Confidentiality Policy - SMS Section 01-065 - Date Effective 4/13/2015

A. General Guidance/Overview

It is the policy of Sause Bros. to maintain confidentiality of all employee records and all proprietary company information. It is the company’s obligation to protect its employees’ right to privacy.

Sause Bros.’ employees shall comply with all laws and regulations that pertain to maintaining the privacy and confidentiality of company records, medical, financial, personnel, proprietary and any other sensitive information or records in their possession.

 

B. Objectives

1. All employees will gain an awareness of their responsibility regarding confidentiality and privacy of information.

2. Employees will realize the importance of protecting the personnel and proprietary company information kept in files and on computers.

3. Only that personal and employee data required for business purposes shall be maintained in company files.

4. Employees will be trained to protect the private personal and the proprietary company information in their care.

5. Private personal and employee information that is no longer needed shall be disposed of properly.

6. A plan shall be developed to respond to incidents where privacy of personal employee information has been breached.

7. Proprietary company information includes contracts, quotations, marketing agreements, accounting, payroll, and sales information.

 

C. The above objectives will be achieved by

1. All administrative employees shall receive periodic training regarding the company’s Confidentiality Policy.

2. The company will strive to reduce the use of Social Security numbers in the workplace by using other identifying codes when Social Security numbers are not required.

3. Employee personal information (social security numbers, residential addresses, residential phone number, wages, etc.) will not be casually transmitted between offices or work areas via computer or fax machine. The general method of sharing such information will be through secure, confidential mailers. Only when the successful conduct of business requires more timely transmission of such personal information will fax or e-mail be utilized.

4. Employees will be cautioned regarding use of speaker phones and overheard conversations in the working area when discussing sensitive or personal employee information.

5. Discarded files containing employee personal information shall be shredded (paper) or permanently deleted (computer). The IT Manager will be utilized to insure that electronic files are completely erased.

6. Files containing sensitive information shall be kept locked when unattended.

7. Employees will be trained to notify their supervisor should they suspect that sensitive files or information has been compromised.

8. Confidential attachments to resumes will be shredded and sensitive information on resumes will be blacked out.