User Reporting & Incident Response Procedure

1. Reporting Mechanism

•        All members can report posts, comments, messages, or profiles they believe to be abusive, harmful, unsafe, or in violation of community rules, either:

•        By clicking the “Report Content” hub in the community space navigation section, or

•        By emailing support@whereimatcommunity.com

•        Reports may be made anonymously if desired, though providing contact information is encouraged for follow-up.

 

2. Immediate Steps

•        Upon receipt of a report, moderators must log it immediately in the secure reporting tracker, including:

•        Reporter anonymized ID (if available)

•        Date/time and content/context reported

•        Category/type of incident (abuse, self-harm, spam, etc.)

•        Any provided evidence (link, screenshot, description)

•        Urgency assessment

•        If the report indicates imminent risk (harm to self or others, criminal action), moderators will:

•        Prioritize review within 30 minutes

•        Take immediate action to restrict harmful content/user access

•        Escalate to platform leads or, if required, local authorities (following legal reporting best practices and GDPR).

 

3. Investigation & Review

•        A designated moderator will review each report promptly (within 48 hours for non-urgent cases).

•        If needed, corroborate facts with additional participants or evidence, maintaining confidentiality.

•        Actions may include warnings, post removal, temporary/permanent suspension, or no action if the report is unfounded.

 

4. Logging Actions for Compliance

•        All actions and case status updates are recorded in the moderation log, listing:

•        Initial report data

•        Steps taken, dates/times

•        Outcome/decision

•        Appeal (if any) and final resolution

•        Access to logs is restricted to compliance team and subject to GDPR retention/deletion policies.

 

5. Follow-up and Support

•        Reporters are notified of outcome (within the limits of privacy law and confidentiality).

•        Persons reported are informed of any actions taken and, where applicable, their right to appeal.

 

6. Review and Audit

•        Moderation and response procedures are reviewed quarterly for compliance and improvement.

•        Serious incidents are reviewed for possible process improvements and user safety insights.

 

7. Accessibility & Transparency

•        This procedure is publicly available via the help center and onboarding material. Questions can be directed to support@whereimatcommunity.com.

​

​

*Last updated Oct 2025