Confidentiality Policy
This “Policy” is designed to specify the Dufferin Community Foundation’s (“Foundation”) high standards of confidentiality and privacy. Confidentiality is the cornerstone of trust and confidence as well as a legislated obligation. Confidentiality means Directors, Public Members, Executive Director, staff, professional advisors, contractors, and volunteers (“Team Members”) may not relate “Confidential Information” to anyone, including immediate family members.
The duty of confidentiality continues indefinitely after a Team Member is no longer serving the Foundation.
General
The Foundation is committed to protecting the privacy of Confidential Information of its donors, grant applicants, contractors (e.g., Executive Director), staff, members, and other stakeholders. The Foundation values the trust of those it deals with and of the public.
The Foundation recognizes that maintaining this trust requires transparency and accountability in how it treats Confidential Information that others choose to share with the Foundation. Anyone from whom Confidential Information is obtained should expect that it will be carefully protected. The consent of an individual or entity must be obtained prior to using or dealing with Confidential Information.
Donors
Directors and Team Members are always required to respect the confidentiality of a donor’s information. This includes the donor’s name, level of gift and personal information. Access to donor information will be restricted to only those who need it for their duties.
In situations where a donor requests anonymity, donor information will only be shared with Board members and the Executive Director. In situations where other Team Members require knowledge of the anonymous donor to perform their function (e.g., granting), only the donor’s fund name will be shared.
Definition of Confidential Information
Confidential Information (“Confidential Information”) is any information that can be used to distinguish, identify, or contact a specific individual or entity. Confidential Information can include an individual’s opinions or beliefs, as well as facts about, or related to the individual. Confidential Information does not include business contact information and/or information in the public domain, including but not limited to names, addresses, email addresses and telephone numbers.
Practices
The Foundation will only collect, use, or disclose Confidential Information for its intended purpose. Team Members are authorized to access Confidential Information necessary only for its intended use to advance the objectives of the Foundation and for no other purpose.
Safeguards are in place to ensure that Confidential Information is not disclosed or shared more widely than is necessary to achieve the purpose for which it was gathered. The Foundation takes measures to ensure that the integrity of this Confidential Information is maintained and to prevent it from being lost, stolen, or destroyed. Paper records are kept locked and digitally backed up. The Foundation uses password protocols and encryption software to protect all Confidential Information. The Foundation’s software is routinely updated to maximize the protection of such information.
All information collected by the Foundation from grant applicants shall be treated as Confidential Information.
The Foundation will not disclose Confidential Information to any party except as compelled by applicable law or to professionals retained by the Foundation who will also be bound by this agreement.
Donor lists are not shared with other fundraising organizations.
The Board Chair is responsible for dealing with concerns or complaints relating to this Policy. The Chair may designate this responsibility to a Team Member.
The terms of all contracts executed by the Foundation are confidential.
Deliberations at all Board and Committee meetings will be kept confidential. Board members are required to hold in the strictest confidence all matters dealt with by the Board during in-camera meetings.
Implementation
Prior to a Team Member’s first attendance at a Board or Committee meeting, Team Members shall sign the Foundation’s Confidentiality Agreement in force at that time.
Each Team Member will review the Policy prior to the first Board or Committee meeting after each Annual General Meeting and acknowledge they understand the Policy.
All Team Members will be reminded of their confidentiality responsibilities at the end of their tenure and be given a copy of their signed Confidentiality Agreement.