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100 lines
3.6 KiB
Markdown
100 lines
3.6 KiB
Markdown
name: Confidentiality Policy
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acronym: CP
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satisfies:
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TSC:
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- C1.1
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- C1.2
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majorRevisions:
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- date: Jun 1 2018
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comment: Initial document
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---
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# Purpose and Scope
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a. This policy outlines expected behavior of employees to keep confidential information about clients, partners, and our company secure.
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a. This policy applies to all employees, board members, investors, and contractors, who may have access to confidential information. This policy must be made readily available to all whom it
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applies to.
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# Background
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a. The company's confidential information must be protected for two reasons:
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i. It may be legally binding (i.e. sensitive customer data)
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i. It may be fundamental to our business (i.e. business processes)
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a. Common examples of confidential information in our company includes, but is not limited to:
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i. Unpublished financial information
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i. Customer/partner/vendor/external party data
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i. Patents, formulas, new technologies, and other intellectual property
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i. Existing and prospective customer lists
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i. Undisclosed business strategies including pricing & marketing
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i. Materials & processes explicitly marked as “confidential”
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a. Employees will have varying levels of authorized access to confidential information.
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# Policy
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a. *Employee procedure for handling confidential information*
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i. Lock and secure confidential information at all times
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i. Safely dispose (i.e. shred) documents when no longer needed
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i. View confidential information only on secure devices
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i. Disclose information only when authorized and necessary
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i. Do not use confidential information for personal gain, benefit, or profit
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i. Do not disclose confidential information to anyone outside the company or to anyone within the company who does not have appropriate privileges
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i. Do not store confidential information or replicates of confidential information in unsecured manners (i.e. on unsecured devices)
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i. Do not remove confidential documents from company's premises unless absolutely necessary to move
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a. *Offboarding measures*
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i. The Hiring Manager should confirm the off-boarding procedure has been completed by final date of employment.
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a. *Confidentiality measures*
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i. The company will take the following measures to ensure protection of confidential information:
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1. Store and lock paper documents
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1. Encrypt electronic information and implement appropriate technical measures to safeguard databases
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1. Require employees to sign non-disclosure/non-compete agreements
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1. Consult with senior management before granting employees access to certain confidential information
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a. *Exceptions*
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i. Under certain legitimate conditions, confidential information may need to be disclosed. Examples include:
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1. If a regulatory agency requests information as part of an audit or investigation
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1. If the company requires disclosing information (within legal bounds) as part of a venture or partnership
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i. In such cases, employee must request and receive prior written authorization from their hiring manager before disclosing confidential information to any third parties.
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a. *Disciplinary consequences*
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i. Employees who violate the confidentiality policy will face disciplinary and possible legal action.
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i. A suspected breach of this policy will trigger an investigation. Intentional violations will be met with termination and repeated unintentional violations may also face termination.
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i. This policy is binding even after the termination of employment.
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