Scope:
This document outlines the procedures for maintaining confidentiality and protecting sensitive information about guests, clients, partners, and employees of the company. It ensures that all employees understand their responsibilities in handling confidential data to safeguard the company’s operations, legal standing, and business success.
Given the sensitive nature of the company's operations, all employees must fully understand and comply with handling confidential information, especially personal data. This policy applies from the moment an employee receives a job offer and, in some cases, extends beyond their employment, particularly for managerial positions.
Definition of Confidential Information
Confidential information includes, but is not limited to:
- Financial data (e.g., salaries, bonuses, customer financial details)
- Customer, partner, employee, or client records (personal phone numbers, names, addresses, and other personal data)
- Customer (guest) lists and contact details (email, phone numbers)
- Documents or materials provided by external parties
- Any materials explicitly marked as confidential
- Private information about colleagues that becomes known in the course of work
Authorized Access
Access to confidential information is based on an employee's job title, responsibilities, seniority, and other factors. Employees should only access information necessary for their role.
Compliance Expectations
Employees are required to:
- Ensure that confidential materials are not left visible or accessible to unauthorized individuals.
- View confidential digital information on secure, authorized devices.
- Avoid sharing confidential information with co-workers unless necessary and authorized by the supervisor.
- Report any accidental disclosures of confidential information immediately to their supervisor. In case of supervisor unavailability, report to the next level manager.
Prohibited Actions
The following actions are strictly prohibited:
- Using confidential information for personal or financial gain.
- Copying or extracting confidential materials without authorization.
- Aiding others in reproducing confidential company-related information.
- Sharing personal data of employees, clients, guests, or other internal/external parties.
Important: If sharing confidential information is necessary, employees must consult with the HR Manager, Operational Director, or CEO before proceeding.
Contract Termination Procedures
Upon contract termination:
- The department manager must ensure the employee’s access to company systems is revoked.
- All confidential company information must be transferred back to the management, including ownership of online/digital files.
- Former employees must notify management in advance if they plan to visit the company premises after their resignation.
Enforcement and Violations
Violations of this policy may result in disciplinary action, including written reprimands, employment termination, and legal action.