Enablers Association Confidentiality Policy

Version: 1.0
Effective Date: 1 January 2026
Approved by: Enablers Mission Circle
Questions? [email protected]

  1. Our Commitment

Confidentiality is sacred in our work. When leaders and organizations invite us into their challenges, strategies, and personal development journeys, they trust us to hold that information with care. This trust is the foundation of everything we do.

This policy documents what we already practice: treating client information with professional discretion and respect.

  1. Who This Applies To

This policy applies to:

  • All Active Members and Associates
  • Anyone working on Association client projects
  • Former members (confidentiality obligations continue after leaving)
  1. What Is Confidential

Always Confidential (Never Share Publicly):

Strategic & Business Information:

  • Client’s business strategies, plans, or challenges discussed in sessions
  • Financial information or performance data
  • Organizational problems, conflicts, or sensitive issues
  • Merger/acquisition discussions or restructuring plans
  • Competitive positioning or market strategies

Personal & Participant Information:

  • Individual performance issues or feedback
  • Personal challenges or development areas discussed in coaching
  • Who is receiving coaching or participating in development programs
  • Participant feedback about leaders or colleagues
  • Health, personal circumstances, or family situations mentioned in sessions
  • Assessment results or 360-degree feedback data
  • Anything discussed in confidential coaching or facilitation sessions

Project Details:

  • Specific methodologies or tools customized for the client
  • Internal documents, presentations, or reports created for the client
  • Meeting discussions and decisions
  • Draft recommendations or work in progress

Rule: If it was said in a coaching session, workshop, or project meeting, it stays confidential. Period.

Potentially Shareable (With Client Permission):

Client Identity:

  • Client name and logo
  • Fact that we work/worked with them
  • General project description

Case Studies & Success Stories:

  • Project outcomes and results
  • Methodologies used
  • Quotes from client representatives
  • Before/after scenarios

Reference Requests:

  • Providing client as reference to prospective clients
  • Connecting potential clients with past clients

Public Speaking:

  • Discussing project at conferences or events
  • Publishing articles about the engagement
  • Using project in training or teaching

Process: The Client Responsible Member must obtain explicit written permission before sharing any of these. See Section 5.

  1. How to Handle Confidential Information

During Projects:

In conversations:

  • Don’t discuss client specifics in public places (coffee shops, trains, conferences)
  • Don’t mention client names where others can overhear
  • Don’t talk about participant issues or feedback outside project team
  • Be vague if asked: “I’m working with a healthcare organization” not “I’m working with Company X on their CEO transition”

In writing:

  • Use secure methods per Information Security Policy (password-protected documents, Google Drive)
  • Don’t put sensitive information in email subject lines
  • Don’t forward client emails or documents without permission
  • Mark documents “Confidential” when appropriate

Digital hygiene:

  • Lock your laptop when away (always)
  • Don’t leave client documents visible on screen in public
  • Delete participant information within 30 days of project completion
  • Don’t take photos of flip charts or whiteboards with participant information

Internal Sharing with Other Members:

✅ ENCOURAGED – Peer Learning:

We actively encourage sharing within our member community for professional development and collective learning. You may share with other Enablers members:

  • Anonymized scenarios: “A client in the pharmaceutical sector faced this challenge…”
  • Methodological questions: “How would you handle a situation where…”
  • Learnings and insights: “I discovered this approach works well for…”
  • Debrief conversations: “The team dynamics were interesting because…”
  • Asking for advice: “I’m working with an executive who…”

Requirements:

  • Remove all identifying information (no client names, no participant names, no identifying details)
  • Share only in structured member forums (member meetings, peer groups, not public WhatsApp)
  • Focus on learning, not gossip
  • If in doubt, ask the Client Responsible Member first

❌ NEVER SHARE (Even Internally):

  • Specific client strategies or business plans
  • Participant names or identifying details
  • Information that could damage the client if it leaked
  • Anything covered by an NDA
  • Information the client explicitly asked to keep confidential

Rule: Learn from each other, but protect client interests. When in doubt, anonymize more.

Public & Social Media:

LinkedIn / Professional Networks:

✅ You CAN say:

  • “Currently engaged in leadership development work with organizations navigating complexity”
  • “Facilitating executive team alignment in the healthcare sector”
  • “Supporting transformation initiatives for global organizations”
  • After project with permission: “Proud to have supported [Client Name] in their leadership journey”

❌ You CANNOT say (without permission):

  • “Working with [Client Name] on their CEO succession”
  • “Just facilitated a tough conversation between executives at [Client]”
  • “[Client] is going through major restructuring – interesting challenges”
  • Posting photos from client sites with identifying information

Blog Posts / Articles:

  • Okay to write about topics related to your work (leadership, complexity, transformation)
  • Okay to share general insights and frameworks
  • Must get written permission to mention client names or specific projects
  • Must get written permission to share case studies

Conferences / Speaking:

  • Okay to speak about your general experience and expertise
  • Must get written permission to discuss specific client engagements
  • Must anonymize if no permission: “An organization I worked with…”
  1. Getting Client Permission

Two Required Check-Points:

  1. Project Start (Client Responsible Member)

At the beginning of each engagement, the Client Responsible Member asks the client:

“Regarding confidentiality, we treat all project content and participant information as confidential. However, we’d like to confirm your preferences:

  • May we publicly mention that we’re working with [Your Organization]?
  • May we potentially create a case study about this work (with your review and approval)?
  • Are you comfortable being a reference for future clients?
  • Is there anything you specifically want to remain confidential beyond standard practices?”

