Example Confidentiality Policy
[This example policy was developed by an organisation where breaches of
confidentiality by board members, staff and volunteers was a serious
problem, but where there was a strong wish to remain open and accountable.
You will need to adapt it to fit the particular needs of your own
organisation.]
Confidentiality Policy of [Name of organisation]
Introduction
It is recognised that there is from time to time a need for strict
confidentiality in any organisation. Trustees, volunteers and staff are trusted
to keep confidences. However, confidential meetings/papers will be kept to
a minimum. It is preferred that most meetings are conducted openly.
Confidential issues:
Although this is not an exhaustive list the following issues will need to remain
confidential:
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general staff and human resources issues
complaints – including complaints involving volunteers
records of or discussion held at meetings deemed confidential by
the members present (the reasons for a meeting to be deemed
confidential must be carefully considered)
discussions/papers where public knowledge could jeopardise the
work of the organisation, for example in financial or marketing
matters where some initial documents may be in the process of
being drafted
areas of work or other meetings where clarification, including legal
advice, is being sought; and
personal matters affecting individuals, including the children and
families of members and clients.
Methods used to safeguard confidentiality
Every effort should be made to ensure that certain information is kept
confidential. The following methods are used:
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restricted circulation of papers
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papers/documents are headed ‘confidential’
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use of separate envelopes marked ‘confidential’
Example Confidentiality Policy
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the procedure for the preparation and distribution of papers which
are confidential needs to be considered by those making the
decision that such papers are defined as ‘confidential’
if necessary the officer(s) of the committee (or the line manager in
the case of a member of staff) should be consulted if those
preparing such papers are uncertain whether a particular paper
needs to be marked ‘confidential’
exclusion of certain members of the organisation from (parts of) a
meeting;
password protection of confidential information stored on
computer, and other computer security measures
flagging e-mails with a ‘confidential’ marker using the options
menu.
Revealing confidential information
There may be occasions when it is considered desirable to reveal information
which has been previously declared to be, or treated as, confidential. Great
care is needed to avoid doing damage to individuals involved and to working
relationships. However:
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consultation with the author of a paper or the person who has
provided information in confidence may be all that is required to
reach agreement
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discussion, consultation or negotiation with others in receipt of the
confidential information may also clarify whether a matter should
remain confidential.
Penalties: Revealing confidential information without previously reaching
agreement on its status is a serious matter, which can lead to disciplinary
action.
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An individual who knowingly discloses information which held in
confidence by the organisation will be held personally responsible.
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In the case where disclosure jeopardises the work of the charity or
leads to legal action being taken against the charity the following
action may be taken:
– a volunteer may be suspended from their position until
representatives of the appropriate committee investigate the
matter
– a member of staff may be suspended and the disciplinary
procedures followed.
In other cases, if necessary, the Grievance Procedure for staff members and a
similar procedure for volunteers will be operated.
Example Confidentiality Policy
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