How Do I Draft a Confidentiality Agreement for B2B Executives Handling Customer Data?

Hi, I am working in one of the textile firms, and I need to prepare a confidentiality agreement for our B2B online executives (our employees) who have access to our customer data. They use the data for online selling through calls, so we require data security. To achieve this, we need to create an agreement. Could you please help with sample formats? The sentences will be modified as per our requirements.

Standing Orders and Confidentiality

Have you prepared the standing orders for your company? If yes, then please check the paragraph or clause on maintaining company information confidentiality. If the provisions mentioned in the standing orders are adequate, there is no need for a separate agreement with the employee. Instead of the agreement, a letter mentioning the provisions of the standing orders will suffice.

Defining Breach of Data Security

Secondly, you need to define clearly what constitutes a breach of data security. This is important because, in the course of their work, employees may need to communicate with others to execute their duties smoothly. Therefore, it is essential to specify what type of information they are authorized to communicate.

Restricting Access to Personal Email

Lastly, what about restricting access to the personal email of the employee from the computer used for data entry? If the employee is resourceful, they could easily copy the data and store it as a "draft" in their personal email ID. Later, they could copy the data from home and save it elsewhere.

Disabling Computer Ports

Moreover, consider disabling the "Bluetooth" of the computer designated for data entry. Should you also disable the C-port or USB port?

Numerous precautions need to be taken before finalizing any agreement.

Thanks,

Dinesh Divekar

Dear Maahi, the Standing Orders may not be applicable to those employees. Whether Standing Orders are applicable or not, you can have a non-disclosure agreement with such employees, keeping in mind the proposed data protection legislation in India. It is expected that this legislation may soon see the light of day.

I would advise you not to go for any copy-paste of such documents and to instead have it done by a professional like me, at a cost.