How do you share confidentiality policies with your team and clients?

2 What to include in your confidentiality policies

Your confidentiality policies should outline the scope, purpose, and methods of collecting, storing, using, and disclosing confidential information. They should also specify the roles and responsibilities of your team members, clients, and third parties involved in the process. It is essential to include key elements such as the definition and examples of confidential information, the legal and ethical basis for confidentiality, and the consent and notification procedures for obtaining and sharing confidential information. Additional key elements include the security measures and safeguards for protecting confidential information, the retention and disposal policies for confidential information, the breach and complaint procedures for reporting and resolving confidentiality issues, and the training and review policies for updating and educating your team and clients on confidentiality.

4 How to share confidentiality policies with your clients

Your clients entrust you with their confidential information, and they expect you to respect and protect it. It is essential to communicate your confidentiality policies with your clients in a clear and transparent manner, and obtain their consent and cooperation. To ensure this, include your confidentiality policies in service agreements, proposals, invoices, and receipts. Additionally, provide a privacy notice or statement that explains how you collect, use, and share their confidential information.

You may also ask your clients to sign a confidentiality agreement or a non-disclosure agreement (NDA) before starting a project or a transaction. Furthermore, inform them of any changes or updates to your confidentiality policies and seek their consent if necessary. Lastly, respond to your clients' questions and concerns about your confidentiality policies promptly and professionally.

5 How to share confidentiality policies with third parties

When sharing confidential information with third parties — such as vendors, contractors, partners, or regulators — it is important to ensure that they adhere to your confidentiality policies and do not misuse or compromise the information. To do so, vet and select third parties carefully, negotiate and sign a confidentiality agreement or a non-disclosure agreement (NDA) before sharing any confidential information, and limit the amount and type of confidential information shared with third parties. Additionally, monitor and audit the performance and compliance of third parties, and terminate the relationship with third parties if they violate or disregard your confidentiality policies.

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?