Confidentiality agreement for vendors and volunteers
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Confidentiality agreement

This agreement is between [ORGANIZATION NAME] ("the Organization") and [NAME OF VOLUNTEER, CONSULTANT OR COMPANY] ("you"). It applies while you [VOLUNTEER WITH / PROVIDE SERVICES TO] the Organization and after you finish.

Role or services: [DESCRIBE THE ROLE OR SERVICES]

1. What is confidential

"Confidential information" means information you see or receive because of your work with the Organization that isn't already public, in any form, including:

- [ ] names, contact details and giving history of donors and supporters
- [ ] information about the people we serve, including their names, circumstances, case notes, health, immigration status or other sensitive details
- [ ] information about staff and volunteers, including pay, performance and personal details
- [ ] financial records, budgets and bank details
- [ ] passwords, account access and security arrangements
- [ ] board discussions, plans and documents marked confidential
- [ ] [OTHER]

It doesn't include information that is already public through no fault of yours, or that you already knew before working with us.

2. What you agree to do

1. Use confidential information only to do the work described above.
2. Not share it with anyone outside the Organization, except people we've approved in writing who need it for the work.
3. Not copy it to personal devices, personal email or personal cloud accounts, unless we've agreed to that in writing.
4. Keep it secure: use strong passwords and two-step login where available, lock your screen, and don't leave papers where others can see them.
5. Not post about the people we serve, or share their photos or stories, except as our media and photo policy allows.
6. Not use the information for your own purposes, or anyone else's, including selling or marketing to our donors.

3. If something goes wrong

Tell [ROLE AND CONTACT DETAILS] as soon as possible, and within [NUMBER] hours, if you think confidential information has been lost, stolen, sent to the wrong person or seen by someone who shouldn't see it. Don't try to investigate on your own. Help us respond.

4. For vendors and consultants

If you are a company or a paid consultant, you also agree to:

1. Have reasonable safeguards for our information, and tell us what they are if we ask.
2. Make sure anyone working for you who sees our information has agreed to keep it confidential on terms at least as strict as these.
3. Not hand our information to subcontractors without our written agreement.
4. Tell us promptly about any security incident that affects our information.

5. When you finish

When your role or contract ends, or when we ask, you will return or securely delete all confidential information, including copies on any device or account, and confirm in writing that you have done so. Your duties under this agreement continue after you finish [FOR [NUMBER] YEARS / FOR AS LONG AS THE INFORMATION REMAINS CONFIDENTIAL].

6. What this agreement doesn't stop

Nothing in this agreement stops you from:

- reporting a possible violation of law to a government agency, law enforcement or an attorney, or taking part in an investigation,
- reporting harassment, abuse, discrimination, or a risk to a child's or vulnerable adult's safety, or disclosing information about sexual assault or sexual harassment, or
- doing anything else the law protects.

Notice under 18 U.S.C. § 1833(b): An individual shall not be held criminally or civilly liable under any Federal or State trade secret law for the disclosure of a trade secret that (A) is made (i) in confidence to a Federal, State, or local government official, either directly or indirectly, or to an attorney; and (ii) solely for the purpose of reporting or investigating a suspected violation of law; or (B) is made in a complaint or other document filed in a lawsuit or other proceeding, if such filing is made under seal. An individual who files a lawsuit for retaliation by an employer for reporting a suspected violation of law may disclose the trade secret to the attorney of the individual and use the trade secret information in the court proceeding, if the individual files any document containing the trade secret under seal and does not disclose the trade secret, except pursuant to court order.

7. Other terms

- If you break this agreement, the Organization may end your role or contract and may take other steps the law allows.
- This agreement is governed by the laws of [STATE].
- [FOR VOLUNTEERS: This agreement doesn't make you an employee, and doesn't promise any particular role.]

Signatures

For the volunteer, consultant or company

Name: [NAME]

Title (for a company): [TITLE]

Signature: [SIGNATURE]

Date: [DATE]

For [ORGANIZATION NAME]

Name: [NAME]

Title: [TITLE]

Signature: [SIGNATURE]

Date: [DATE]