Policy - Confidential Information
Section: Human Resource Policies
Policy Owner: Ignition633 Ministries Human Resources
Policy Name: Confidential Information Policy
Origination Date: April 2025
Confidential Information Policy
Purpose:
The Confidential Information Policy establishes guidelines for identifying, handling, and protecting confidential information. This policy ensures proper safeguarding of sensitive organizational, employee, and stakeholder information. The policy provides standards for information classification and handling procedures.
Scope:
This policy applies to all confidential information handled by 633Donor Solutions and all individuals with access to such information. It covers classification, storage, transmission, and disposal of confidential information. The policy establishes requirements for maintaining confidentiality and reporting breaches.
Policy:
Information Classification:
All organizational information must be classified according to sensitivity levels to determine appropriate handling procedures. Highly confidential information includes donor financial data, employee personal information, and strategic planning documents requiring maximum protection. Confidential information includes operational procedures, financial records, and internal communications that must be restricted to authorized personnel. Regular data audits must be conducted to ensure proper classification and handling of all information types.
Data Handling and Storage:
All confidential information must be stored in secure locations with appropriate access controls and encryption when applicable. Physical documents containing sensitive information must be stored in locked cabinets with access restricted to authorized personnel only. Electronic confidential information must be password-protected and encrypted with access granted only to those with legitimate business needs. Regular backups of confidential electronic data must be maintained with the same level of security as original files.
Transmission and Communication:
When sharing confidential information, employees must use secure methods of transmission appropriate to the classification level. Confidential information must never be discussed in public spaces or with unauthorized individuals inside or outside the organization. Email communications containing sensitive information must be encrypted and clearly marked as confidential in the subject line. Verification of recipient identity must occur before transmitting any confidential information through any communication channel.
Breach Reporting and Consequences:
Any suspected or confirmed breach of confidential information must be reported immediately to management and the IT department. All breaches will be thoroughly investigated with documentation of the incident, affected information, and remediation steps taken. Violations of this policy may result in disciplinary action up to and including termination of employment. Regular training on confidentiality procedures will be provided to all employees with access to sensitive information.
This policy will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.
For any questions or further assistance regarding this policy, employees should contact the HR department at hr@ignition633.org.