Code of Conduct

Preamble

Everyone is welcome to the table. We are aware that by saying »everyone«, we'll have a lot of people from many different backgrounds. And that's a good thing, because we welcome diversity.

Code of Conduct

This code of conduct aspires to support an environment where all people should feel safe and respected. It applies to all spaces managed by polypoly (hereafter polypoly), such as all our social media channels and others. We expect this code of conduct to be honoured by everyone who interacts in a polypoly environment formally or informally, or claims any affiliation with polypoly. This code further serves to emphasize our common understanding of a collaborative, shared environment and goals. We expect it to be followed in spirit as much as in the letter, so it can enrich everyone who participates.

Guidelines

Be empathic, friendly, and patient. We assume good intentions, and do our best to act in an empathetic fashion. We may all experience some frustration from time to time, but we do not allow frustration to turn into a personal attack. An environment where people feel uncomfortable or threatened is not productive.

Be careful in the words that are chosen. We value professionalism in all interactions and take responsibility for our own speech. Be kind to others. Do not insult or put down others. Harassment and other exclusionary behaviour are not acceptable.

This includes, but is not limited to:

  • Violent threats or language directed against another person.
  • Sexist, racist, or otherwise discriminatory jokes and language.
  • Posting sexually explicit or violent material.
  • Posting (or threatening to post) other people's personally identifying information (»doxing«).
  • Sharing private content, such as emails or messages sent privately or non-publicly.
  • Personal insults, especially those using racist or sexist terms.
  • Unwelcome sexual attention.
  • Excessive or unnecessary profanity.
  • Repeated harassment of others. In general, if someone asks you to stop, then stop.
  • Advocating for, or encouraging, any of the above behaviour.

Diversity Statement

polypoly welcomes and encourages participation by everyone. We are committed to providing an environment everybody feels good about. Although we may not be able to satisfy everyone, we will always strive to treat everyone well.

No matter how you identify yourself or how others perceive you: we welcome you. Though no list can hope to be comprehensive, we explicitly honour diversity in: age, culture, ethnicity, genotype, gender identity or expression, language, national origin, neurotype, phenotype, political beliefs, profession, race, religion, sexual orientation, socioeconomic status, subculture and technical ability. And if there’s something we missed let us know.

Standards for behaviour in polypoly environments are detailed in the Code of Conduct above. We expect participants to meet these standards in all their interactions and to help others to do so as well.

Reporting of Non-compliance with the Code

Should you wish to report a breach of our Code of Conduct, please write to: hello@polypoly.net

Notice

This Code of Conduct is a modified version of The Apache Software Foundation’s Code of Conduct licensed under the Apache License, Version 2.0 with additional text and inspiration from the Mozilla Foundation’s Community Guidelines. We’re very grateful for their work and support them in their efforts. 

Gender Equality Plan (GEP) 2022

Gender Equality Plan enacted by: polypoly Management Team 

1 Introduction 

polypoly coop SCE is a European cooperative open to all European citizens. SCE is short for »Societas Cooperativa Europaea«, an EU legal company construct aiming to facilitate a cooperatives cross-border and trans-national activities. Any EU citizen above the age of 18 can become a member of the polypoly coop SCE by acquiring one or more shares in the cooperative. The general assembly of the polypoly Cooperative is the highest decision-making body of the polypoly coop SCE, and all members have equal voting rights, no matter the amount of shares each member may hold.

polypoly develops the polyPod infrastructure, which transforms private end user devices into sustainable, social and efficient data centers. The unused computing power of existing devices can be used for privacy-friendly big data analyses in exchange for fair payment. Since all calculations are carried out on existing devices, data centers are saved and with them a whole lot of costs and CO2.

The company has a core team consisting of a Chief Executive Officer (CEO), a Chief Technology Officer (CTO), a Chief Financial Officer (CFO) and a Chief Marketing Officer (CMO) together with AI & Data Science Researchers, Product Developers, Project Managers, and an IT and Marketing Team. The company also collaborates with a network of experts around the world, who are professionals in the fields of data, AI, Ethics and other areas of interest. 

polypolys’ Leadership Team created this Gender Equality Plan (GEP) for polypoly. Currently, polypoly has committed to following the five main thematic areas covered by GEP and has practices in place that are aligned with national legislation. The extent of these practices is covered within this document. 

