Confidentiality Policy For Board Members, Staff, Contractors, and Volunteers

The following policies apply to members of the Santa Barbara County Food Action Network (SBCFAN) board, staff, contractors, and volunteers. References in the policies to board members also to apply to committee members.

SBCFAN confidential information includes, but is not limited to: donors (current and prospective), fundraising plans, supporters, contractors, marketing processes, financial information (which includes current and future business plans), computer and software systems and processes, personnel information, and associated documents.

Board members, staff, contractors, and volunteers are not permitted to share this confidential information with anyone outside the organization, or to remove or make copies of any of SBCFAN’s records, reports, or documents in any form, without prior Executive Director approval. Disclosure of confidential information may lead to disciplinary action, which may include termination of contract, employment, or service with SBCFAN, as well as other possible legal action. Additionally, board members, staff, contractors, and volunteers are prohibited during and after contract, employment, or service from using SBCFAN’s confidential information in any form for their own purposes or for those of other persons or entities. Finally, all confidential information relative to SBCFAN, regardless of its form, must be returned to SBCFAN at the time of termination of employment, contract, or service.

Board members, staff, contractors, and volunteers shall: adhere to the principle that all donor and prospect information created by, or on behalf of, SBCFAN is the property of SBCFAN; shall not be transferred or utilized except on behalf of SBCFAN; the donor’s wishes are honored when he/she/they requests that their gift be treated as an anonymous gift.

Board and Committee Meetings: On any vote of the board, both the numbers of affirmative and negative votes and the individual votes of board members, unless specifically requested by a member otherwise, shall be confidential but the record of individual votes may be kept on file.

1. Board members, staff, contractors, and volunteers shall not disclose to anyone outside of SBCFAN the statements, positions, or votes by any board or committee member on actions taken by the board or its committees. Only in extraordinary situations will a board or committee member disclose his or her position or vote on a board or committee action, and only after advising the board’s chair before making such a disclosure.
2. The general “sense of the board” on a particular matter may be conveyed to an applicant, grantee, vendor, or donor when the sharing of such information is helpful in conveying the board’s concerns. However, such information should only be shared with the concerned party. In addition, such information may be shared with a donor or with another grantmaker when the information has been requested and is deemed important in helping the donor or grantmaker arrive at an informed decision on a grant proposal or opportunity.
3. Executive Sessions: The minutes of the board meetings shall indicate when the board goes into executive session but shall not normally reflect any of the topics or discussion that occurs in executive session. However, when the board takes an action in executive session that needs to be recorded, the board chair will provide any such text that is to be included in the official minutes of the meeting.
4. Board and Committee Agenda: The agendas prepared for the board and staff are confidential and should be treated as an internal document restricted to SBCFAN use. No portion of any agendas may be shared, in written or oral form, with any individual or with any organization outside of SBCFAN. Exceptions may be made only with the consent of SBCFAN’s Chairperson of the Board.
5. Personal Information: The home addresses, telephone numbers, fax numbers, and e-mail addresses of board members, staff, contractors, and volunteers are not to be given out to any individual or organization without the express permission of the person to be disclosed.
6. Information on a Donor’s Gift: All information concerning a donor’s gift, other than information published in the annual report, newsletter, or other SBCFAN publication, shall remain confidential unless approved by the donor. This includes information on the size and types of grants, the size of the gift, and other such information.
7. Information on Donors and Prospects: All information obtained about donors and prospective donors will remain confidential and not discussed with any individual other than board members or staff, unless otherwise authorized by the donor or prospective donor.
8. The home addresses, telephone numbers, fax numbers, or e-mail addresses of donors and prospective donors are not to be given out to any individual or organization without the express permission of the person to be disclosed.

This policy is not intended to prevent disclosure where disclosure is required by law. Any questions regarding the confidential nature of SBCFAN information should be directed to the Executive Director.

In signing this statement, I confirm that I have received a copy of the Confidentiality Policy and agree to abide by the guidelines set forth therein.