Safe Space Policy

Last Updated: November 3, 2025

1. PURPOSE AND COMMITMENT

Shakti Association is deeply committed to creating and maintaining a safe, respectful, welcoming, and inclusive environment for all individuals who interact with our organization. As a charitable organization dedicated to advancing cultural programs, and community support services, we believe that everyone deserves to participate in our community with dignity, free from discrimination, harassment, and harm.

This Safe Space Policy reflects our values of compassion, respect and the recognition of the divine in all beings. We stand firmly against all forms of hate, discrimination, harassment, and violence.

2. STATEMENT OF PRINCIPLES

Shakti Association is guided by the following principles:

Universal Dignity: Every person who enters our spaces—whether physical or digital—deserves to be treated with respect and dignity.

Inclusivity: We welcome people of all backgrounds, identities, and beliefs to participate in our programs and services.

Non-Discrimination: We do not tolerate discrimination or harassment based on any protected ground under Ontario and Canadian law.

Spiritual Safety: We honor Hindu religious traditions while ensuring that all individuals feel safe and respected regardless of their faith background.

Proactive Prevention: We are committed to preventing harm through education, training, and clear expectations.

Accountability: We hold ourselves and all community members accountable for maintaining a safe space through clear policies and consistent enforcement.

3. SCOPE OF APPLICATION

This policy applies to all individuals and spaces associated with Shakti Association, including:

3.1 Who This Policy Covers:

Members and participants in religious services and cultural programs
Service recipients (including seniors, families, and youth)
Volunteers and community service participants
Board of Directors and officers
Staff, contractors, and service providers
Visitors to Shiv Shakti Kali Devi Mandir
Donors and supporters
Anyone participating in Shakti Association activities or using our services

3.2 Where This Policy Applies:

Physical Spaces:
Shiv Shakti Kali Devi Mandir (temple premises)
All program locations (yoga classes, cultural events, support services)
Off-site events and activities organized by Shakti Association
Vehicles used for organizational purposes (e.g., transportation services)

Digital Spaces:
Official website (www.shaktiassociation.com)
Social media platforms (Facebook, Instagram, X/Twitter, LinkedIn, YouTube)
Email communications
Virtual events, webinars, and online programs
Video conferencing platforms used for organizational purposes
Comment sections, forums, and online discussion groups

3.3 When This Policy Applies:

This policy is in effect at all times when individuals are:

Participating in any Shakti Association activity
On Shakti Association premises
Using Shakti Association digital platforms
Representing Shakti Association in any capacity
Interacting with others in connection with Shakti Association activities

4. LEGAL COMPLIANCE

This policy is designed to comply with and support adherence to:

Ontario Human Rights Code (prohibits discrimination based on protected grounds)
Canadian Human Rights Act
Occupational Health and Safety Act (workplace violence and harassment provisions)
Accessibility for Ontarians with Disabilities Act (AODA)
Personal Information Protection and Electronic Documents Act (PIPEDA)
Criminal Code of Canada (hate crimes, assault, threats)
Ontario Not-for-profit Corporations Act

5. PROHIBITED CONDUCT

Shakti Association strictly prohibits the following behaviors in all spaces:

5.1 Discrimination

Discrimination means treating someone differently or unfairly because of a protected characteristic, including:

Race, ancestry, colour, ethnic origin, or place of origin
Citizenship or immigration status
Religion or creed (or perceived religious affiliation)
Gender, gender identity, gender expression
Sex, sexual orientation
Age
Marital or family status
Disability (physical, mental, developmental, or learning)
Receipt of public assistance
Record of criminal offences (in employment contexts)
Any other ground protected under applicable law

Examples of discrimination include:

Refusing services or participation based on protected characteristics
Making derogatory comments or jokes about someone’s identity
Creating policies or practices that have a discriminatory effect
Excluding someone from activities without legitimate religious or safety reasons

5.2 Harassment

Harassment means a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome. This includes:

