This policy describes the organization’s policy on confidentiality. Confidentiality is required for some aspects of the operation of TXBC.
- Individual member information: Identifying member information shall be kept confidential, unless the member has agreed to have personal information published or distributed (e.g. on TXBC’s website, in a directory listing IBCLCs). Only personnel (defined below) directly responsible for services to the member shall have access to this information. Care shall be exercised to be certain that unauthorized individuals do not access confidential information.
- Executive sessions: The Executive Board of Officers may need to move to executive session to discuss matters of a sensitive or confidential nature (e.g. contract negotiations, performance reviews and salary discussions). The minutes of the regular board meeting shall indicate when the board starts and concludes the executive session, and those present at the executive session. When the board takes an action in executive session that needs to be recorded (e.g., a motion and vote), the official minutes of the meeting will reflect that action. No additional minutes or recordings of Executive Sessions will be maintained.
- Board meeting agendas, materials and attendees: Other than Executive Sessions, the meetings of the TXBC Board of Officers are open for anyone to attend and observe. The agenda may provide time for invited guests or attendees to offer information. The materials gathered and agenda prepared in advance of the board meeting are considered documents subject to the confidentiality requirements for TXBC personnel. After the conclusion of the board meeting, the official minutes and any pertinent related documents are available for public inspection.
- Donor and scholarship information: Identifying information regarding donors to TXBC, and recipients of TXBC grants or scholarships, is to be kept confidential unless otherwise authorized by persons involved. This does not affect TXBC’s responsibility to provide general reports of its financial records.
- Personnel of TXBC understand and agree that during their period of service they may obtain information and documents, which are confidential and/or privileged and proprietary in nature. This information must be kept confidential both during and after their period of service. As such, all personnel are required to return any materials containing privileged or confidential information at the conclusion of their period of service.
- Any personnel of TXBC who divulge confidential or privileged information, whether during or after their period of service, are subject to appropriate discipline, including dismissal, or other civil and criminal sanctions.
- Procedures to manage conflicts. For each interest disclosed to the Chair, the Chair will determine whether to: (a) take no action; (b) assure full disclosure to the Board of Directors and other individuals covered by this policy; (c) ask the person to recuse him/herself from participation in related discussions or decisions within the association; (d) ask the person to resign from his or her position in the association; (e) if resignation is refused, to initiate procedures for removal of that person from that position. TXBC’s Chair and treasurer will monitor proposed or ongoing transactions for conflicts of interest and disclose them to the President of the Board of Directors in order to assess potential or actual conflicts, whether discovered before or after the transaction has occurred.
“Confidential information” includes, but is not limited to fundraising/donation information, marketing processes, financial information, current and future business plans, computer and software systems and processes, personnel information, and associated documents. TXBC personnel are not permitted to share this confidential information with anyone outside the organization, or to remove or make copies of any of TXBC’s records, reports, or documents in any form, without prior approval by the board or association management firm.
“Personnel” includes TXBC executive board, contract employees, appointed committee chairs, and volunteer leadership, who are Committee and Task Force Chairs and/or members.