Confidentiality Statement Policy

Confidentiality Statement

I. Purpose

Confidentiality Policy, which is also referred to as a nondisclosure agreement, is to protect organization privileged information.

The purpose of this policy is to:

1. Respect the privacy of organization’s members, donors, members, volunteers and of the organization itself.
2. Keep Personal and financial information confidential unless a consent or authorization has been obtained for their disclosure.
3. Assure that the Board of Directors, Officers and Volunteers (collectively called Members in this document) keep private and confidential all information obtained or learned in the course of their service.
4. Help ensure that when a breach of confidentiality arises, the organization has a process in place under which the affected individual will advise the Board of Directors or authorized body specified in the Bylaws about all the relevant facts concerning the situation.
5. Help ensure that in case an actual case of the breach is verified, the organization has a process in place to assess such cases and deal with them accordingly.
6. Establish procedures for non-complied individuals to be excused from voting and/or decision making on such matters.
7. Create a form, statement or agreement to be signed by Board Directors, Officers and Volunteers (Members).
8. Recommend authorized body to oversee the Confidentiality policies and procedures, investigate the issues and deal with related cases.

II. Policy

All Directors, Officers, and Volunteers (Members) will not disclose confidential information belonging to, or obtained through their affiliation with other organizations to any person, including their relatives, friends, and business and professional associates, unless that organization has authorized disclosure. This policy is not intended to prevent disclosure where disclosure is required by law.

Confidentiality is the preservation of privileged information. Board members, Officers, Trustees and other volunteers are expected to demonstrate professionalism, good judgment, and care at all times in handling any information related to SUTA, to avoid unauthorized or improper disclosures of confidential information.

While board and committee members are expected and encouraged to discuss the organization’s information with one another and targeted publics, they shall decide to report opinions expressed in the meetings. They shall not engage in any communication that has not been approved by the board or not supported by board policy, procedures, or decisions.

At the end of his/her Board or committee member’s term or upon his/her retirement, resignation or removal from the Board of Directors or committee, he/she shall return, at the organization’s request, all documents, papers, and other materials, regardless of medium, which may contain or be derived from confidential information, in his/her possession.

It is expected that board and committee members will not use trade secrets, client lists, or other confidential information acquired by virtue of being on the board or committee, even after they complete their service with the organization.

Unauthorized disclosure of confidential or privileged information is a serious violation of this policy and will subject the person(s) who made the unauthorized disclosure to appropriate disciplinary action, including removal/dismissal or taking legal action in jurisdiction specified in the SUTA Bylaws as appropriate.