Verbal Harassment: Insults, slurs, offensive jokes, ridicule, threats, or demeaning comments
Physical Harassment: Unwanted physical contact, assault, threatening gestures, or blocking someone’s movement
Visual Harassment: Displaying offensive images, gestures, or symbols
Psychological Harassment: Intimidation, bullying, or persistent unwelcome attention
Sexual Harassment: Unwelcome sexual advances, requests for sexual favors, inappropriate touching, sexual comments or jokes
Cyber Harassment: Online bullying, threats, doxxing, or persistent unwelcome contact through digital means

5.3 Hate Speech and Hate-Motivated Conduct

Hate speech and hate-motivated conduct include:

Expressing hatred or contempt for persons based on protected characteristics
Promoting violence or harm against individuals or groups
Distributing hate propaganda
Displaying hate symbols or imagery
Advocating genocide or violence against identifiable groups

5.4 Violence and Threats

Physical violence or assault of any kind
Threats of violence or harm (direct or implied)
Intimidating behavior intended to instill fear
Stalking or persistent unwanted contact
Destruction of property belonging to others

5.5 Misinformation and Harmful Content

Deliberately spreading false information that promotes division, fear, or hostility
Sharing conspiracy theories that target or endanger specific groups
Glorifying or promoting extremist ideologies
Spreading medical misinformation that could endanger health

5.6 Other Prohibited Behaviors

Retaliation against anyone who reports a violation or participates in an investigation
Knowingly making false reports or accusations
Disruption of religious services or organizational activities
Theft or unauthorized use of organizational property or resources
Substance abuse on organizational premises (except as permitted by law and organizational policy)
Violations of health and safety protocols

5.7 Protection of Minors

Shakti Association is committed to providing a safe environment for children and youth participating in our programs. Additional protections for minors include:

Zero tolerance for any conduct that could harm, exploit, or endanger children
All incidents involving minors will be taken with utmost seriousness
Suspected child abuse or neglect will be reported immediately to Children’s Aid Society (905-363-6131) and police
Parents/guardians will be notified promptly of any safety concerns involving their children
Programs involving minors require appropriate supervision ratios
Photography or recording of minors requires parental/guardian consent

Volunteers and staff working with youth programs must:

Complete vulnerable sector screening (police background check)
Undergo training on child protection and appropriate boundaries
Never be alone with a minor in a closed space
Follow the “two-adult rule” for supervision

5.8 Substance Use

To maintain a safe environment:

Alcohol and recreational drugs are prohibited on all Shakti Association premises and at organizational events
Individuals under the influence will be asked to leave
Prescription medications should be used privately and responsibly
Medical cannabis use must comply with applicable laws and not interfere with activities

5.9 Recording and Photography

To protect privacy:

Photography and video recording at temple premises and events require permission
Images/recordings may not be used for commercial purposes without written consent
Individuals have the right to decline being photographed
No recording in washrooms, change rooms, or private spaces
Photos of minors require parental/guardian consent
Social media posting of others’ images requires their consent

6. RELIGIOUS AND CULTURAL CONSIDERATIONS

6.1 Respect for Hindu Traditions

Shakti Association operates Shiv Shakti Kali Devi Mandir as a sacred space dedicated to Hindu worship and religious practice. While we welcome all individuals, we ask that visitors and participants:

Respect the sanctity of the temple and religious artifacts
Follow modest dress guidelines when entering the temple (covering shoulders and knees)
Remove footwear before entering designated sacred areas
Refrain from disruptive behavior during religious ceremonies
Follow guidance from the Head Priest regarding religious protocols

6.2 Balancing Religious Freedom and Inclusivity

Shakti Association is committed to both maintaining authentic Hindu religious practices and creating an inclusive environment. Where legitimate religious requirements exist, they will be communicated clearly and applied consistently. Any concerns about potential conflicts should be raised with leadership for dialogue and accommodation where possible.

6.3 Accommodation Requests

We are committed to accommodating individual needs related to:

Religious practices and observances (including from other faiths)
Disabilities and accessibility requirements
Language access
Dietary requirements at community meals
Family and caregiving responsibilities

Accommodation requests should be made to info@shaktiassociation.com or by calling 416-671-5139.

