Confidentiality clause: What it is + samples

In many instances, you don’t want your business dealings and strategies to be available to the general public. This is to keep your competitive advantage when it comes to systems, opportunities, and more. That’s where a confidentiality clause comes in.

In this guide, you’ll learn what a confidentiality clause is, why they’re important, the key components, and even see samples of confidentiality clauses. By the end, you’ll be able to draft rock-solid clauses that help you build your brand.

Understanding Confidentiality Clauses

A confidentiality clause, also known as a non-disclosure agreement (NDA) or confidentiality agreement, is a contractual provision that obligates parties to keep certain information confidential and not to disclose it to unauthorized individuals or entities.

This clause defines the scope of information considered confidential, outlines the parties’ responsibilities regarding its protection, and often establishes the consequences of breach.

Confidentiality clauses play a vital role in safeguarding sensitive and proprietary information. They ensure that parties who have access to confidential information, such as trade secrets, intellectual property, financial data, or business strategies, are legally bound to keep that information private.

This protection is essential to prevent unauthorized disclosure, which could lead to competitive disadvantages, loss of intellectual property rights, or breaches of trust.

These clauses aren’t reserved for business partnerships, they’re also used for employees, owners, and everyone else that comes into contact with sensitive company information.

Why Confidentiality Clauses Are Included in Contracts and Agreements:

1. Protection of Sensitive Information: Confidentiality clauses are included to protect valuable and sensitive information from being shared with third parties who could misuse it or gain an unfair advantage.
2. Preserving Competitive Advantage: Businesses often have proprietary knowledge that gives them a competitive edge. Confidentiality clauses prevent competitors from gaining access to this advantage through unauthorized disclosure.
3. Maintaining Trust: Parties may need to share sensitive information during negotiations, partnerships, or collaborations. Confidentiality clauses build trust by legally binding parties to respect each other’s confidential information.
4. Legal Recourse for Breach: Including a confidentiality clause provides a legal basis for seeking remedies in case of breach. This could involve damages, injunctive relief, or other remedies specified in the contract.
5. Compliance with Regulatory Requirements: In certain industries, legal regulations require parties to protect sensitive information. Confidentiality clauses ensure that parties adhere to these requirements.

In summary, confidentiality clauses are included in contracts and agreements to ensure the protection of sensitive information, preserve competitive advantages, maintain trust between parties, provide legal recourse in case of breach, and comply with regulatory obligations. They are a crucial tool for businesses and individuals who need to share valuable information while maintaining its confidentiality.

Components of a Confidentiality Clause

There are a few moving pieces for every confidentiality clause. For yours to be enforceable, it’s important to define what is confidential and spell out the obligations of the parties. While putting in consequences for the breach of confidentiality isn’t necessary, it is recommended.

Define Confidential Information:

This part of the clause identifies the categories of information that are considered confidential. It could encompass a wide range of data, such as proprietary business strategies, customer lists, financial records, technical data, marketing plans, and more.

The clause should include a specific and detailed description of what constitutes confidential information. This avoids ambiguity and ensures that both parties understand the boundaries of the confidential information being protected.

Obligations of the Parties:

This section details the obligations and responsibilities of both the disclosing party (the one sharing the confidential information) and the receiving party (the one receiving the information). It outlines what each party must do to maintain the confidentiality of the shared information.

The clause might specify the steps the receiving party must take to protect the confidentiality of the information. This could include using encryption, maintaining secure storage, limiting access to authorized personnel, and implementing cybersecurity measures.

Duration of Confidentiality:

The clause should clearly state the timeframe during which the obligation to keep the information confidential applies. This could be a specific number of years or until a certain event occurs, like the completion of a project.

The clause should also outline what happens to the confidential information after the confidentiality obligation ends. This might involve requiring the receiving party to return or destroy the information.

Permitted Disclosures:

This section lists situations where the receiving party is permitted to disclose confidential information. Common exceptions include disclosures required by law, court orders, or government authorities.

The clause seeks to strike a balance between maintaining confidentiality and recognizing that there might be situations where disclosure is necessary or practical. For example, if one party is legally compelled to disclose the information, the clause might require prompt notification to the other party.

By carefully crafting each of these components within a confidentiality clause, you can establish clear expectations and guidelines for protecting sensitive information while accounting for legal obligations and practical considerations. It’s crucial to draft this clause with precision and seek legal advice to ensure that it effectively serves its intended purpose and aligns with applicable laws.

