Community Guidelines

These Community Guidelines set out what we expect from communities, community owners, staff members, and applicants on RoleFlow. They explain how we respond when those expectations are not met and how you can challenge a decision.

These guidelines work alongside our Terms of Service and Acceptable Use Policy. The Acceptable Use Policy sets out what is prohibited. These guidelines explain how people should behave in day-to-day use of the platform, and what happens when they fall short. Where the two overlap, the stricter rule applies.

RoleFlow is meant to make recruiting and joining communities clearer and fairer for everyone involved. We want applicants to know what they are applying for and to be treated with respect. We want communities to be able to find people efficiently and to make decisions in a way they can explain. We want staff to work together without pressure or conflict.

These goals are the reason for the rules below. When a situation is not covered, we will ask what response best serves them.

Owners set the tone for their community and are responsible for its conduct. We expect owners to:

• Describe the community and each position honestly. Do not advertise roles you are not hiring for, and do not promise outcomes you cannot deliver.
• Ask applicants only for information needed to assess the role. Do not ask for passwords, payment details, bank information, two-factor codes, or identity documents as part of an application.
• Give staff only the access they need for their role, and remove access promptly when someone leaves the team or changes role.
• Respond to applicants within a reasonable time, and tell them clearly when a decision has been made.
• Keep applicant data only for as long as it is needed for the purpose it was collected for, and delete it when an applicant asks where the law requires it.
• Make sure the community's requirements are written down, applied consistently, and lawful in the places where the community operates.

Staff members help owners run the review process. We expect staff to:

• Review applications on their merits, following the community's written criteria.
• Record reasons for decisions where practical, so that decisions can be explained if questioned.
• Keep reviews, notes, and messages professional, accurate, and respectful.
• Use only the voting and decision permissions the owner has given them, and do not act beyond those permissions.
• Declare any conflict of interest, such as a personal or financial relationship with an applicant, and step back from that review.
• Never share applicant information outside the community, and never use RoleFlow to make decisions based on protected characteristics.

Applicants help communities find people who are a good fit. We expect applicants to:

• Answer application questions honestly and completely.
• Apply only to roles they genuinely intend to pursue.
• Avoid submitting several applications to the same role, and avoid flooding a community with applications.
• Be respectful in messages to staff, including when a decision is not the one they hoped for.
• Keep their own login details private and report any request for a password, payment, or identity document.

Every position should describe the role accurately. Say what the work involves, what skills or experience it needs, whether it is paid or unpaid, the expected time commitment, and roughly how long applicants should expect to wait for a decision.

Close positions when they are filled, or when you stop reviewing applications, rather than leaving them open to collect applications you do not intend to consider. Update the posting if the requirements or the role change.

Acknowledge applications, tell applicants when a decision has been made, and explain the reasons where you reasonably can. Use the messaging and interview tools on RoleFlow for conversations about an application, rather than contacting applicants through unrelated channels.

Keep feedback specific and professional. Do not mock, insult, or pressure applicants, including when you decline them. A short, clear, respectful decline is better than silence or a vague message that leaves the applicant guessing.

Applicants share personal information with a community so that the community can consider them for a role. Use that information only to assess the application. Keep it secure, share it only with the people who need it for that purpose, and delete it or stop holding it when it is no longer needed.

Do not copy applicant details into public channels, post screenshots of applications, or use applicant information for marketing or for any purpose the applicant did not agree to.

Owners are responsible for how their staff handle applicant information. If a staff member misuses it, remove their access immediately. Contact us if you need help dealing with the consequences.

Staff should review applications fairly and consistently. Compare applicants against the same criteria, and avoid decisions based on personal dislikes, unrelated disputes, or assumptions about someone's background.

Staff should not share private review notes outside the team, and should not use their access to pursue personal disputes with applicants or other staff members. If a dispute arises between staff, raise it with the owner rather than resolving it through the platform.

If a community, position, applicant, or staff member breaks these guidelines, report it using the Report button on the community or application page. Give specific details about what happened, when it happened, and any evidence you have. Please do not post private evidence publicly.

Several separate reports about the same target are reviewed together, and the number of reporters is one of the signals we consider. Reports are not votes. One serious report can be enough to act on, and many weak or unclear reports do not, on their own, guarantee action.

We do not reveal who reported a community to the community itself. Knowingly false reports, or reports made to harass someone, are themselves a violation of these guidelines.

Our response depends on how serious and how frequent a problem is. The main steps are:

• Warning: a notice that a rule was broken, with no restriction on access.
• Content removal: content that breaks our rules is removed, with or without any other action.
• Pause: a community is hidden from the public directory while the issue is reviewed. The owner can still access the community.
• Blacklist: a community is removed from the public listing, and its applications stop being accepted.
• Suspension: an account cannot sign in for a set period.
• Ban: an account cannot sign in. Bans are usually permanent.

We may skip earlier steps where the situation is serious, such as threats of violence, child safety concerns, or fraud. We may also take action against an account that is linked to a restricted account or created to avoid a restriction.

When we take action against an account or a community, we tell the owner or account holder what action we took and why, unless telling them would be unlawful or would undermine a security investigation. The notice includes an appeal link.

You may submit one appeal per decision, explaining why you think it should be reconsidered. Appeals are reviewed by a site administrator, and we will email you the outcome. A denied appeal is final on the platform, although you may still contact us about your data rights under our Privacy Policy.

We keep an audit record of privileged actions, including punishments, role changes, and moderation decisions. Enforcement decisions are recorded so that they can be reviewed later, including when an appeal is considered.

We may update these guidelines as the platform and the law change. We will post changes on this page and update the date at the top. For material changes, we will give at least 14 days' notice in the Service or by email before the changes take effect.

If a change affects how communities must run their applications, we will tell community owners in advance where practical.

Questions about these guidelines, or reports that need follow-up: support@roleflow.site. For community support, visit our official community server at https://discord.gg/tKPbCXbmr9.