Washington County Community Foundation Policy on Confidentiality
The nature of WCCF's role to its donors and as a funder, leader, convener and decision-maker in the community results in the acquisition of extensive information that is considered privileged. Much information is shared with the Foundation because of its reputation for trust and its ability to make fair decisions. To safeguard the Foundation's integrity as a responsible decision-maker and to protect its capacity to gather data necessary to make those decisions, the Foundation subscribes to specific policies on confidentiality.
The WCCF, its Trustees, its employees, its volunteers, and its agents have an ethical and legal obligation to respect the privacy of our donors, and to protect and maintain the confidentiality of all information that we learn about our donors, their family members and friends in the course of providing services to them. Donor records are legally protected confidential records and must be treated as such. Donors' records shall never leave the office, except as permitted by the President & CEO.
The Washington County Community Foundation recognizes that the efficient operation of the Foundation requires the maintenance and management of extensive donor and prospect records. These records often contain sensitive information that has been shared with or developed by the Foundation employees on a confidential basis.
Additionally, donors and prospects are frequently attracted to the Foundation on the basis of its ability to assure temporary or permanent anonymity.
All employees, Trustees, volunteers and agents are required to adhere to the Confidentiality Policy as set forth in the Personnel Manual. Failure of an employee to follow this Policy shall result in discipline, up to and including termination.
The following terms shall have the following definitions, as also set forth in the Confidentiality Policy:
Except as otherwise provided herein and in addition to the rules set forth in Preamble, individuals covered by the Confidentiality Policy may not disclose, divulge, or make accessible confidential information to any person, including relatives, friends, and business and professional associates, other than to persons who have a legitimate need for such information and to whom the Foundation has authorized disclosure. Individuals covered by this Policy shall use confidential information solely for the purpose of performing their roles relative to the Foundation.
All individuals covered by this Policy must exercise good judgment and care at all times to avoid unauthorized or improper disclosures of confidential information. Conversations in public places must be limited to matters that do not pertain to confidential information. In addition, such individuals must be sensitive to the risk of inadvertent disclosure and must, for example, refrain from leaving confidential information on desks or otherwise in plain view and refrain from the use of speaker phones to discuss confidential information if the conversation could be heard by unauthorized persons.
The President & CEO shall be responsible for maintaining the confidentiality of donor and prospect records. She may, in her discretion, make all or part of any record available to other employees, Trustees, volunteers or agents to assist them in executing their responsibility.
Other Confidentiality Policies
Employees are also obligated to follow the confidentiality requirements of the Clean Desk Security Policy and Electronic Communications and Other Information Systems Policy.
Date of Adoption: November 2017