📄 SayPro Confidentiality and Data Handling Agreement (Signed).

Required Documentation for SayPro Employees – SCMR-2 Data Security Compliance

Effective Date: March 1
Applies To: All SayPro Staff, Volunteers, Contractors, and Data Handlers
Department: SayPro Marketing Royalty
Oversight: SayPro Data Security Compliance Officer

📘 Purpose of the Agreement

The SayPro Confidentiality and Data Handling Agreement is a legally binding document designed to protect the integrity, confidentiality, and lawful management of sensitive donor and financial data handled by SayPro personnel. This agreement ensures that all employees and affiliates understand their responsibilities and obligations under SayPro’s data governance framework, as well as under international data privacy regulations such as GDPR (EU) and POPIA (South Africa).

It forms a key component of the SCMR-2: Data Security compliance efforts in March and beyond.

🛡️ Objective

• To ensure that every individual with access to donor, sponsor, financial, or organizational data commits to confidentiality and responsible data use.
• To establish clear rules and disciplinary consequences for any breach of data security.
• To align internal staff policies with SayPro’s external data privacy commitments and legal obligations.

📂 Who Must Sign the Agreement

• Full-time and part-time SayPro employees
• Volunteers involved in fundraising or digital platforms
• Third-party contractors, including marketing agencies and developers
• Interns and data entry assistants
• Any partner accessing SayPro databases or CRM systems

🔍 Key Provisions of the Agreement

The document includes the following critical clauses:

1. Confidentiality Commitment

• Employees agree not to disclose any donor or financial data to unauthorized persons.
• All confidential data accessed during the scope of employment must be protected from unauthorized viewing or distribution.

2. Data Use Limitation

• Data must only be used for specific SayPro-related tasks and not for personal or external use.
• Use of data for research, marketing, or publication must be approved by a supervisor and follow compliance procedures.

3. Data Protection Practices

• Employees must adhere to SayPro’s rules on data encryption, password management, and secure storage.
• Devices used to access SayPro systems must have approved antivirus software and password protection.

4. Reporting Obligations

• Any suspected data breach or policy violation must be reported within 24 hours to the Data Security Compliance Officer.
• The agreement outlines how to log and report incidents using SayPro’s official forms.

5. Duration and Survival of Obligations

• The confidentiality obligations extend beyond the term of employment or contract and remain in force for a period of five (5) years post-engagement.

6. Consequences of Violation

• Breaches may result in disciplinary action, including termination of employment, legal action, and liability for damages caused.

📝 Agreement Format and Submission Instructions

Document Title:

SayPro Confidentiality and Data Handling Agreement

Required Fields:

• Full legal name
• SayPro role and department
• Personal ID number (for internal verification)
• Signature
• Date of signing
• Line Manager’s name and signature

Submission Deadline:

March 5th (or within 5 days of onboarding for new hires)

Submission Method:

• Upload signed PDF to the SayPro Employee Compliance Portal
• Or submit a hard copy to the SayPro Compliance Desk at Neftalopolis HQ

🔄 Review and Renewal

• This agreement is reviewed annually and re-issued in the month of March under the SCMR-2 security update.
• Re-signing is required when roles change or access to higher data privilege levels is granted.

✅ Conclusion

The SayPro Confidentiality and Data Handling Agreement is not only a compliance tool—it is a trust-building contract between the organization and its staff. By signing it, employees affirm their dedication to the ethical, responsible, and secure handling of information vital to SayPro’s mission. It safeguards donors’ trust, protects organizational integrity, and reinforces a culture of accountability.