Confidentiality Agreement

Advancement Data Policy

For University Volunteers

Reviewed 9-1-2025

PURPOSE 

This policy sets forth the duties and obligations of volunteers who have access to Brown University Advancement data to protect the confidentiality of information and data relating to donors and prospective donors, internal policies and procedures of University Advancement, and all other data and information deemed proprietary, restricted, sensitive, or confidential by the University or the Division of Advancement. 

POLICY 

Advancement Information is deemed to be proprietary and confidential. Volunteers may be provided access to restricted and sensitive information and data that support activities that further constituent engagement as defined by the volunteer’s role. Volunteers are expected to take reasonable measures to secure and maintain the confidentiality of all Advancement Information both during and after the conclusion of their service to the University. In addition, volunteers are expected to share information that they collect through the course of their communications with their Advancement liaisons so that Brown can appropriately maintain relationships with those constituents. 

All records are to be used only to advance and promote legitimate institutional goals. Consequently, a person who has access to these records: 

• May not use information for individual, commercial, or political purposes, or solicitations for unauthorized University solicitations, non-University business or philanthropic purposes

• May not disclose information held in the database, such as financial, biographical, or employment information, to any department or volunteer who has not signed the Advancement Confidentiality Agreement and/or is not authorized to view it 

• May not create or maintain a local data repository with requested data in any form. After consumption, data must be destroyed to ensure non-readability. 

ACCEPTANCE 

By accessing and accepting data from Brown University systems, you agree to comply with the University’s established protocols protecting data that is shared with you. This policy applies to all types of information, regardless of form, including but not limited to hard copy, electronic, verbally-communicated, or any other medium. 

Misuse of Advancement information constitutes misappropriation of Brown University property and will not be tolerated. Violations of this policy will result in revocation of access to Advancement data and further corrective action may be taken. You agree to notify Brown University immediately if any of the information that is subject to this agreement is disclosed, unintentionally or purposefully, to an unauthorized person or entity, or is at risk of being compromised.