Published 31st October 2020
Managing personal information, confidentiality and information sharing
1.1 All of us play an integral role in maintaining the confidentiality of organisation materials and information. The following policy provides detail on what is considered confidential and outlines your responsibilities as a Community Calling volunteer.
- Applies to
2.1 This policy applies to all volunteers.
- What is covered?
3.1 Proprietary and confidential information is information that is not available to the public, such as:
3.1.1. Volunteer information
3.1.2 Information systems
3.1.3. Marketing strategies
3.1.4. Operational details
3.1.5. Organisational information
3.1.6. Past, current and potential client lists and information
3.1.7. Provider information
3.1.8. Strategic plans
3.1.10. Computer programs, models, and databases
3.1.11. Analytical models
3.1.12. Member lists and information
3.1.13 If you receive a request for proprietary or confidential information, you should discuss it with Danielle Mills.
- Confidentiality agreement
4.1 I acknowledge that in carrying out my assigned responsibilities as a volunteer of Community Calling, I may be given access to sensitive, confidential, proprietary information owned by Community Calling and others. Such information includes the following, by way of example: data bases, lists and client information, supplier and volunteer lists, and supplier and volunteer information.
4.2 I further acknowledge that I may be given access to physician, provider and member specific data or information that is considered sensitive and confidential by such persons and Community Calling.
4.3 I agree that I will not disclose or use this sensitive, or confidential information at any time, either during or after my volunteering, except at the request of Community Calling. I also understand that this sensitive, confidential, information includes not only that information which is contained in written or digitised organisation documents but also includes all such information which I may commit to memory during the course of my role. Nothing in this policy prohibits me from making disclosures that are protected under law or reporting violations of law or regulation to governmental agencies or entities.
- Protection of information assets
5.1 Volunteers must maintain the confidentiality of information they gain or have access to because of their volunteering. Similarly, information concerning the organisation, strategies, business, information systems, technology, finances, volunteers, operations, and past, current, or potential clients, providers, and suppliers is confidential and may not be disclosed to other persons or entities except as necessary for the performance of role-related duties.
- Electronic communication
6.1 Confidentiality is of particular concern with respect to electronic communication systems. The informality of such communications, particularly email, can be deceptive. Information sent or retrieved via the Internet may be unprotected, and it is essential that confidentiality be closely observed when using electronic forms of communication. Such systems, including the Internet, should not be used to send (upload) or receive (download) copyrighted materials, or other confidential information without prior authorisation. Because it is possible for users to hide their true identity on the Internet, contacts made over the Internet should not be trusted with ANY organisational information, whether confidential or not, unless a due diligence process has first been performed. Information obtained via the Internet is not subject to quality controls and should be verified by an independent source before being relied upon.
- Violating the policy
7.1 A violation of the Community Calling Confidentiality and Non-Disclosure policy may include:
7.1.1. Disclosing confidential information to any third party without permission
7.1.2. Failure to disclose knowledge of a volunteer who is violating the policy
7.1.3. Gaining unauthorised access
7.1.4. Improper handling of a request for confidential information
7.1.5. Selling, using or distributing confidential information for personal benefit
7.2 If you are found to be in violation, you may be subject to:
7.2.1. Disciplinary action up to and including termination of volunteer services
7.2.2. Legal action
7.3 If you know of someone who has violated this policy, immediately report it.
Who to contact if you have any concerns
Point of contact for all confidentiality concerns: firstname.lastname@example.org
Publication date: 31/10/2020
Effective from: 31/10/2020
Reviewed: 31/03/2021- Danielle Mills Next Review due: 31/10/2021