7. ACCESSIBILITY AND INCLUSION

7.1 Physical Accessibility

Shakti Association is committed to meeting accessibility standards under AODA, including:

Barrier-free access to programs and services
Accessible communication formats upon request
Assistive devices and service animals welcome
Accessible parking and facilities

7.2 Language Access

We strive to provide language access for our diverse community. Translation and interpretation services may be available upon request for critical communications.

7.3 Economic Inclusion

Financial barriers should not prevent participation in our programs. Fee waivers or sliding scale fees may be available for individuals in need.

8. REPORTING PROCEDURES

8.1 How to Report

If you experience or witness conduct that violates this Safe Space Policy, we encourage you to report it promptly. Reports can be made:

Primary Contact:

Email: info@shaktiassociation.com
Phone: 416-671-5139
Mail: Shakti Association, [Temple Address]
In Person: Speak to the President or Vice President

For Emergencies:

If you are in immediate danger, call 911
For hate crimes: Contact Peel Regional Police at 905-453-3311
For human rights complaints: Ontario Human Rights Commission (www.ohrc.on.ca)

8.2 What to Include in a Report

To help us address the situation effectively, please provide:

Your name and contact information (or report anonymously if preferred)
Date, time, and location of the incident
Description of what occurred
Names of individuals involved (if known)
Names of any witnesses
Any evidence (photos, screenshots, messages, etc.)
Whether you have reported this elsewhere (police, other authorities)
What resolution or support you are seeking

8.3 Anonymous Reports

While we encourage individuals to identify themselves to facilitate investigation and follow-up, we accept anonymous reports. Please note that anonymous reports may limit our ability to investigate thoroughly or provide individual follow-up.

8.4 Confidentiality

All reports will be handled with discretion and confidentiality to the greatest extent possible. Information will only be shared on a need-to-know basis with:

Those responsible for investigating and addressing the complaint
The individual(s) accused of misconduct (to the extent necessary for a fair process)
Law enforcement or other authorities if legally required or necessary for safety

8.5 No Retaliation

Shakti Association strictly prohibits retaliation against anyone who:

Reports a violation of this policy in good faith
Participates in an investigation
Supports someone who has made a report
Opposes discriminatory or harassing conduct

Retaliation is itself a violation of this policy and will result in consequences.

9. RESPONSE AND INVESTIGATION

9.1 Initial Response Timeline

Reports will be acknowledged within 2 business days
An initial assessment will be completed within 5 business days
Parties will be informed of next steps within 7 business days

9.2 Investigation Process

Depending on the severity and nature of the report, the response may include:

Immediate Safety Measures:

Separating parties involved
Temporary suspension from activities or premises
Security measures or escorts
Connecting affected individuals with support resources

Fact-Gathering:

Interviewing the reporting party
Interviewing the accused party (who will be informed of allegations)
Interviewing witnesses
Reviewing evidence (communications, video footage, etc.)
Consulting with experts if needed

Assessment:

Determining whether a policy violation occurred
Assessing severity and context
Considering pattern of behavior
Identifying appropriate consequences

9.3 Investigation Standards

All investigations will be:

Prompt and thorough
Impartial and fair to all parties
Conducted by trained individuals or external investigators if appropriate
Documented in writing

9.4 External Investigations

For serious matters (criminal conduct, sexual violence, complex cases), Shakti Association may:

Engage external investigators
Coordinate with law enforcement
Consult legal counsel
Defer to criminal or human rights proceedings

10. CONSEQUENCES AND CORRECTIVE ACTION

10.1 Range of Consequences

Depending on the severity, frequency, and context of the violation, consequences may include:

For Participants and Visitors:

Verbal or written warning
Mandatory education or training
Temporary suspension from activities or premises (30-90 days)
Permanent ban from Shakti Association spaces and activities
Referral to law enforcement

For Digital Spaces:

Content removal
Comment privileges removed
Temporary suspension from platforms
Permanent blocking from all Shakti Association digital channels

For Volunteers:

