This policy outlines how Yesoid manages confidential information to ensure trust, respect, and compliance with legal and ethical obligations.

Scope

This policy applies to all employees, volunteers, contractors, and anyone else who works with Yesoid. It covers all forms of information, including but not limited to written, electronic, verbal, or visual.

Definitions

  • Confidential Information: Any information shared in confidence, including but not limited to personal data, financial records, trade secrets, donor details, client files, medical records, and internal communications.
  • Breach of Confidentiality: Unauthorized disclosure of confidential information to anyone not authorized to access it.

Policy Statement

  1. Responsibility
    All individuals associated with Yesoid must maintain the confidentiality of the information they access or handle in the course of their duties.

  2. Access to Information
    Confidential information will only be shared with those who need it to perform their job roles. Access will be limited and monitored to ensure proper handling.

  3. Disclosure of Information

    • Confidential information must not be shared with unauthorized persons without prior written consent.
    • Any disclosure required by law (e.g., safeguarding concerns) must follow the appropriate legal process.

Storage and Security

    • Confidential information must be stored securely in locked cabinets or password-protected files.
    • Electronic data must be protected by secure passwords, firewalls, and encryption where necessary.

  1. Third Parties
    Any third-party contractor handling confidential information must agree to abide by this policy or sign a non-disclosure agreement (NDA).

  2. Leaving the Organization
    Upon termination of employment or engagement, all confidential information must be returned, and individuals remain bound by this policy indefinitely.

Reporting Breaches

Any suspected or actual breaches of confidentiality must be reported immediately to Yehuda Heller for investigation. Breaches may lead to disciplinary action, including termination or legal proceedings.

Exceptions

Disclosure of confidential information is permitted in the following cases:

  • When required by law.
  • With explicit written consent from the individual(s) involved.
  • In safeguarding or emergencies where someone's safety is at risk.

Training and Awareness

All employees and volunteers will receive training on this policy during onboarding and annual refreshers to ensure its principles are understood and upheld.

Review of Policy 

This policy will be reviewed annually or as needed to comply with legal and organizational changes.

Approved By:
Yehuda Heller

Date:
20/11/24