Confidentiality Policy

The company's confidential policy is set out below and all staff are expected to abide by this policy statement. The principle of this policy is to ensure that the safety of those in contact with the company is maintained and that their rights are protected. The company is committed to maintaining high standards of confidentiality in all aspects of its work. This includes records and information pertaining to employees, clients and prospective clients. Breaches of confidentiality may jeopardise the wellbeing of staff and clients so consequently will be subject to disciplinary proceedings. The company is committed to providing a confidential service to all its staff and customer's.

It is the policy of Hygiene Systems Ltd that all employees of the Company may not disclose, divulge, or make accessible confidential information belonging to, or obtained through their affiliation with the company to any person, including relatives, friends, and business and professional associates, other than to persons who have a legitimate need for such information and to whom the company has authorized the disclosure.

All employees shall use confidential information solely for the purpose of performing services for the company. This policy is not intended to prevent disclosure where disclosure is required by law. Information will be treated in the utmost confidence and will not be divulged to anyone outside the organisation except where extenuating circumstances exist (Police Investigation). Employees must exercise good judgment and care at all times to avoid unauthorized or improper disclosures of confidential information. Conversations in public places, such as restaurants, elevators, and public transportation, should be limited to matters that do not pertain to information of a sensitive or confidential nature. In addition, all employees should be sensitive to the risk of inadvertent disclosure and should, for example, refrain from leaving confidential information on desks or otherwise, in plain view and refrain from the use of speaker phones to discuss confidential information if the conversation could be heard by unauthorized persons.

All staff are informed of The company’s Confidentiality statement when they join Hygiene Systems Ltd.

  • All employees are prohibited from taking advantage for themselves of any business opportunities that arise through the use of company property, information or position. This includes obtaining personal gain or competing with the company.
  • No conversation about a customer will take place with anyone who does not work for the company and will not take place away from the designated office.
  • No personal information about a customer will be given to any third party.
  • No information will be physically removed from our offices without the consent ofmanagement/the customer.
  • All written and electronic information is kept at secure, locked and alarmed premises.
  • Application forms, interview records, medical information, probationary reviews, appraisals and monitoring forms are confidential to the company. The line manager should make clear who receives information on the review.
  • References — when seeking references for a new employee it is made clear to the referees that information is sought in confidence.
  • At the end of an employee's employment or upon the termination of an employee's,
    relationship with the company, he or she shall return, at the request of the company, all documents, papers, and other materials, regardless of medium, which may contain or

be derived from confidential information, in his or her possession.

Use of Client Information for Publicity Purposes

The office may wish to be able to publicise one or some of the messages/enquiries which are received and also to be able to give information where appropriate about the kind of enquiries that are being received. If an enquiry is received, the outcome of which would provide useful material for publicity purposes, then the permission of the customer will be sought in writing before the material is used. If permission cannot be obtained, then any details that would enable identification of the customer to be made, will be changed.

Customer Records

Any written customer records will be kept securely.

Secure shredding is used prior to the disposal of any written records.

Letters or online messages

Any letters or printed online messages will be kept securely.

If a letter or online message is received which gives thanks or encouragement then it may be kept, provided that permission is sought from the writer.

If a letter or online message is received which we would like to use in publicity/testimonials, we will seek the permission of the writer to ensure that they are happy for us to do this. Information about a customer will never be used for publicity purposes unless their consent has been obtained.