Confidentiality Undertaking by Volunteers (For your Reference Only)
In consideration of Young Global Leaders Network or YGL Network engaging me to work as a volunteer, I undertake to them and all members of YGL Network that I will maintain absolute confidentiality over all matters I work on and information that I learn from reading papers, attending meetings, discussing services, handling information regarding YGL Network’s activities and projects.
I understand that while working with YGL Network, I may have access to sensitive and confidential information concerning clients, members, staff and third parties. I understand that everyone has the right to expect his/her information to be dealt with the highest possible level of confidentiality. In dealing with this type of information I shall comply with YGL Network’s policies and procedures.
Confidentiality- General Guidelines
If in doubt about an issue regarding confidentiality or privileged documents, I shall seek the advice of a director or supervisor. Also, I understand that I must:
a) not use any personal, sensitive or client or member identifiable information which I come into contact with or as part of my duties, other than as part of my job role;
b) not reveal or disclose personal, sensitive or client or member identifiable information to friends or relatives;
c) not discuss the client or members with his/her friends or relatives without the client’s or member’s consent;
d) not reveal or disclose personal, sensitive or client or member identifiable information to individuals, people making inquiries, or other agencies without the permission of my supervisor. (This includes not disclosing/discussing information on social network sites).
I understand that I must not download and store any sensitive data or confidential documents on any personal electronic devices.
Given that I am working remotely, I understand that there is a chance that sensitive data may be downloaded or stored on a personal device. If that is the case, I shall remove them and destroy them from my personal device. I understand that the timespan for which sensitive data shall be stored on any personal device shall not exceed 1 hour.
I undertake to the Executive Directors and all members of YGL Network to destroy any privileged or confidential documents that are in my possession once I have completed a task or project. I shall destroy any remaining confidential and/or privileged documents at the completion of my placement. This includes destroying information that has been stored (including accidental storage) on any electronic devices (laptops, i-pads, phones), removable devices (USB sticks), personal online applications (e-mail) and/or cloud-based services (such as personal Dropbox, OneDrive, Google Drive).
All confidential records, including computerized material, documents, and other papers, together with any copies or extracts thereof, made or acquired by me in the course of my placement or role shall be the property of YGL Network and must be returned on the subsequent cessation of my placement or role.
I understand that this duty of confidence will continue indefinitely following completion/end of my placement or role.
General Legal and Professional Principles
The Data Protection Act 2018, Human Rights Act 1998 and the Common Law Duty of Confidentiality all refer to the protection of privacy and confidentiality. You will be required to adhere to these legislation at all times.
The Data Protection Act covers the processing of personal data on living individuals held in any form, for example, paper (health records) computer records, audio, and video tapes. This act requires that data is 1) processed fairly and lawfully; 2) processed for a specified purpose; 3) adequate, relevant and not excessive; 4) accurate and up to date; 5) not held for longer than necessary; 6) processed in accordance with the rights of the data subject; 7) kept secure against unauthorized access, alteration, disclosure or destruction and 8) is not transferred outside the European Economic Area (EEA) unless adequate safeguards exist.
Client information is defined under the Data Protection Act as “sensitive data” and additional specific conditions covering its use exist. Obtaining or disclosing such information without appropriate authority is a criminal offense.
You should be aware that you will be personally liable for any contravention of the above legislation and that the duty of confidence lasts indefinitely.