:navigation-title: 09-17 Conflict of Interest Policy 2026 Update .. include:: /Includes.rst.txt .. _t3a-board-decision-2026-08-17-conflict-of-interest-2026-update: ================================ Board Decision: Conflict of Interest Policy 2026 Update ================================ :Start of voting: 17 August 2026 :Voting deadline: 2 September 2026 :Decision owner: `Rachel Foucard`_ :Decision status: ✅ Accepted Attendance and voting ===================== ==================== ============ =========== Board Member Attendance Vote ==================== ============ =========== `Olivier Dobberkau`_ In meeting ✅ Yes `Stefan Busemann`_ In meeting ✅ Yes `Jochen Weiland`_ In meeting ✅ Yes `Martin Helmich`_ In meeting ✅ Yes `Jana Höffner`_ In meeting ✅ Yes `Thomas Maroschik`_ Not attended ⚫ Recused ==================== ============ =========== .. _Olivier Dobberkau: https://my.typo3.org/u/oli4 .. _Stefan Busemann: https://my.typo3.org/u/stefan.busemann .. _Jochen Weiland: https://my.typo3.org/u/jweiland .. _Martin Helmich: https://my.typo3.org/u/mhelmich .. _Jana Höffner: https://my.typo3.org/u/janahh .. _Thomas Maroschik: https://my.typo3.org/u/tmaroschik .. _Rachel Foucard: https://my.typo3.org/u/rakel Decision description ==================== Facts/Problem ------------- The current Conflict of Interest Matrix has proven useful as a reference, but practical experience has shown that it can be improved to better support consistent and objective conflict-of-interest assessments. Its current structure relies primarily on predefined combinations of roles and responsibilities. While this approach covers many common situations, it can make the matrix difficult to interpret, requires regular updates when new roles or scenarios arise, and does not always reflect the actual level of risk associated with a given situation. Objective --------- The proposed revision aims to simplify the matrix so that individuals can more easily determine whether a conflict of interest is likely to exist or can reasonably be excluded. It also introduces a more flexible approach that focuses on the characteristics of a situation rather than an exhaustive list of predefined cases. This should allow the matrix to remain effective as the organisation evolves, without requiring frequent revisions. New roles like unit leadership roles, officers, and external contractors are added to better reflect the current organisational structure. Finally, the revised matrix adopts a risk-based approach. Instead of primarily considering the accumulation of roles or responsibilities, it evaluates the likelihood that a situation could compromise, or reasonably be perceived to compromise, independent and impartial decision-making. This approach is intended to improve consistency, transparency, and long-term maintainability of the Conflict of Interest Policy. The policy is also updated to include a clear process for conflict of interest report. This process is updated so that the compliance officer takes over the corresponding tasks of collecting and handling the reporting, but the board keeps the decision making responsibilities. The register is also updated according to the annual revision and the last elections. Obligations to cooperate ------------------------ The implementation of this decision requires cooperation between several stakeholders: * **The Board** is responsible for reviewing, discussing, and approving the updated Conflict of Interest documents. * **The Compliance Officer** is responsible for maintaining the Conflict of Interest Policy, process, register and Matrix, providing guidance on their interpretation, and supporting their consistent application. * **Board members and all other persons covered by the Conflict of Interest Policy** are responsible for reviewing their own situations against the updated matrix and updating their conflict of interest declarations where necessary. This decision only affects the scope of conflicts of interest to be considered and the categories of actors covered by the matrix. It does not modify the existing processes for identifying, assessing, disclosing, or mitigating conflicts of interest, which remain unchanged. Financial and human resources impacts ------------------------------------- The proposed update has no direct financial impact and does not require any additional budget. No employees, contractors, or volunteers need to be hired or dismissed as a result of this decision. The implementation will be carried out within the existing governance framework and responsibilities. The only operational impact consists of a one-time review of existing conflict of interest declarations by the persons covered by the policy to determine whether any additional disclosures are required under the updated matrix. This review is expected to require only a limited amount of time. No significant long-term financial or human resource implications are anticipated. Resolution/Petitum ------------------ The Board of the TYPO3 Association hereby resolves as follows: * **Adoption** : The Board adopts the Conflict of Interest policy updates represented by the following information: * 2026 Conflict of Interests management policy * 2026 Conflict of Interests Resolution process * 2026 Possible Conflict of Interest Matrix * Conflicts of Interests Register (internal document) * Publication : The adopted Conflict of Interest Policy shall be published on the official TYPO3 Association website in the section dedicated to governance policies and shall become the reference for the application of the Conflict of Interest Policy. Discarded alternatives ---------------------- * **Keep the current Conflict of Interest Matrix unchanged**: This option was discarded because practical use of the matrix has shown that some categories are difficult to interpret and that the current structure does not sufficiently distinguish between the existence of a situation and the level of conflict-of-interest risk it creates. * **Update the matrix only to reflect the new organisational roles**: This option was discarded because simply adding new roles, such as Unit roles and Association Officers, would not address the interpretation and risk-assessment issues identified through the practical use of the current matrix. The annual update was therefore used as an opportunity to clarify and simplify the assessment approach. It would also require increasingly frequent updates as the organisation and its governance structure evolve. Attachments & links ------------------- * https://docs.typo3.org/m/typo3/guide-policy/main/en-us/Association/ConflictOfInterest.html Comments -------- none