Mandatory retraining
Reassignment to different role
Suspension of volunteer privileges
Termination of volunteer relationship

For Board Members, Officers, and Staff:

Mandatory training
Formal reprimand
Removal from position
Termination of relationship with the organization
Referral to professional regulatory bodies if applicable

10.2 Factors Considered

In determining appropriate consequences, we consider:

Severity and impact of the conduct
Pattern of behavior vs. isolated incident
Level of remorse and willingness to change
Power dynamics involved
Whether conduct was criminal in nature
Risk to community safety
Organizational role and responsibility level

10.3 Criminal Conduct

Any conduct that may constitute a criminal offense (assault, threats, hate crimes, sexual violence) will be reported to law enforcement. Shakti Association will cooperate fully with police investigations.

11. APPEALS

11.1 Right to Appeal

Any individual subject to consequences under this policy has the right to appeal the decision.

11.2 Appeal Process

To file an appeal:

Submit a written appeal to the Board President within 14 days of receiving notice of consequences
Include:

Grounds for appeal (procedural error, new evidence, disproportionate consequence)
Supporting documentation
Requested outcome

The Board of Directors (excluding any Board member involved in the incident) will review the appeal
A decision will be communicated within 30 days
The Board’s decision on appeal is final

11.3 External Recourse

Individuals always retain the right to:

File a complaint with the Ontario Human Rights Tribunal
Report to law enforcement
Seek legal counsel
Access other applicable dispute resolution mechanisms

12. SUPPORT RESOURCES

12.1 Internal Support

Shakti Association will make reasonable efforts to:

Connect affected individuals with support services
Provide information about available resources
Accommodate needs related to the incident (schedule changes, alternative participation methods)

12.2 External Resources

Crisis Support:

Peel Regional Police: 905-453-3311 or 911 for emergencies
Victim Services of Peel: 905-270-2547
Assaulted Women’s Helpline: 1-866-863-0511 (24/7)
Talk Suicide Canada: 1-833-456-4566 (24/7)

Human Rights:

Ontario Human Rights Commission: 1-800-387-9080 / www.ohrc.on.ca
Canadian Human Rights Commission: 1-888-214-1090

Legal Support:

Legal Aid Ontario: 1-800-668-8258
Law Society Referral Service: 1-855-947-5255

Health and Wellness:

Telehealth Ontario: 1-866-797-0000
ConnexOntario (mental health/addictions): 1-866-531-2600

Accessibility:

Accessibility Directorate of Ontario: 1-866-515-2025

13. EDUCATION AND TRAINING

13.1 Board and Leadership Training

All Board members, officers, and program leaders must complete training on:

This Safe Space Policy
Ontario Human Rights Code
Harassment and discrimination prevention
Bystander intervention
Trauma-informed response

Training will be provided within 60 days of assuming their role and refreshed annually.

13.2 Community Education

Shakti Association will provide ongoing education to the community through:

Orientation materials for new members and participants
Periodic workshops and information sessions
Digital resources on the website
Regular reminders in newsletters and announcements

13.3 Prevention Initiatives

We are committed to preventing violations through:

Clear communication of expectations
Visible posting of this policy
Proactive monitoring of spaces
Creating multiple reporting channels
Regular policy review and improvement

13.4 Volunteer and Staff Screening

To ensure community safety:

Vulnerable Sector Checks: Required for all volunteers/staff working with vulnerable populations (children, seniors, individuals with disabilities)
Reference Checks: Required for key volunteer positions
Renewal: Background checks renewed every 5 years or as required by law
Confidentiality: Screening results handled confidentially and stored securely
Decision-making: Board reviews screening results and makes final decisions on eligibility
Existing volunteers: Screening requirements apply within 6 months of policy adoption

Automatic disqualification:

Convictions for violent offenses, sexual offenses, or crimes against vulnerable persons
Current prohibition orders or restraining orders
Pattern of concerning behavior in previous volunteer roles

Conditional acceptance may be considered for:

Minor offenses with demonstrated rehabilitation
Offenses unrelated to volunteer responsibilities
Circumstances reviewed on a case-by-case basis by the Board

14. BYSTANDER INTERVENTION

We encourage all community members to be active bystanders. If you witness conduct that violates this policy:

Safe Intervention Strategies:

Direct: If safe, speak up directly (“That’s not okay,” “Please stop”)
Distract: Create a distraction to interrupt the behavior
Delegate: Get help from staff, volunteers, or others in authority
Delay: Check in with the affected person after the incident
Document: Take notes or screenshots to support a report

Never put yourself at risk. If intervention could endanger you or others, prioritize safety and report to authorities.

