Policy Overview & Purpose

This confidentiality policy outlines the guidelines for how employees are expected to handle sensitive information related to clients, partners, and Business Intelli Solutions Inc. Employees will inevitably come into contact with confidential information, and it is crucial to protect this information to maintain legal compliance and safeguard the company’s competitive advantage.

Protecting confidential information serves two primary purposes:

• Legal Requirements: To comply with laws related to sensitive customer data.
• Business Protection: To safeguard proprietary information essential to the success of our business.

Scope

This policy applies to all employees, including board members, investors, contractors, and volunteers who have access to confidential information in the course of their work.

Policy Elements

Confidential and proprietary information refers to data that is secret, valuable, or sensitive. Examples of such information include:

• i ) Unpublished financial reports.
• ii ) Customer, partner, and vendor data.
• iii ) Patents, formulas, or new technologies.
• iv ) Customer and prospect lists.
• v ) Data provided to the company by external parties.
• vi ) Pricing strategies, marketing plans, and other undisclosed business strategies.
• vii ) Documents, processes, and initiatives labeled as confidential.
• viii ) Unpublished company goals, forecasts, and strategic initiatives.

Employees will be granted varying levels of access to confidential information based on their roles and responsibilities.

Employee Responsibilities

What employees should do:

• – Ensure confidential information is securely stored and locked when not in use.
• – Shred physical documents containing sensitive information when no longer needed.
• – Access confidential information only on secure devices.
• – Share confidential information with authorized colleagues only when necessary.
• – Keep confidential documents within the company’s premises unless absolutely required to move them.

What employees should avoid:

• – Using confidential information for personal gain or profit.
• – Sharing confidential information with external parties without proper authorization.
• – Copying or storing confidential documents on insecure devices.

Upon termination of employment, employees must return all confidential materials and remove any such information from their personal devices.

Confidentiality Measures

To protect confidential information, Business Intelli Solutions Inc. will implement the following measures:

• i ) Securely store and lock physical documents.
• ii ) Encrypt electronic data and protect databases from unauthorized access.
• iii ) Require employees to sign non-disclosure agreements (NDAs) or non-compete agreements where applicable.
• iv ) Require senior management authorization for access to highly sensitive information.

Exceptions

There may be cases where the disclosure of confidential information is necessary for legitimate reasons, such as:

• – A regulatory body requests information during an investigation or audit.
• – When entering into a business venture or partnership that necessitates limited disclosure within legal boundaries.

In such instances, employees must document the disclosure process, obtain the necessary approvals, and ensure only the minimum amount of information is shared.