Purpose

To ensure that all confidential information about clients, donors, other partners and the Food Bank organization is secure and protected.

This Policy affects all directors, employees and volunteers who may have access to confidential information.

Confidential information includes, but is not limited to:

  • Client information (name, contact information, etc.)
  • Donor Information (name, contact information, donation value, etc.)
  • Employee Information (name, banking information, compensation, etc.)
  • Financial information (unpublished or not reviewed / audited)
  1. Directors, employees, and volunteers may have various levels of authorized access to confidential information. It is the responsibility of the Executive Director that confidential information be stored and secured safely.
  2. 3.Directors, employees, and volunteers will not disclose confidential information belonging to or obtained through their affiliation with the Colchester Community Support Society to any person, including their relatives, friends, and business and professional associates, unless the Society has authorized disclosure.
  3. This policy is not intended to prevent disclosure where disclosure is required by law.
  4. While board directors and committee members are expected and encouraged to discuss the organization with one another and targeted publics, they shall not report opinions expressed in meetings, nor shall they report independently on committee action, or engage in any communication that has not been approved by the Executive Director or that would not be supported by board policy, procedures, or decisions.
  5. At the end of the board director’s or committee member’s term or upon their retirement, resignation or removal from the Board of Directors or committee, they shall return, at the society’s request, all documents, papers, and other materials, which may contain confidential information, in their possession.
  6. Any unnecessary confidential information will be shredded when it is no longer needed.
  7. Information will only be disclosed to directors, employees, or volunteers when necessary.
  8. All confidential information is to remain on the premises of the Colchester Community Support Society unless board approval is given due to extenuating circumstances.
  9. Confidential information shall not be used for personal gain or profit.
  10. All directors, employees and volunteers are required to certify that they have read and will abide by the Colchester Community Support Society Confidentiality Policy.
  11. Breach of this policy will result in disciplinary action, which may include termination and possible legal action.