1. INTRODUCTION
This document delineates the ethical framework guiding the collection, management, and use of data, including personal information, within Wakamoso, adhering to the appropriate standards of data privacy and security as outlined in the Wakamoso Privacy Policy and setting expectations so thatWakamoso tenant responsibilities are met as stipulated in the Wakamoso Subscriber Agreement.
2. GOVERNANCE
2.1 Ethics Committee Composition
2.1.1 The Ethics Committee will consist of at least three but no more than ten members, with at least three members attending a meeting constituting a quorum.
2.1.2 The Ethics Committee should comprise a diverse group of individuals, including but not limited to Wakamoso users, data experts, community representatives, legal experts and ethicists.
2.1.3 Members should be selected based on their expertise, commitment to ethical principles, and ability to contribute constructively to the committee's objectives.
2.1.4 There will three categories of Ethics Committee members, namely (a) member(s) nominated by implementing partners, (b) members nominated by tenants, and (c) independent members.
2.2 Term and Rotation
2.2.1 A staggered term system will be implemented to maintain stability and ongoing expertise within the committee. The respective terms of members of the Ethics Committee will be as follows:
(a) Members nominated by implementing partners – three years;
(b) Members nominated by tenants – two years; and
(c) Independent members – one year.
2.2.2 Committee members will serve their respective termsas indicated in paragraph 2.2.1 above, with the possibility of re-election for one additional term to ensure continuity and fresh perspectives. The duration of any additional term of the members will be the same as their original term.
2.2.3 Following completion of any additional term by an Ethics Committee member, such member would be expected to step down from the committee.
2.3 Replacement Process
2.3.1 In the event of a member stepping down, a transparent nomination and selection process will be initiated by the committee chair, inviting applications from within the Wakamoso community and relevant external experts.
2.3.2 The selection process should prioritize maintaining the committee's diversity in expertise, background, and perspective.
2.4 Responsibilities
2.4.1 The committee is responsible for overseeing the ethical framework of Wakamoso, advising and guiding on compliance with applicable ethical standards and addressing ethical dilemmas and concerns which may arise from time to time regarding Wakamoso.
2.4.2 The committee will review and update these Terms of Reference as necessary, adapting to new challenges, technological advancements and societal norms.
2.5 Meeting Procedure
2.5.1 Members of the committee will elect a committee chair from amongst their number. The committee will determine the manner of voting, it being understood that voting generally will be by show of hands. Where any one or more members of the committee are of the view that a specific matter is of a sufficiently sensitive nature that a show of hands would not be appropriate, voting in such instance would be by ballot or such other anonymised electronic voting platform as may be appropriate.
2.5.2 In the absence of the committee chair, the remaining members present will elect one of their number to chair such meeting.
2.5.3 The committee chair will minute the proceedings of meetings of the committee.
2.5.4 Committee meetings may be conducted via electronic media such as an electronic meeting platform (for example Zoom or the Wakamoso platform) or such other electronic media as may be appropriate.
2.6 Decision-Making
2.6.1 Discussions will be held in an open and constructive manner. Decisions will be made through a consensus-driven process, striving for unanimous agreement. In cases where consensus cannot be reached, a majority vote will decide, with the committee chair having the tie-breaking vote if needed.
2.7 Transparency and Accountability
2.7.1 The Ethics Committee will operate transparently, publishing annual reports on its activities, decisions, and the reasoning behind them, except in cases where confidentiality is required.• It will establish appropriate and clear channels for receiving and addressing ethical concerns from Wakamoso users and stakeholders, ensuring responsive and responsible governance.
2.8 Rationale
2.8.1 This governance structure is designed to ensure that the Wakamoso Ethics Committee operates effectively, with integrity, and in alignment with the platform's commitment to ethical excellence. It provides a framework for ethical oversight, reflecting the platform's values and the diverse needs of its community.
3. PRINCIPLES
3.1 Data Privacy and Protection: Adhering to the Protection of Personal Information Act, ensuring user data is managed securely and lawfully.
3.2 Informed Consent: Users provide informed consent for data collection and processing, with clear communication on data use as set out in the Privacy Policy.
3.3 Equitable Data Use:Providing guidelines so that tenant data usage aligns with ethical standards, promoting fair and beneficial outcomes for all users.
4. RESPONSIBILITIES
4.1 Users: Provide accurate information and engage responsibly, respecting community norms and ethical guidelines.
4.2 Tenants: Adhere to ethical data use principles, so that data collection and analysis serve legitimate, lawful purposes and respect user consent.
4.3 Administrators: Oversee policy compliance, manage data security and uphold ethical standards, conducting regular reviews and updates to policies as necessary.
5. DATA ETHICS
5.1 Collection and Use: Data is collected transparently, focusing on necessity and relevance to user engagement and service improvement.
5.2 Security Measures: Implementing appropriate security measures such as encryption and access control to help protect user information from unauthorized access.
5.3 Third-Party Sharing: Limiting data sharing with third parties to necessary instances, requiring third parties adhere to similar ethical and security standards.
6. GOVERNANCE
6.1 Ethical Committee Oversight: Establishing an Ethics Committee to review tenant activities and questionnaire content, ensuring compliance with ethical standards and applicable laws.
6.2 Regular Audits: Conducting compliance audits to verify adherence to ethical and legal requirements, with tenants providing necessary assistance and access for audits.
7. IMPLEMENTATION
7.1 Awareness and Training: Educating stakeholders on applicable ethical guidelines, data privacy requirements and security practices to foster a culture of ethical responsibility.
7.2 Feedback and Reporting: Facilitating a transparent feedback mechanism for reporting ethical concerns or policy violations, ensuring prompt and appropriate action.
8. LEGAL AND REGULATORY COMPLIANCE
8.1 Adherence to Laws: Complying with all relevant legal and regulatory requirements, including but not limited to the Protection of Personal Information Act, ensuring all operations of the platform are within legal bounds.
8.2 Tenant Agreements: Tenants agree to uphold the ethical principles and data protection standards as part of their agreement with Wakamoso, contributing to the platform's integrity and trustworthiness.
9. CONCLUSION
9.1 Wakamoso commits to upholding these ethical principles, ensuring a trusted, secure, and inclusive platform. This document is subject to ongoing review and adaptation to reflect evolving ethical standards, technological advancements, and regulatory requirements.
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