Confidentiality Agreement

This Volunteer Confidentiality Agreement outlines the principles and expectations for maintaining the confidentiality of sensitive information while engaged in volunteer activities. By signing this agreement, you acknowledge your commitment to safeguarding confidential and proprietary information in accordance with the policy outlined below.

Policy Overview & Purpose

Our Confidentiality Policy serves to clarify the proper handling of confidential information by volunteers. Volunteers often encounter personal, private, and valuable information about clients, partners, fellow volunteers, and our organisation. Ensuring the security of this information is vital to our operations.

Confidential information is protected due to its sensitive nature and its contribution to our competitive advantage, as well as the development of internal resources by volunteers.

Scope

This policy applies to all volunteers, including board members, sponsors, and other individuals who have access to confidential information.

Policy Elements

Confidential and proprietary information encompasses data that is sensitive, valuable, costly, or easily replicable. Some examples of confidential information include:

• Unpublished financial data

• Data related to sponsors, clients, or personnel.

• Emerging technologies or services

• Lists of current and potential clients

• Data entrusted to our organisation by internal or external parties.

• Pricing, marketing, and undisclosed strategies

• Documents and processes explicitly labelled as confidential.

• Unpublished goals, forecasts, and confidential initiatives

• Information concerning service users and volunteers.

• Internal processes, databases, and applications.

• Volunteers may possess varying levels of authorised access to confidential information.

Volunteer Responsibilities

Volunteers are expected to adhere to the following guidelines:

• Ensure the physical and digital security of confidential information.

• Delete confidential documents when they are no longer required.

• Access confidential information only on secure devices

• Share confidential information only as necessary and authorised.

• Keep confidential documents minimised or closed when around others.

• Secure devices containing confidential documents when not in use.

Volunteers Must Not

• Utilise confidential information for personal gain.

• Disclose confidential information to external parties.

• Duplicate confidential files on insecure devices

• Do not store organisation documents and work on devices.

• Replicate organisation initiatives or property such as developed resources.

Confidentiality Measures

To ensure the protection of confidential information, we will:

• Store and secure paper documents when necessary.

• Encrypt electronic data and secure databases.

• Require volunteers to sign non-compete and non-disclosure agreements (NDAs)

• Seek management authorisation for volunteers to access specific confidential information and systems.

Exceptions

In certain instances, the disclosure of confidential information may be necessary due to legal obligations. Such cases may include:

• Requests from regulatory bodies during investigations

• Legal requirements from law enforcement, courts, or medical professionals

• Concerns for an individual's safety

• In such cases, volunteers involved should document the disclosure and obtain all required authorisations, ensuring only necessary information is shared.

Disciplinary Consequences

Failure to adhere to this confidentiality agreement may result in disciplinary action and potential legal consequences. Breaches will be thoroughly investigated, and employees who intentionally or repeatedly violate the confidentiality policy may face termination. Disciplinary actions may also apply to unintentional breaches depending on their frequency and severity. Consistent disregard for this policy, even if unintentional, may lead to conclusion of voluntary engagement.

This policy remains in effect for 12 months after the conclusion of volunteer engagement.