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What are the best ways to handle sensitive information during a presentation?

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As an investment banker, you may often have to present sensitive information to clients, such as financial projections, valuation models, deal terms, or market insights. How can you ensure that your presentation is clear, accurate, and confidential, without compromising your credibility or trustworthiness? Here are some best practices to handle sensitive information during a presentation.

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Tammy Eisenberg

Chief Compliance Officer & General Counsel with FinTech, BaaS, Investment Management/Asset Management Experience
Mohamed MOUSSA MASSALATCHI, ICCF?, IFRS?, FMVA?

Commission Bancaire de l'UMOA (BCEAO) - Direction de la Surveillance Permanente
Matheus de Souza Barboza

Finan?as | E-commerce | Marketplaces | Estratégia | Consultor | Conselheiro | Board Member | C-level | Valuation | CEO…

1 Know your audience

Before you prepare your presentation, you should research your audience and understand their needs, expectations, and concerns. What are their goals and motivations? What are their pain points and challenges? What are their preferences and styles? By knowing your audience, you can tailor your presentation to address their specific interests and questions, and avoid any irrelevant or inappropriate information. You can also anticipate any potential objections or issues, and prepare your responses accordingly.

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Tammy Eisenberg

Chief Compliance Officer & General Counsel with FinTech, BaaS, Investment Management/Asset Management Experience
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Unless you have a non-disclosure agreement “NDA”) in place, you should not discuss sensitive information during a presentation. Even with an NDA, it’s less about the audience’s needs, expectations and concerns than their “need to know.” It’s important to consider: 1. What is the information that you are contemplating sharing? 2. Whose information is it? Is it your proprietary information? Is it another client’s information? 3. What is the risk involved in sharing that information (is it commercial, legal or reputational)? When in doubt, consult your legal or compliance departments or you company’s policies concerning information classification and information barriers.

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Matheus de Souza Barboza

Finan?as | E-commerce | Marketplaces | Estratégia | Consultor | Conselheiro | Board Member | C-level | Valuation | CEO | CFO
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Acordos de confidencialidade: Exija que todas as partes envolvidas na apresenta??o assinem acordos de confidencialidade ou acordos de n?o divulga??o (NDAs) antes de terem acesso às informa??es confidenciais. Isso ajuda a proteger legalmente as informa??es e estabelece as responsabilidades das partes envolvidas.

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Matheus de Souza Barboza

Finan?as | E-commerce | Marketplaces | Estratégia | Consultor | Conselheiro | Board Member | C-level | Valuation | CEO | CFO
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Restri??o de acesso: Certifique-se de que apenas as pessoas autorizadas e envolvidas diretamente na apresenta??o tenham acesso às informa??es confidenciais. Isso pode incluir a implementa??o de medidas de seguran?a física, como salas de reuni?es com acesso restrito ou salas de dados virtuais com autentica??o de usuários.

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2 Use data protection tools

When you deal with sensitive information, you should always use data protection tools to secure your presentation and prevent any unauthorized access, disclosure, or leakage. For example, you can use encryption, password protection, watermarking, or digital rights management (DRM) to protect your files and documents. You can also use secure platforms or channels to share your presentation with your clients, such as VPNs, cloud services, or encrypted email. Additionally, you should avoid using public or unsecured networks, devices, or storage media to store or transmit your presentation.

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Mohamed MOUSSA MASSALATCHI, ICCF?, IFRS?, FMVA?

Commission Bancaire de l'UMOA (BCEAO) - Direction de la Surveillance Permanente
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La protection des données sensibles des clients est cruciale pour assurer la confidentialité, l'intégrité et la disponibilité des informations. Voici quelques outils et techniques couramment utilisés dans ce contexte : Utilisez le chiffrement pour protéger les données sensibles pendant le stockage et la transmission. Mettez en place des contr?les d'accès stricts pour garantir que seules les personnes autorisées ont accès aux données sensibles. Formez les employés (Data protection) à la sécurité des données et sensibilisez-les aux meilleures pratiques. Il est important de noter que la sécurité des données est un processus continu et évolutif.

