The purpose of this Confidentiality Policy relates to the transmission of personal, sensitive, or identifiable confidential information about individuals or partner organisations, which comes into the possession of the organisation through its work and partnerships.
We the organisation hold personal data about its staff, users, and clients, which will only be used for the purposes for which it was gathered and will not be disclosed to anyone outside or inside of the organisation without prior permission.
All personal data will be dealt with sensitively and in the strictest confidence internally and externally.
Purpose
The purpose of the Confidentiality Policy is to ensure that all employees and users understand the Organisations requirements in relation to the disclosure of personal data and confidential information.
Principles
All personal paper-based and electronic data must be stored in accordance with the General Data Protection Regulations 2018 and must be secured against unauthorised access, accidental disclosure, loss, or destruction. All personal paper-based and electronic data must only be accessible to those individuals authorised to have access.
Breaches of Confidentiality
The Onyx Squash Academy recognises that occasions may arise where individual workers feel they need to breach confidentiality.
Confidential or sensitive information relating to an individual or commercial partner may be divulged where there is a risk of danger to the individual, an employee, or the public at large, or where it is against the law to withhold it. In these circumstances, information may be divulged to external agencies e.g. police or social services on a need-to-know basis, in accordance with our legal representative.
Types of information
Respecting the privacy of our commercial partners, coaches, affiliate partners, staff, and volunteers of the Onyx Squash Academy itself is a basic value of Onyx Squash Academy. Personal and financial information is confidential and should not be disclosed or discussed with anyone without permission or authorization from the Founding Directors.
Care shall also be taken to ensure that unauthorized individuals do not overhear any discussion of confidential information and that documents containing confidential information are not left in the open or inadvertently shared. Employees, volunteers, and board members of Onyx Squash Academy may be exposed to information, which is confidential and/or privileged and proprietary in nature.
It is the policy of Onyx Squash Academy that such information must be kept confidential both during and after employment or volunteer service; and upon leaving staff and volunteers, including board members, are expected to return materials containing privileged or confidential information at the time of separation from employment or expiration of service.
Any unauthorized disclosure of confidential or privileged information is a serious violation of this policy and will subject the person(s) who made the unauthorized disclosure to appropriate discipline, including removal/dismissal and in the case of Directors or Advisory Board members possible face legal action, for breaking confidentiality clauses.
Legislative Framework
The Directors of the Onyx Squash Academy will monitor this policy to ensure it meets statutory and legal requirements.
Non-adherence
Breaches of this policy will be dealt with under the Grievance and/or Disciplinary procedures as appropriate. Under this agreement all stakeholders of the Onyx Squash Academy will have to abide by the following terms of this policy:
- The Employee hereby covenants and agrees that he or she will at no time, during or after the term of employment, use for his or her own benefit or the benefit of others, or disclose or divulge to others, any such confidential information.
- The company’s procedures and details of the work undertaken must not be disclosed to staff or third parties without proper approval by a Director or Advisory Board Team.
- Information about the company, employee, or client must not be disclosed to the staff or third parties without proper approval from a Director or Executive Team.
- Information about the Company, client, or employee must not be discussed where it could be overheard by staff or third parties.
The employee acknowledges that in the course of the employment by the employee, the employee has, and may in the future, come into possession of certain confidential information belonging to the employer, including but not limited to trade secrets, customer/clients lists, prices, methods, processes or marketing plans.
Any person who knowingly, recklessly, or negligently releases personal or confidential information without appropriate authority may be subject to disciplinary action to and including termination of the employment contract.
Subject to legislation and regulations, any personal or confidential information shall be released only as required in the necessary course of employment and only by those persons authorised to release such information.
Ensuring the Effectiveness of the Policy
Upon taking a position with the Onyx Squash Academy, all employees, (including Directors or appointed Advisory Board members) will receive a copy of the confidentiality policy. The policy will be reviewed annually and amendments will be proposed and agreed upon by an independent appointed legal counsel.
Policy written 31st December 2020 (Updated 21st July 2022)
By Directors of Onyx Squash Academy
Other relevant policies