Document the response in the project file on Google Drive.

  1. Project End (Client Responsible Member)

At project completion, ask again:

“Thank you for the partnership. We’d like to confirm:

  • May we add [Your Organization] to our client list on our website/materials?
  • Would you be willing to provide a testimonial or quote about the engagement?
  • May we create a case study about this work (which we’ll share with you for approval)?
  • Would you be comfortable serving as a reference for prospective clients?”

Get written confirmation (email is fine) and save in the project file.

For Specific Uses:

Case Study Publication:

  1. Draft the case study (remove all participant names and sensitive details)
  2. Share draft with client sponsor
  3. Get written approval: “Approved for publication as written”
  4. Make any requested changes
  5. Get final written approval
  6. Save approval email with published case study

Reference Requests:

  1. Check if client gave general permission (from project end check)
  2. If yes, email client: “Prospective client [Name] would like to speak with you as a reference. Are you available? Here’s their context…”
  3. If no prior permission, ask first: “Would you be willing to serve as a reference for…”
  4. Only connect after getting confirmation

Speaking / Articles:

  1. Check if you have written permission to discuss this client
  2. If not, either: (a) get permission, or (b) fully anonymize
  3. If using quotes or stories, send draft to client for approval
  4. Get written approval before presenting/publishing
  1. Duration of Confidentiality

How long must you keep information confidential?

Minimum: As specified in the client’s Master Service Agreement or project contract (typically 3-5 years after project ends)

In Practice: Treat as confidential indefinitely unless:

  • Information becomes publicly available through other means
  • Client explicitly releases you from confidentiality in writing
  • Legal requirement to disclose (with notice to client)

After leaving Enablers:

  • Confidentiality obligations continue even if you leave the Association
  • You cannot take client lists or contact information
  • You cannot solicit clients you worked with through Enablers (see Member Agreement)

For participant information: Delete within 30 days of project completion (per Information Security Policy). If you keep anonymized notes for professional development, confidentiality is no longer an issue since it’s not identifiable.

  1. Special Situations

Client Asks You to Sign an NDA

Process:

  1. Review the NDA
  2. If it’s stricter than this policy: Follow the NDA
  3. If it conflicts with Association practices: Discuss with Client Responsible Member and [email protected]
  4. Sign the NDA if appropriate
  5. Note in project file that additional NDA applies

Most client NDAs are compatible with our practices. Flag only if something seems unusual.

Client Information is Already Public

If the client has publicly announced something (press release, annual report, website):

  • You may reference publicly available information
  • Still don’t add context from your private work with them
  • Example: “Company X announced a merger [public] and I support their leadership transition [private without permission]”

Rule: Public info + private context = still confidential without permission

You’re Asked for a Reference

If prospective client asks: “Who have you worked with?”

You can:

  • Share names of clients who gave permission (check approved reference list)
  • Describe types of organizations: “We work with pharmaceutical companies, healthcare organizations, and manufacturing firms”
  • Share that we have references available: “We’d be happy to connect you with clients for references”

Don’t:

  • Share client names without permission
  • Share details of what you did for them
  • Provide contact information without client’s advance agreement

Process:

  1. Check approved reference list (maintained by [email protected])
  2. If client not on list, ask Client Responsible Member to confirm permission
  3. If approved, make the introduction
  4. Update reference list

Former Member or Current Member on Personal Work

If you’re a current member doing personal consulting (not Association work):

  • This policy doesn’t apply to your personal clients
  • But don’t use Association client information in your personal work
  • Don’t claim Association client relationships as your own

If you’ve left Enablers:

  • Confidentiality obligations continue
  • You cannot use Enablers client information
  • You cannot claim Enablers engagements as solely your work (they were collaborative)
  1. Consequences of Breach

If you breach confidentiality (accidentally or intentionally):

Immediate consequences:

  • Damage to client relationship
  • Potential legal liability to client
  • Harm to Enablers reputation
  • Loss of trust from other clients

Under Member Agreement (Section 14a):

  • You are liable for any damages to the Association resulting from your breach
  • This includes contractual penalties, legal costs, and lost business
  • You may be excluded from future projects
  • Serious breaches may result in termination of membership

It’s not about punishment – it’s about accountability and protecting our collective reputation.

  1. What to Do If You Make a Mistake

Mistakes happen. If you accidentally disclose confidential information:

  1. Stop immediately – Don’t make it worse by explaining or justifying
  2. Assess the damage – What was disclosed? To whom? How widely?
  3. Notify immediately:
  4. Contain if possible:
    • Ask recipient to delete/not share further
    • Remove the post/message if possible
  5. Learn and document – How will you prevent this in future?

We support you through mistakes if you’re honest and quick to report.

  1. Summary: The Core Principles

If you remember nothing else:

  1. What was said in confidence, stays in confidence – Strategic plans, personal challenges, participant feedback are always confidential
  2. Anonymize when learning internally – Share scenarios and learnings with other members, but remove all identifying information
  3. Get permission before going public – Client names, case studies, references require written permission
  4. Check at start and end – Client Responsible Member confirms client preferences at project beginning and end
  5. When in doubt, ask – [email protected] or the Client Responsible Member

Confidentiality isn’t about secrecy – it’s about respect, trust, and professionalism.

Acknowledgment: I have read and understood the Confidentiality Policy and agree to follow it when working on Association client projects.

Member Name:           ________________________
Signature:                    ________________________
Date:                           ________________________