Free policy template · Word

Confidentiality Policy

A confidentiality policy tells employees what company and customer information is confidential, how to handle it day to day — need-to-know sharing, clean desk, safe disposal, discussions in public — and that the duty continues after they leave. It supports the individual NDA or confidentiality clause in the appointment letter.

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[Company Logo][Company Name]

CONFIDENTIALITY POLICY

Policy No.:: [Reference Number]
Version:: [Version Number]
Effective Date:: [Date]
Policy Owner:: Human Resources & Legal

1. Purpose

Information is one of the most valuable assets of [Company Name]. This policy sets out how employees must protect confidential information belonging to the company, its customers, partners and colleagues.

2. Scope

It applies to all employees, interns, consultants and contractors, during and after their engagement, for information in any format.

3. Definitions

Confidential information means any non-public information, including business plans, pricing, financial data, customer and vendor lists, contracts, product designs, formulas, source code, processes, employee records and personal data, whether or not marked confidential.

4. Policy

Use confidential information only for performing your duties.
Share it internally only on a need-to-know basis and externally only under a signed NDA approved by [Designation].
Keep a clean desk: lock away papers and lock your screen whenever you leave your workstation.
Do not discuss confidential matters in public places, on social media or with family and friends.
Do not take photographs of documents, screens or restricted areas.
Dispose of confidential paper by shredding; electronic media through IT.
Report any suspected leak immediately to [HR / Legal Email].
On leaving, return all documents, devices and copies and do not retain any company information.
The duty of confidentiality continues after employment ends.

5. Procedure

Employees sign a confidentiality undertaking at joining.
Department heads identify and label confidential and restricted information.
Requests to disclose information to regulators, auditors or courts are routed through Legal.
At exit, HR obtains a signed declaration of return of information.

6. Responsibilities

Employees: protect information and report breaches.
Managers: control access and lead by example.
IT: technical safeguards.
HR/Legal: undertakings, NDAs and breach investigations.

7. Non-compliance

Unauthorised disclosure or misuse of confidential information is serious misconduct and may lead to termination after due process, and the company may take legal action to protect its interests.

8. Review & Approval

HR and Legal will review this policy annually.

Approved by
[Authorised Signatory]
[Designation]
Date: [Date]

Undertaking by
[Employee Name]
Employee ID: [Employee ID]
Date: [Date]

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What this template includes

Definition of confidential information — business, technical, customer and employee data
Need-to-know principle — share only with those who require it
Clean desk and screen — no documents left out
Public places and social media — no discussion of company matters
Third-party disclosure — only under NDA
Post-employment duty and return of materials

When to use it

Employees handle pricing, formulas, source code or customer lists
A leak of salary or business data has happened
Clients require staff confidentiality commitments
Reminding leavers of continuing obligations

How to customise this template

1Add industry-specific examples (formulations, designs, patient records)
2Link to your NDA format for vendors
3Insert document shredding and disposal arrangements
4Set who can authorise external disclosure
5Decide whether salary confidentiality applies to employees' own pay

HR tips

Label confidential documents so people know what is sensitive
Use shredders or secure bins, not regular dustbins
Do not discuss deals in cabs, lifts or cafés
Remind employees of obligations in the exit interview

Confidentiality duties are enforced mainly through contract and applicable law. Review this policy and related NDA clauses with a legal adviser; restraints on future employment are treated differently from confidentiality obligations.

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Frequently asked questions

Does confidentiality continue after an employee leaves?+

Yes. Obligations not to disclose or misuse confidential information generally continue after employment ends, as stated in the appointment letter or NDA.

Is salary information confidential?+

Companies often treat pay data as confidential for HR and payroll staff. Restricting employees from discussing their own pay is a policy choice and should be handled carefully.

What is a clean desk policy?+

It requires employees to clear confidential papers and lock screens and drawers whenever they leave their desk, especially at the end of the day.

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[Company Logo][Company Name]
HR POLICY MANUAL
Company:
[Company Name]
Document No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
[HR Name], Human Resources
Approved By:
[Authorised Signatory]
Chapter 1: Introduction
1.1 Purpose: This manual sets out the human resource policies, procedures and practices of [Company Name] so that employees are treated fairly and consistently and the company complies with applicable labour laws.
1.2 Scope: It applies to all employees on the company's rolls at all offices, plants and sites, including [Work Location]. Consultants, trainees and contract workers are covered where expressly stated.
1.3 Precedence: Where this manual conflicts with any law, certified standing order or individual appointment letter, the law and then the more favourable term for the employee will apply.
Chapter 2: Definitions
- Company: [Company Name] and its branches.
- Employee: any person employed on the company's rolls on a permanent, probationary or fixed-term basis.
- Reporting Manager: the person to whom an employee reports as per the organisation chart.
- HR: the Human Resources department or the person designated to perform the HR function.
- Wages / Basic Salary: as defined in the employee's appointment letter and applicable law.
Chapter 3: Employment
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Effective Date:
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Policy Owner:
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2. Scope
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Policy No.:
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Version:
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Effective Date:
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Policy Owner:
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2. Scope
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[Reference Number]
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Effective Date:
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Policy Owner:
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[Reference Number]
Version:
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Effective Date:
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Policy Owner:
Human Resources
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