15. MONITORING AND DIGITAL MODERATION

15.1 Digital Space Monitoring

Shakti Association reserves the right to:

Monitor content posted on our digital platforms
Remove content that violates this policy
Disable comments or restrict posting privileges
Block or ban accounts engaged in prohibited conduct

15.2 Content Removal Standards

Content will be removed if it:

Violates any provision of this policy
Contains hate speech or promotes violence
Is harassing, threatening, or abusive
Contains personal information about others without consent (doxxing)
Spreads dangerous misinformation
Violates copyright or intellectual property rights
Contains spam or fraudulent material

15.3 Response Time

We strive to review and respond to reported digital content within:

Severe violations (threats, hate speech): 24 hours
Moderate violations (harassment, misinformation): 48 hours
Minor violations (spam, off-topic posts): 72 hours

16. PRIVACY AND DATA PROTECTION

16.1 Information Collection

When investigating reports, we may collect:

Contact information
Statements and testimony
Evidence (photos, screenshots, recordings)
Witness information
Documentation of incidents

16.2 Information Use

Information will only be used for:

Investigating and resolving the reported issue
Ensuring safety and preventing future violations
Complying with legal obligations
Improving policies and procedures

16.3 Information Storage and Retention

Reports and investigation files will be stored securely
Access will be limited to authorized personnel
Records will be retained in accordance with legal requirements and organizational policy
Personal information will be handled in compliance with PIPEDA and applicable privacy laws

16.4 Information Sharing

Information may be shared with:

Law enforcement if required by law or necessary for safety
Legal counsel when seeking advice
External investigators when engaged
Insurance providers when necessary
Courts or tribunals when legally required

16.5 Record Retention

Reports and investigation files will be retained as follows:

Active cases: Until resolution and appeal period expires
Founded violations: 7 years from resolution date
Unfounded reports: 2 years from conclusion
Serious violations (violence, criminal conduct): Permanently
Training records: Duration of service plus 3 years
Policy compliance documentation: Permanently

Records will be securely destroyed after retention periods, in compliance with privacy laws and organizational policy.

17. POLICY GOVERNANCE

17.1 Board Responsibility

The Board of Directors of Shakti Association is responsible for:

Approving and adopting this policy
Ensuring adequate resources for implementation
Overseeing policy compliance
Reviewing serious violations and appeals
Authorizing policy amendments

17.2 Implementation Oversight

Day-to-day implementation is overseen by:

President (or designate)
Board-appointed Safe Space Committee (if established)
Program coordinators for specific activities

17.3 Annual Review

This policy will be reviewed annually or more frequently if:

Required by changes in law
Significant incidents occur
Community feedback indicates need for revision
Best practices evolve

17.4 Policy Amendments

Amendments to this policy must be:

Approved by the Board of Directors by ordinary resolution
Communicated to the community within 30 days
Posted on the website and made available in accessible formats

18. QUESTIONS AND FEEDBACK

We welcome questions, feedback, and suggestions about this Safe Space Policy.

Contact Us:

Email: info@shaktiassociation.com
Phone: 416-671-5139
Mail: Shakti Association, 175 Toryork Dr #63, North York, ON M9L 2Y7
Website: www.shaktiassociation.com

Your input helps us create a safer, more inclusive community for everyone.

END OF POLICY

This Safe Space Policy is a living document that may be updated as needed to reflect evolving best practices, legal requirements, and community needs. The most current version is always available at www.shaktiassociation.com/safe-space-policy