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Matheus de Souza Barboza

Finan?as | E-commerce | Marketplaces | Estratégia | Consultor | Conselheiro | Board Member | C-level | Valuation | CEO | CFO
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Controle de documentos: Tome medidas para controlar a distribui??o e o acesso aos documentos confidenciais. Isso pode incluir a marca??o de documentos como "confidenciais" e o uso de recursos de prote??o, como senhas ou restri??es de impress?o e cópia.

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3 Limit the scope and detail

Another way to handle sensitive information during a presentation is to limit the scope and detail of the information you provide. You should only include the information that is relevant, necessary, and agreed upon by your clients and stakeholders. You should avoid disclosing any confidential or proprietary information that is not essential for your presentation, such as trade secrets, internal strategies, or personal data. You should also avoid providing too much detail or granularity that could expose your sources, methods, or assumptions, unless your clients request it or you have a valid reason to do so.

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4 Use disclaimers and caveats

Sometimes, you may have to present sensitive information that is based on estimates, assumptions, projections, or scenarios. In such cases, you should use disclaimers and caveats to qualify your information and clarify its limitations and uncertainties. For example, you can use phrases like "based on our best judgment", "subject to change", "for illustrative purposes only", or "depending on market conditions" to indicate that your information is not final, definitive, or guaranteed. You should also explain the rationale and methodology behind your information, and provide any supporting data or evidence.

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Mohamed MOUSSA MASSALATCHI, ICCF?, IFRS?, FMVA?

Commission Bancaire de l'UMOA (BCEAO) - Direction de la Surveillance Permanente
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Les disclaimers, ou clauses de non-responsabilité, servent à définir les termes et conditions d'utilisation d'un produit, service, site web ou autre, tout en limitant la responsabilité de l'entité qui les émet. Les disclaimers peuvent aider à protéger légalement une entreprise ou une personne contre des réclamations injustifiées en énon?ant clairement les conditions d'utilisation et les limitations de responsabilité. Ils peuvent être particulièrement utiles en cas de litiges. Les disclaimers sont souvent utilisés pour énoncer les conditions d'utilisation spécifiques d'un produit, service (Technical and Financial proposal) ou site web, définissant ce qui est autorisé et ce qui ne l'est pas.

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5 Seek consent and feedback

Finally, you should seek consent and feedback from your clients and stakeholders before and after your presentation. Before your presentation, you should inform your clients and stakeholders about the purpose, scope, and format of your presentation, and ask for their approval and input. You should also agree on the terms and conditions of your presentation, such as the confidentiality level, the distribution policy, and the follow-up actions. After your presentation, you should solicit feedback from your clients and stakeholders, and address any questions, comments, or concerns they may have.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Matheus de Souza Barboza

Finan?as | E-commerce | Marketplaces | Estratégia | Consultor | Conselheiro | Board Member | C-level | Valuation | CEO | CFO
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Treinamento e conscientiza??o: Eduque sua equipe sobre as políticas e os procedimentos de seguran?a de informa??es confidenciais. Realize treinamentos regulares para garantir que todos entendam a importancia da prote??o e confidencialidade das informa??es.

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Matheus de Souza Barboza

Finan?as | E-commerce | Marketplaces | Estratégia | Consultor | Conselheiro | Board Member | C-level | Valuation | CEO | CFO
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Destruir informa??es sensíveis: Após a conclus?o da apresenta??o, certifique-se de destruir adequadamente todas as cópias físicas ou digitais das informa??es confidenciais. Isso pode envolver a utiliza??o de trituradoras de papel ou a elimina??o segura de arquivos digitais.

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What are the best ways to handle sensitive information during a presentation?

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1 Know your audience

2 Use data protection tools

3 Limit the scope and detail

4 Use disclaimers and caveats

5 Seek consent and feedback

6 Here’s what else to consider

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