Catalog of Sample Policies for Pennsylvania's Conservation Districts

Confidentiality Policy
(National Center for Nonprofit Boards)

It is the policy of the ________ District that Directors and employees of the District may not disclose, divulge, or make accessible confidential information belonging to, or obtained through their affiliation with the District 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 District has authorized disclosure. Directors and employees shall use confidential information solely for the purpose of performing services as a Director or employee for the District. This policy is not intended to prevent disclosure where disclosure is required by law.

Directors and employees must exercise good judgment and care at all times to avoid unauthorized or improper disclosures of confidential information. Conversations in public places, such as restaurants, elevators, and offices, should be limited to matters that do not pertain to information of a sensitive or confidential nature. In addition, Directors and employees should be sensitive to the risk of inadvertent disclosure and should 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.

At the end of a Director term in office or upon the termination of an employee's employment, he or she shall return, at the request of the District, all documents, papers, and other materials, regardless of medium, which may contain or be derived from confidential information, in his or her possession.