Security & Confidentiality Policy
Employment and Training Association of Dane County Inc.
Client Information Security and Confidentiality Policy
Effective Date: 6/24/2025
Approved by: Executive Director
1. Purpose
The purpose of this policy is to safeguard the personal and sensitive information of clients served by the Employment and Training Association of Dane County Inc. This document establishes our commitment to confidentiality, security, and ethical responsibility in handling client and donor information. It also outlines acceptable practices and staff responsibilities to prevent unauthorized use, access, or disclosure.
2. Scope
This policy applies to all employees, volunteers, contractors, interns, board members, and any third parties who may have access to client information in the course of providing services through the Employment and Training Association of Dane County Inc.
3. Policy Statement
The Employment and Training Association of Dane County Inc. is committed to protecting the privacy and dignity of our clients. As such:
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We do not use, share, or disclose any client information for personal, commercial, or unauthorized purposes.
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We do not transfer consumer data to any external organizations under any circumstances, including with consent.
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All information obtained from or about clients—including but not limited to names, contact information, health records, financial details, and personal stories—will be treated as confidential.
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Non-Sharing Clause: We do not share your data with third parties for marketing purposes. The Employment and Training Association of Dane County Inc will not sell, rent, or share the collected mobile numbers."
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Mobile opt-in data will not be shared with third parties.
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Clients may opt out of receiving SMS messages at any time by replying STOP or CANCEL to any message you receive from us.
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By registering for SMS notifications, you agree to receive informational and service-related messages from the Employment and Training Association of Dane County Inc. Message frequency may vary based on your participation, but you can expect up to 2 messages per month. Message and data rates may apply. Text STOP or CANCEL to unsubscribe from SMS messages. Text HELP for assistance.
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To opt in to receive SMS notifications, please check the box on the registration form and submit your mobile number. By registering for SMS notifications, you agree to receive informational and service-related messages from the Employment and Training Association of Dane County Inc. By registering for SMS notifications, you agree to receive: customer service and job alerts.
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These messages will come from the Employment and Training Association of Dane County Inc. By registering for SMS notifications, you agree to our privacy policy and terms: https://www.eata.org/privacy-policy. Message frequency may vary based on your participation, but you can expect up to 2 messages per month. Message and data rates may apply. Text STOP or CANCEL to unsubscribe from SMS messages. Text HELP for assistance.
4. Confidentiality and Access Control
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Access to client information will be limited to staff who require it to perform their job duties.
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Electronic files containing client data must be password-protected and stored securely.
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Paper records must be kept in locked cabinets or secured storage areas.
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Staff and volunteers are required to sign confidentiality agreements as a condition of their engagement with the Employment and Training Association of Dane County Inc.
5. Training and Compliance
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All staff and volunteers will receive training on this policy during onboarding and regular refresher training annually.
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Failure to comply with this policy may result in disciplinary action, including termination, and possible legal action if warranted.
6. Reporting Violations
Any suspected or actual breach of client confidentiality must be reported immediately to the Executive Director or designated Privacy Officer. Reports will be investigated promptly and handled in accordance with our disciplinary and grievance procedures.
7. Review and Updates
This policy will be reviewed at least annually or as required to reflect changes in legal requirements, best practices, or organizational procedures.
Signed:
Jon Danforth
6/24/2025