This concerns confidential business information–information vital to you in going about your business. This policy should be a poliy that applies to all employees, agents and vendors; and it goes like this:
ALL information you use in conducting business, whether in written documents, in electronic data, or graphics and maps, must be protected from unauthorized disclosure. Such a policy goes beyond the legal niceties that dictate what may be protected in a courtroom. It applies, simply, to ANY information at all that works to your advantage in conducting business. Don’t hand it out freely.
Essentially, disclosure should only be authorized if there is a legitimate need to know the informaTIon in order to conduct your business, and as directed by your appropriate management.
Every individual given access to this business information is on the first line of defense in protecting against damaging disclosure of business confidences. In your business, every employee, agent and vendor should be instructed on the policy, and think of how they can carry it out. Below is a copy of a template Policy on protection of business information. Have your people look these over and get acquainted with the key concepts. Set up consequences, including loss of job, should this policy not be followed. If you have any questions that are not addressed here, please feel free to contact me.
POLICY
Employees, agents and vendors have access to information that our business considers proprietary and/or confidential (“Confidential Business Information”). Improper disclosure of Business Information could cause irreparable damage to our business. You must presume that any information acquired in connection with work for our business is Confidential Business Information and must be kept confidential in accordance with this Policy, unless otherwise authorized by management. If you have any questions about certain information, consult your supervisor.
Electronic data, including emails and their attachments, photographs and video recordings, require special attention due to the ease and speed of transmission. You must only transmit email and other forms of electronic data to people who need such data for legitimate business purposes, and your transmittal must be clearly marked as “Confidential and Proprietary-For Authorized Use Only.”
You must not use or disclose Confidential Business Information except as necessary to perform work on behalf of our business or as otherwise authorized by management. You must use adequate safeguards to prevent the unauthorized use or disclosure of this information. These obligations continue after termination of your employment or contracting relationship for any reason.
Confidential Business Information includes, but is not limited to, business, financial, and marketing plans; plans for acquisitions and divestitures; pricing information and policies; customer and prospect lists; personnel information, including salary data (unless the employee consents to the disclosure of their personnel information); engineering and manufacturing know-how and processes, including the design of facilities; trade secrets; information about business relationships with third parties; and any other information not publicly known about our business. Confidential Business Information specifically includes electronic data such as email.
PURPOSE
To protect our business proprietary and confidential information.
SCOPE
This Policy applies in every geographic location in which we conducts business and applies to all Confidential Business Information, regardless of the media in which it is contained (written documents, computer files, etc.), except to the extent that this Policy conflicts with an obligation under applicable law.
RESPONSIBILITY
Each employee, agent and vendor, regardless of position must comply with this Policy. This includes employees engaged by joint ventures in which we maintain an interest. Each manager is responsible for assuring that employees, agents and vendors are informed of this Policy.
CONSEQUENCES
Compliance with this Policy is a condition of continued employment. Failure to comply with this Policy will result in employment disciplinary action, including possible termination of employment and appropriate legal action.
