Employees of the University of Tennessee Foundation, Inc. (UTFI) commonly receive, use, and come into contact with information from UTFI’s database of alumni, donors, and donor prospects, as well as information shared in meetings, day-to-day activities, best practices, and conversations regarding alumni, donors, and donor prospects (such information regarding alumni, donors, and donor prospects from any source, recorded or via conversation or otherwise, is hereafter referred to as the (Data)). Maintaining protection and security of the Data is critical to UTFI’s mission and successful operation.   

The Employee understands and acknowledges:

1. The Data and information is proprietary and the exclusive property of the UTFI and The University of Tennessee.
2. Employee may view and retrieve Data as needed to perform work for UTFI.
3. Employee will exercise all reasonable precautions to assure that the Data is held in strict confidence.
4. Under no circumstances will the Employee use this information for personal reasons, commercial or political use, or personal financial gain.
5. Employee will not duplicate, disclose, or distribute the Data or other confidential information to any third party without the prior written consent of UTFI unless the third party has also entered into an agreement for the protection of proprietary information including, at a minimum, the Data.
6. Employee will be responsible for insuring that any University of Tennessee Employee, volunteer, or vendor recipient of Data is aware that privacy issues dictate the requirement of confidentiality and that such person has signed a "UT Employee Confidentiality Form," "UTFI Volunteer Confidentiality Form," or "UTFI Vendor Confidentiality Form" prior to sharing of Data.
7. Employee will exercise all reasonable precautions to prevent loss, theft, compromise, or misuse of Data, including but not limited to following all protocols related to the use of passwords and other similar safeguards established by UTFI policy or practice.
8. If Employee obtains Data from UTFI’s files (in any form, including hard copy or electronically stored in any medium) for use on a specific project, that Data must be destroyed when the project is concluded (for example, hard copies shredded, hard drives or flash drives scrubbed). This provision does not require destruction of any data in the files of UTFI from which Employee obtained it, and further does not apply in the event that a litigation hold is in place that relates to such Data.
9. If Employee is required to disclose any Data pursuant to legal process, Employee shall notify UTFI by contacting the Assistant Vice President of Advancement Services before disclosing the Data in order to allow UTFI to seek appropriate remedy to protect the Data.
10. Employee will refrain from discussing Donor issues and situations with those outside of UTFI.