearly labeled
- Human review is available upon request for significant decisions
Emerging Technology
As we explore genomics integration, neuroscience tools, and advanced analytics:
- Rigorous ethical review precedes deployment
- Community input sought for sensitive applications
- Precautionary principle guides risk assessment
- Sunset clauses for experimental features
AI Safety Commitment: We actively participate in broader AI safety discussions and implement industry best practices as they emerge.
Archives, Memory & Historical Records
Institute for Civil Memory
GLC’s archival work through the Institute for Civil Memory follows professional standards:
- Authenticity: Rigorous verification and provenance documentation
- Preservation: Appropriate storage and format migration
- Access: Balancing openness with privacy and safety
- Context: Adequate description and historical framing
Sensitive Historical Materials
Archives containing trauma testimony, human rights violations, or sensitive personal information receive special handling:
- Restricted access: Tiered permissions based on legitimate research need
- Redaction: Protecting identities where necessary
- Trigger warnings: Content warnings for traumatic materials
- Researcher agreements: Ethical use commitments required
- Community consultation: Affected communities have voice in access decisions
Oral Histories & Testimonies
- Recorded with informed consent specifying use and access
- Participants retain right to review and redact
- Time-delayed release options available
- Trauma-informed collection practices
Digital Preservation
- Multiple backup locations (on-site and off-site)
- Format migration as technology evolves
- Metadata standards for discoverability
- Partnership with institutional repositories where appropriate
Repatriation & Removal
Materials obtained through exploitation, colonialism, or coercion:
- Are candidates for repatriation to source communities
- May be removed from public access pending resolution
- Subject to consultation with descendant communities
Legal Disclaimers & Limitations
Not Professional Advice
GLC content is for educational and informational purposes:
- Not legal advice: Consult an attorney for legal matters
- Not medical advice: Consult healthcare providers for medical decisions
- Not financial advice: Consult financial advisors for investments
- Not mental health treatment: Seek licensed professionals for therapy
Accuracy & Completeness
- We strive for accuracy but cannot guarantee error-free content
- Information may become outdated; check publication dates
- External links are provided for convenience; we don’t control third-party content
- Corrections welcomed via Contact
Limitation of Liability
To the fullest extent permitted by law:
- GLC is not liable for indirect, incidental, or consequential damages
- Use of services is at your own risk
- We disclaim warranties of merchantability or fitness for particular purpose
- Some jurisdictions don’t allow liability limitations; these may not apply to you
Indemnification
Users agree to indemnify GLC against claims arising from:
- Your violation of these policies
- Your violation of any law or third-party rights
- Your use of GLC services
Jurisdiction & Governing Law
- These policies are governed by the laws where GLC operates
- Disputes subject to jurisdiction of relevant courts
- International users consent to these jurisdictional provisions
Severability
If any provision is found unenforceable, remaining provisions continue in effect.
Policy Updates
- We may update policies periodically
- Material changes will be prominently announced
- Continued use after changes constitutes acceptance
- Version history available upon request
Effective Date: These policies are effective as of November 7, 2025. Previous version dated August 24, 2025.
Contact & Support
General Inquiries
For questions about these policies, requests regarding your data, accessibility needs, or partnership opportunities:
- Primary contact: baileygwyn.xyz
- Email contact information available on the main site
Specific Departments
- Institute for Civil Memory: civilmemory.org
- Audia AI: audia.systems
- Research & Publications: baileygwyn.xyz/publications
Response Times
- General inquiries: 5–7 business days
- Accessibility requests: 3 business days
- Privacy/security concerns: 24–48 hours acknowledgment
- Urgent matters: Mark clearly; we prioritize accordingly
Mailing Address
Physical correspondence address available upon request for legal or formal matters.
Language Access: While English is our primary operating language, we will work with you to arrange translation or interpretation for essential communications.