Volunteer Confidentiality Agreement Form

PURPOSE:

This policy sets forth the duties and obligations of all employees within University Advancement to protect the confidentiality of information and data relating to University donors and prospective donors, the internal policies and procedures of University Advancement, and all other data and information deemed by University Advancement or the University to be confidential or proprietary in nature.


SCOPE:

This policy applies to employees, volunteers and independent contractors providing service to or on behalf of University Advancement. This policy is intended to supplement existing University policies and procedures regarding confidential information, including but not limited to the University’s Data Security Policy.

POLICY:
  1. Confidentiality of Advancement Information. All information and data maintained by University Advancement that is not publicly available (“Advancement Information”) is deemed to be proprietary and confidential. All employees, volunteers and independent contractors providing services to or on behalf of the University are expected to maintain the confidentiality of all Advancement Information.

  2. Definition of Advancement Information. For purposes of this policy, Advancement Information includes but is not limited to constituent information (including contact information such as addresses, business information, phone numbers, emails, etc. for alumni, staff, faculty, or any University constituents), names of donors or prospective donors, donor giving history, the amount, nature or terms of any gift or gift agreement, donor or prospective donor profile or background information, internal analysis, financial information, estate planning information, bank and brokerage account numbers, credit card numbers, electronic and telephone communications data or reports generated by or on behalf of University Advancement, fundraising plans or objectives, campaign information, or internal policies and procedures of University Advancement.

  3. Access to Advancement Information. Access to Advancement Information shall be limited to those employees, volunteers or independent contractors of University Advancement who require such access in order to provide services to or on behalf of the University. The extent of access to Advancement Information shall be limited to that necessary in order to provide services to or on behalf of the University.

    No University employee, volunteer, or contractor shall be provided or attempt to gain access to Advancement Information unless he or she has signed a confidentiality agreement. University employees and volunteers shall sign an agreement in substantially the form set forth in Exhibit A of this policy. The confidentiality obligations of independent contractors may be set forth in a service agreement or a free standing confidentiality agreement, provided the terms of such agreement are approved by the Vice President for Advancement and the University General Counsel.

  4. Limitations on Use of Advancement Information. University employees, volunteers, or contractors granted access to Advancement Information shall use such information only in the course of providing services to or on behalf of the University. Such individuals shall not disclose Advancement Information to any unauthorized University employee or contractor or to any third party without the prior written consent of the Vice President.

    University employees, volunteers, or contractors granted access to Advancement Information shall take all reasonable measures to secure the confidentiality of such information by, for example, locking offices, file cabinets or drawers, not sharing user ID’s or passwords, and not discussing Advancement Information in the presence of third parties or unauthorized employees.

    University employees, volunteers, or contractors granted access to Advancement Information shall not use such information for their own benefit or to benefit a third party. University employees, volunteers, and contractors shall not duplicate, destroy or disclose Advancement Information without prior written permission of the Vice President or the Assistant Vice President for Advancement Systems.

  5. Subpoenas and Legal Proceedings. If any member of the University Advancement office receives a subpoena, court order, search warrant or other form of legal process seeking disclosure of Advancement Information, he or she should immediately notify the Vice President or Assistant Vice President for Advancement Systems who will coordinate the University’s response with the University’s General Counsel.

  6. Media/General Inquiries. All media inquiries and other inquiries of a general nature should be referred to the Assistant Vice President of University Communications. Employees, volunteers, or contractors of the University should not respond to such inquiries without permission from the Assistant Vice President of University Communications. In addition, all press releases, publications, or other official declarations must be approved in advance by the Assistant Vice President of University Communications.


 Exhibit A
University of Richmond Volunteer Confidentiality Agreement
I, the undersigned volunteer for the University of Richmond, agree as follows:

  • I have read and understand the University Advancement Policy on the Confidentiality of Advancement Data and Information and the University's Data Security Policy (the "Policies").
  • I agree to comply with Policies, as amended from time to time.
  • I agree to immediately notify the Vice President or the Assistant Vice President for Advancement Systems of any unauthorized access to or disclosure of Advancement information of which I become aware.
  • I understand that my failure to comply with the Policies and this Confidentiality Agreement may result in disciplinary action up to and including revocation of volunteer status.