Purpose. Establishes expectations regarding shared ecosystem relationship records and institutional contact stewardship.
Applicability. All ecosystem participants who have access to member, contributor, sponsor, partner, or operational contact records.
# Form N — Shared Contacts & Relationship Stewardship Policy
## Purpose
Form N documents the ecosystem's institutional philosophy regarding shared contact and relationship records. Members, contributors, Guild Navigators, Guild Operators, sponsors, partners, educational participants, and operational contacts are part of the broader institutional ecosystem. Relationship records generated through ecosystem participation are owned by the relevant entity (The Ganjier Guild, Smoke & Oakum LLC, or The Guild Collective) and are maintained for institutional continuity — not as personally controlled contact lists. This policy is acknowledged by all participants who receive access to shared relationship records.
## Owner & Maintenance
**Owner:** Ecosystem Systems Administrator, in coordination with the LLC CEO and C6 Executive Director.
**Update cadence:** Reviewed at minimum annually. Updated immediately when system access levels or contact platform assignments change.
**Live record location:** Governance Drive — Operations / Relationship Records folder. Individual acknowledgment signatures are filed in each participant's onboarding record.
## Fields Tracked
### Policy Record
- Effective date
- Owning entity for each class of contact record (C6 owns member and educational contacts; LLC owns sponsor, partner, and commercial contacts; Co-op owns patronage-eligible member contacts)
- Systems containing relationship records (Google Workspace, Klaviyo, Slack, Trello, shared onboarding systems, event systems, sponsor systems, operational records)
### Participant Acknowledgment
- Participant name, printed
- Participant signature
- Date of acknowledgment
- Entity affiliation, role, and contribution title (per Section 28A)
- Approved by: name, role, and date
### Privacy and Access Standards
- Contact records classified by sensitivity level (public, internal, restricted)
- Access role required for each sensitivity level
- Retention and deletion schedule for each contact class
- Process for participant-initiated contact removal requests
## Workflow
1. **Onboarding** — All new participants who receive access to any shared contact platform complete the Form N acknowledgment section as part of onboarding (alongside Form A and Form E).
2. **Access grant** — Form H access requests for platforms containing contact records (Klaviyo, Google Workspace, Slack, event systems) reference Form N compliance.
3. **Separation** — Form J (Offboarding Checklist) confirms that the departing participant has not retained unauthorized copies of contact records and that Form N obligations survive separation.
4. **Audit** — The Ecosystem Systems Administrator reviews contact platform access lists annually to confirm access aligns with current roles.
5. **Breach response** — Any unauthorized export or transfer of contact records is treated as a policy violation and reported to the LLC CEO for review.
## Cross-References
- **Form A** — Participant acknowledges relationship stewardship obligations at ecosystem entry.
- **Form E** — Section 5 of Form E (Relationship Stewardship) is the NDA counterpart to this policy.
- **Form G** — Platforms containing contact records are tracked in Form G; access is managed through Form H.
- **Form J** — Offboarding triggers a contact-record compliance review under this policy.