Prior to the start of the COVID-19 pandemic, polypoly only allowed remote working to cater to individual needs. The company always believed in encouraging employees to be independent and proactive, and nurtured an open-door culture, where employees were encouraged to communicate with each other and with management about any queries or issues. Throughout 2020, polypoly’s management transitioned the company to fully-remote working, and these values were adapted and implemented to fit this change.

2 Thematic Areas 

The principles covering the recommended five areas of the GEP, as highlighted in the Horizon Europe Guidance on Gender Equality Plans document, can be found below. 

2.1 Work-Life-Balance and organisational culture 

The provision of good working conditions for all staff which allow people of all sex and gender to have the flexibility for a healthy Work-Life Balance to reach optimal performance levels. polypoly offers the following to all employees: 

  • Fully remote working 
  • Annual leave 
  • Sick leave 
  • Option to work reduced hours, where possible 
  • Flexible working time arrangements, including how departmental processes, procedures and practices impact on staff with caring responsibilities or full-time reduced workers 
  • Workload management, including how different tasks are allocated and distributed 

2.2 Gender equality in recruitment and career development

  • Gender balance in recruitment and career progression ensures equal opportunities at the stage of recruitment and subsequent career progression for any staff. 
  • polypolys recruitment strategy includes recruitment agencies, web and social media posts, word of mouth and internal recommendations. 
  • The selection process is based on the relevance of qualifications and experience to the role, and whether the potential employee is happy to accept the terms of the role. 
  • polypoly also prefers to receive a standardised curriculum vitae in Europass format, further equalising the interpretation of curriculum vitae. 
  • All new employees are given the same terms, introduction and relevant training when joining the company. In terms of career progression, any employee is judged based on their performance in their current role, their understanding of the company and the way they conduct themselves with all colleagues. 

2.3 Integration of gender dimension into content and communication

polypoly is committed to ensuring that all its processes and communication are gender-neutral in both intention and the language used. The purpose of gender-neutral language is to encourage employees to give due consideration to the issue of gender sensitivity in language whenever writing or speaking. 

2.4 Measures against gender-based violence including sexual harassment

polypoly believes in non-discriminatory treatment based on the grounds of religion or religious belief, disability, age, sex, sexual orientation, political orientation and racial or ethnic origin. As a remote company with employees who mostly communicate through video calls, email and business platforms, the focus is to encourage respect, trust and camaraderie amongst colleagues. 

polypoly follows principles highlighted in the local Employment and Industrial Relations Acts and subsidiary legislation (like Equal Treatment in Employment Regulations), the Equality for Women and Men Acts, and the Gender Identity, Gender Expression and Sex Characteristics Acts.

3 Challenges and Objectives 

The challenges related to gender equality and diversity were identified and discussed by polypoly’s board of directors. The company was founded in 2020 and, since then, management has been directly involved in all aspects of the company, including marketing, HR and recruitment, making it possible for them to pinpoint the challenges and objectives found below. 

3.1 Encouraging employees to use all their annual leave in order to have a better Work-Live Balance

Thematic Area: Work-Life Balance & organisational culture

Goal: Encouraging employees to use all their annual leave

Challenge: To push employees to book leave is challenging due to everyone working remotely

Date: End of 2022

Responsible: CEO and CMO

Action Plan: To regularly remind employees to make use of their annual leave to ensure a proper Work-Life Balance. 

3.2 Using gender neutral language across all communication

Thematic Area: Integration of gender dimensions

Goal: Using gender neutral language across all communication

Challenge: Ensuring all employees implement gender neutral language across all communication

Date: End of 2022

Responsible: All staff

Action Plan: Circulating this gender equality plan amongst all employees and also sharing the document, whilst encouraging all employees to read and implement the contents. This is to ensure that all internal and external communication (emails, calls, recruitment efforts, website content, social media content etc.) are gender-neutral in both their intention and the language used. 

4 Data Collection 

4.1 Encouraging employees to use all their annual leave in order to have better Work-Life-Balance

Use the company’s HR management system to monitor the leave taken and download reports related to this challenge. 

4.2 Using gender neutral language across all communication

Take random samples of different external communication channels (newsletters, social media, vacancy posts, brochures etc) and check them for the use of gender-neutral language.

Stardust