Canadian Association of Research Administrators – Volunteer Confidentiality Policy


1.0 Purpose

Volunteers employ knowledge and practices in support of the Canadian Association of Research Administrators’ (CARA) mission, strategic plan, programs, and services. This policy establishes the expectations for CARA volunteers in regards to the management of confidential information.

2.0 Policy Statement

2.1 CARA volunteers will hold, in strictest confidence, all information concerning personal or professional information about CARA members and CARA’s business which is treated or identified by CARA as confidential, or could reasonably, from the context of the disclosure, be understood or expected to be confidential; hereinafter referred to as Confidential Information, regardless of whether access to such information was verbal, documented, computerized or otherwise obtained. Volunteers shall divulge, obtain and/or use Confidential Information only as needed to perform the legitimate duties of their volunteer role. Inappropriate access, disclosure, misuse or failure to safeguard Confidential Information is subject to severe disciplinary action up to and including removal from the volunteer position or removal from CARA membership. The restrictions herein shall not apply to Confidential Information that is required to be disclosed by a government agency or law.

2.2 Volunteers who cease involvement with CARA are expected to continue to hold

Confidential Information, received while active with CARA, in the strictest confidence and agree not to disclose it to any third party for any reason, except with written authorization from the CARA Executive Board.

3.0 Computer Information/Passwords

3.1 Volunteers must protect any user code(s) or password(s) used to access CARA’s computer information delivery systems, emails, and programs. All activities undertaken using volunteer codes and passwords are the responsibility of the volunteer. If at any time the volunteer feels that the confidentiality of his/her/their code or password has been or might be breached, the password/code shall be changed promptly and the suspected breach reported to a CARA staff member.

Approved by the CARA Executive Board: 9 February 2016, 13 February 2018, 12 February 2019, 7 April 2020

In the event of inconsistency between the French and English version, the English language version shall prevail.