5. WBN Confidentiality Policy
Confidential information is, including but not limited to, information relating to Work Better Now and your client dealings, business practice, accounts, finances, trading, software, research and development, projects, plans, technical information, extracts, analysis, studies, compilations or any other way of representing or recording and recalling information which contains, reflects or is derived or generated from confidential Information or knowhow which may come to your knowledge during your employment.
Introduction and Scope
In the course of your work, you may have access to confidential information regarding the Company, its suppliers, its customers, or fellow Team Members. It is the responsibility of all WBN VAs and Staff to safeguard sensitive company information obtained during employment. Sensitive company information is defined as trade secrets or confidential information relating to products, work processes, know-how, customer or vendor lists, designs, drawings, formulas, test data, marketing data, accounting, pricing or salary information, business plans and strategies, negotiations and contracts, inventions, and discoveries.
7.1 Confidentiality Best Practices
7.1.1 If you are given access to or come upon PII (Personal Identifiable Information), as defined above, or sensitive information (including but not limited to accounting or payroll information, human resources contracts, legal documentation, checks, receipts, etc.), never leave this information where it is viewable or accessible to others, even during short breaks.
7.1.2 If you are questioned by someone outside your client’s company and/or Work Better Now and you are concerned about the appropriateness of giving them certain information, you are not required to answer. Instead, refer the request to your Success Coach or your head of department.
7.1.3 No one is permitted to remove or make copies of any records, reports or documents without your Client’s and Work Better Now’s approval. Disclosure of confidential information could lead to termination, as well as other possible legal action.
7.1.4 No one is permitted to make copies, download and distribute any WBN and client’s policies. These should be accessed from the determined shared points to guarantee the most updated information and avoid confusion generated by several copies of the same document.
7.2 Responsibilities
7.2.1 You shall not disclose or use any confidential information of Work Better Now or its subsidiaries either during or at any time after your employment, except as specifically authorized by Work Better Now in writing or as authorized or required by law.
7.2.2 You shall not disclose or use any confidential information of your client either during or at any time after your employment, except as specifically authorized by your client in writing or as authorized or required by law.
7.2.3 Any copies, extracts from or summaries of any confidential information made or acquired by you in the course of your employment shall be the property of Work Better Now and/or your client and must be returned immediately on the termination of your employment. Your confidentiality obligations continue after your employment with Work Better Now and/or your client ceases. The copyright in all such material shall belong to Work Better Now and/or your client. The improper use, communication or disclosure of confidential information constitutes a disciplinary offence for which you may be disciplined, including by way of dismissal.
7.3 Intellectual Property
Intellectual Property Rights means patents, copyright, database rights, registered and unregistered design rights, trademarks, utility models, plant variety rights and other intellectual property rights throughout the world, applications for registration of any of the same, confidential information and know how, whether in all cases registered or unregistered.
You may make or create Intellectual Property Rights in the course of your duties as set out in your job description and where it has a special obligation to further the interest of Work Better Now or your client in this respect.2
All Intellectual Property Right that may be of benefit to Work Better Now are retained absolutely by Work Better Now so far as the law allows. You shall enter all documents and do all things necessary to ensure such ownership. You waive all moral rights therein.
All Intellectual Property Right that may be of benefit to your client shall be retained absolutely by your client so far as the law allows. You shall enter all documents and do all things necessary to ensure such ownership. You waive all moral rights therein.
Where you make or create any intellectual property rights outside of your role and unrelated to Work Better Now and/or your client these rights remain your own.
Confidentiality Policy
Date Created: September 2022
Last Updated: May 2023