Board Members Confidentiality Agreement

Staff should also have a signed statement approving the Privacy Directive in their personal file. The Secretary of the Board of Directors should contain information about the privacy policy during the orientation of the board member and ask the new members of the Board of Directors to sign a statement stating that they have read it and agreed to comply with it. The directive should contain a statement relating to directors` duty of professional secrecy and state that they cannot disclose, discuss or use confidential information about the organization`s affairs with another person or institution, or use it for their own purposes, unless authorized by the Board of Directors. This section should not contain explanations to the media or the public without prior authorization from the Board of Directors. Fiduciary duties alone should be sufficient to avoid confidentiality issues, but there are several reasons for the introduction of a formal policy. A privacy directive clarifies the expectations of board members and explains the context of their application. Such a policy could serve as the basis for more detailed procedures when necessary and could govern future decisions or actions. If these reasons are not good enough, a privacy directive is one of the best practices for boards of directors. Once the privacy policy is complete, the Board of Directors must formally approve it at a board meeting. The secretary of the board of directors should link or combine with the organization`s privacy policy and conflict of interest policy. The directive should be enshrined in the statutes and included in all copies of the board`s manuals. Non-profit meetings are generally public.

However, board members may discuss certain issues in private. The Board of Directors may attend the Board meeting and ask the boarding guests to attend during this part of the discussion. The reasons for joining management may be the need to discuss staff discipline, an employment contract or performance or compensation issues. Board members, individuals or non-profit organizations may suffer consequences if a board member or employee violates confidentiality, whether it happened without knowing it or not. The direct consequences may vary depending on the circumstances of the offence. The first step in drafting a privacy directive is to determine why the House needs it. The next section should indicate who the directive applies to, to which board members, staff members, non-board members, the advisory board and others may belong. Board members generally have a large network of voters, network members or others to whom they have shown some loyalty. While this is a good thing, the fact that a member of the Board of Directors shares the information he or she has obtained in the course of their employment or position or when board members rework issues outside of the board`s meeting time is often a source of conflict of interest. The Board of Directors must be sure that the board members fully understand that, as soon as the board approves a decision, it will be a decision of the entire board. All members of the Board of Directors must comply. If board members do not agree with a confidentiality decision, they can register their disagreement.

Members who seriously oppose the privacy policy or any other directive may choose to resign from the Board of Directors. During their board of directors, board members may have access to personal or sensitive information about their members and colleagues in the