Conflict Resolution & Disciplinary Procedure

1. Purpose and Principles

We require all of our members and attendees at our events to follow the Tablero Code of Conduct. In the event that one or more individuals appears to have breached our Code of Conduct, we will use the following procedure. The purpose of this procedure is to ensure that all members and volunteers are treated fairly, consistently, and with dignity. We prioritise de-escalation and resolution at the lowest level possible, while maintaining a firm commitment to safety and community standards.

2. Stages of the Procedure

Stage 1: Reporting and Initial Assessment

  • Reporting: Any individual who witnesses or experiences a potential breach must report the incident to an Organiser or the Board as soon as possible. Conduct incidents can be reported verbally to an officer of the Association, the Tablero Venue host or by completing the Conduct Incident Report Form.
  • Initial Fact-Finding: An appointed “Investigating Officer” (a neutral Board member or senior volunteer) will gather information by interviewing the involved parties and any witnesses.
  • Assessment: If the person raising the issue did not complete a Conduct Incident Report Form, the Investigating Officer will complete the Conduct Incident Report Form.

Stage 2: Formal Investigation

  • Notification: If the breach is deemed potential, the accused party will be notified in writing of the allegations against them and given an opportunity to respond.
  • Evidence Review: The Investigating Officer will compile a written report of findings based on testimonies, digital evidence (if applicable), and any other relevant documentation.
  • Interim Measures: In cases of severe risk to the community (e.g., physical violence or harassment), the Board may implement a temporary, immediate suspension pending the outcome of the investigation.

Stage 3: Decision and Action The Board will review the completed Incident Report Form and any written investigation report. The Board will decide on any action to be taken and will complete a Disciplinary Decision Form, the outcome of which will be notified to the parties. If further investigation is required, the Board will liaise with the Assessor and the Assessor will liaise with the appropriate parties. The potential actions are as follows:

  • No Action: The complaint is unsubstantiated.
  • Informal Resolution/Warning: Appropriate for minor breaches where a conversation and verbal guidance are sufficient to correct behavior.
  • Formal Written Warning: Issued for repeat minor offenses or a single, more significant breach.
  • Suspension: A temporary removal from the Association or specific events.
  • Permanent Expulsion: Reserved for severe or repeated violations that threaten the safety, inclusivity, or core values of the Association.

3. Appeals Process

If a member or volunteer believes the disciplinary decision was unfair or based on incomplete information, they have the right to appeal:

  • Submission: The appeal must be submitted in writing to the Board within 7 days of receiving the initial disciplinary decision.
  • Review: The appeal will be reviewed by a different panel (or an independent third party, if available) to ensure an impartial assessment.
  • Final Decision: The decision of the appeals panel is final.

4. Confidentiality and Data Protection

  • All proceedings, identities of involved parties, and sensitive details will be handled with strict confidentiality.
  • All data collected during the disciplinary process will be stored and processed in compliance with the General Data Protection Regulation (GDPR/RGPD) and the Spanish Ley Orgánica de Protección de Datos (LOPD).
  • Records of disciplinary actions will be kept in a secure, centralized file, accessible only by the Board.

5. External Cooperation

In cases where a potential breach also constitutes a criminal offense under Spanish law (e.g., physical assault or theft), the Association is obligated to cooperate fully with local authorities (Policía Nacional or Guardia Civil).

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