For volunteers and board members with access to Temple IT systems, Financial data, Personal Information (PII) and Temple proprietary information.
This Confidentiality, Data Protection, and Acceptable Use Agreement (“Agreement”) is entered into as of the date of the acknowledgement recorded below, by and between Sri Venkateswara Lotus Temple (the “Temple”) and the volunteer or board member identified in that acknowledgement (the “Recipient”).
Policy Statement
Sri Venkateswara Lotus Temple is committed to protecting the privacy of its members, devotees, donors, volunteers, and visitors while ensuring responsible use of Temple technology resources. Any volunteer or board member with access to Temple systems or confidential information must comply with this policy.
1. Purpose
The Temple grants certain volunteers and board members limited access to Temple technology systems, communications platforms, financial systems, and personal information of devotees, donors, members, and visitors for the sole purpose of carrying out authorized Temple duties.
The Recipient acknowledges that such access creates a duty to safeguard all Temple information and systems.
2. Confidential Information
“Confidential Information” includes all non-public information, including but not limited to:
- Member, devotee, donor, and visitor personal information
- Contact information and family records
- Donation history and payment details
- Financial records and banking information
- Volunteer and employee records
- Internal reports and board communications
- Temple event plans and strategic documents
- Passwords, credentials, and security keys
- Website, database, and software information
- Audio, video, or photographic records not publicly released
Confidential Information may exist in oral, written, electronic, printed, or any other form.
3. Recipient Responsibilities
The Recipient agrees to:
- Keep all Confidential Information strictly confidential.
- Access only information necessary for assigned duties.
- Use Temple systems only for authorized Temple business.
- Protect login credentials from unauthorized disclosure.
- Report security incidents immediately.
- Follow Temple policies regarding privacy and technology.
- Return or permanently delete information upon request.
- Maintain professionalism in handling sensitive information.
4. Acceptable Use of IT Systems
The Recipient shall:
- Use Temple email accounts only for Temple-related purposes
- Use Temple databases only for approved functions
- Keep all software updated when managing Temple devices
- Use secure connections when remotely accessing systems
- Log out after each session
- Store data only in approved Temple systems
5. Prohibited Activities
The Recipient shall not:
- Share passwords with any person
- Access records without a business need
- Download data to personal devices without approval
- Send member data through unsecured email or messaging apps
- Use member lists for personal, political, or commercial purposes
- Post internal Temple matters on social media without authorization
- Modify or delete records without approval
- Install unauthorized software on Temple systems
- Attempt to bypass security controls
6. Donor and Member Privacy
The Recipient specifically agrees that:
- Donation amounts remain private
- Personal family information remains private
- Prayer requests remain private unless permission is given
- Financial hardships disclosed by members remain private
- Contact information shall not be shared externally
Any misuse of member or donor information is considered a serious violation.
7. Social Media and Public Communication
The Recipient agrees that:
- Temple internal discussions shall not be posted publicly
- Private board discussions remain confidential
- Photos of minors require proper consent before sharing
- Statements made on behalf of the Temple require authorization
- Confidential disputes shall not be discussed online
8. Cybersecurity Obligations
The Recipient agrees to:
- Use strong passwords
- Enable multi-factor authentication where available
- Lock devices when unattended
- Avoid public Wi-Fi unless a secure VPN is used
- Immediately report phishing attempts
- Notify the Temple of lost or stolen devices
- Prevent unauthorized viewing of member information
9. Ownership of Information
All Temple records, data, communications, and systems remain the exclusive property of the Temple. No ownership rights are transferred to the Recipient.
10. Return of Property and Data
Upon request or termination of service, the Recipient shall immediately:
- Return Temple-owned devices
- Return printed materials
- Delete electronic copies
- Surrender all credentials
- Certify destruction of confidential records if requested
11. Term of Agreement
This Agreement remains effective during the Recipient’s service and for five (5) years after the relationship ends.
12. Breach and Remedies
Violation of this Agreement may result in:
- Immediate removal from volunteer or board responsibilities
- Suspension of system access
- Internal disciplinary action
- Financial liability for damages
- Legal action where permitted by law
13. Governing Law
This Agreement shall be governed under the laws of the Commonwealth of Virginia.
15. Acknowledgment
By acknowledging below, the Recipient confirms:
- They have read this Agreement
- They understand the responsibilities
- They agree to comply fully
- They understand violations may lead to disciplinary or legal action
End of agreement