Sample Confidentiality Clauses

General Confidentiality Clause – Business Partnership Agreement:

“In connection with our business partnership, the parties acknowledge that they may gain access to confidential and proprietary information belonging to the other party. Each party agrees to hold such information in strict confidence and not to disclose it to any third party without the prior written consent of the disclosing party. The obligation of confidentiality shall continue for a period of [X] years from the termination of this partnership agreement.”

Employee Confidentiality Clause – Employment Contract:

“During the course of your employment and thereafter, you shall not disclose or use for personal gain any confidential information, trade secrets, or proprietary data of the company. This obligation of confidentiality extends to the duration of your employment and remains in effect following termination. You shall return all company property and confidential information upon termination of employment.”

Non-Disclosure Agreement (NDA) Clause:

“The Receiving Party shall treat all Confidential Information received from the Disclosing Party as strictly confidential. The Receiving Party shall not disclose, reproduce, distribute, or otherwise make available the Confidential Information to any third party without the prior written consent of the Disclosing Party. This obligation of confidentiality shall remain in effect for a period of [X] years from the date of disclosure.”

Confidentiality Clause for Service Providers – Service Agreement:

“As part of our service engagement, you may have access to proprietary and confidential information related to our business. You shall use such information solely for the purpose of fulfilling your obligations under this agreement and shall not disclose it to any third party without our prior written consent. This confidentiality obligation shall remain in effect for the duration of this agreement and [X] years thereafter.”Top of Form

Negotiating Confidentiality Clauses

Negotiating confidentiality clauses requires careful consideration to ensure a fair balance between the parties’ interests and the protection of sensitive information. Here’s how to approach this process:

Balancing the Interests of Both Parties:

Each party’s perspective on confidentiality may vary. Understand why each party wants to protect certain information and what they are willing to disclose.

Frame the negotiation as a mutual effort to protect sensitive information for the benefit of both parties. Emphasize the importance of maintaining trust and fostering a successful relationship. This should not be a combative process where you’re trying to squeeze as much as you can out of the other party.

Be open to concessions. If one party is more protective of certain information, they might agree to disclose other non-sensitive information in return.

Identifying Key Terms for Negotiation:

1. Definition of Confidential Information: Clarify and agree upon what constitutes confidential information. Be specific about what information falls within the scope of protection.
2. Permitted Disclosures: Negotiate any exceptions where disclosure is allowed. For example, the disclosing party might agree to allow certain information to be shared with specific third parties.
3. Duration of Confidentiality: Discuss and agree on the duration of the confidentiality obligation. Consider what timeframe makes sense for the specific agreement.
4. Remedies for Breach: Negotiate the consequences of breach. Both parties should be comfortable with the potential remedies, which might include financial compensation or injunctive relief.

Ensuring Clarity to Avoid Misunderstandings:

One of the biggest problems with any contract is the clarity of the terms and conditions presented. Oftentimes, those terms are written in a way that allows them to be interpreted in multiple ways. That’s why it’s so important to use clear and unambiguous language in the clause to avoid misinterpretation. Ensure that both parties understand their obligations.

Anticipate potential scenarios where disclosure might be necessary or beneficial. Address these in the clause to prevent misunderstandings down the line.

For complex or high-stakes agreements, involving legal counsel can help ensure that the negotiated terms are properly drafted and legally enforceable.

Documenting Agreements:

Document negotiations, any redlining done, and agreements related to the confidentiality clause. This can help prevent disputes later on and provide clarity in case of disagreements.

Consider including a clause that states that the confidentiality clause is the entire agreement concerning confidentiality and supersedes any prior agreements or understandings.

Remember that negotiation is a collaborative process. Both parties should feel that their interests are being acknowledged and protected. The ultimate goal is to create a confidentiality clause that is fair, clear, and reflects the genuine intent of both parties to protect sensitive information while fostering a productive relationship.

Conclusion

Confidentiality clauses are an important tool to protect your interests but they must meet certain criteria such as defining confidential information, setting forth obligations, establishing a duration, and more. When you can put the right pieces in place, you’ll be able to enter into important agreements with confidence.

Get started on your own confidentiality clauses and use the samples provided to guide you. Let me know what you think in the comment and don’t forget to share.