Privacy & Confidentiality, Code of Conduct and Conflict of Interest

Volunteer Privacy & Confidentiality

v.2025-04

Privacy, Confidentiality, and Conflict of Interest Guidelines for Volunteers

As a volunteer at the National Centre for Critical Infrastructure Protection, Security, and Resilience (NC-CIPSeR), you may have access to sensitive information related to individuals, organizations, and institutions involved in infrastructure protection efforts across Canada. Protecting this information is vital to maintaining trust, operational integrity, and national security.

What is Privacy?

Privacy is an individual’s right to control how personal or sensitive information about them is collected, used, and disclosed.

What is Confidentiality?

Confidentiality refers to the obligation to protect sensitive information from unauthorized access, disclosure, or misuse. This includes data relating to people, institutions, systems, and projects.

Why is Privacy Important at NC-CIPSeR?

NC-CIPSeR operates in collaboration with government, industry, and academia to support Canada’s national security through research, analysis, and strategic engagement. Breaches of privacy can damage reputations, undermine partnerships, and compromise security. Our work involves sensitive topics and stakeholders— protecting this information is essential.

How Can Volunteers Promote Privacy at NC-CIPSeR?

– Do not discuss confidential information in public or unsecured locations.

– Do not share internal content, data, or documents via personal social media or unauthorized channels.

– Refer all privacy-related inquiries or concerns to your supervisor.

– Immediately report suspected data breaches or policy violations.

Code of Conduct and Reporting Concerns

Expectations of Volunteers

You are expected to uphold NC-CIPSeR’s values of collaboration, integrity, curiosity, and evidence-based action. Volunteers should demonstrate professionalism and discretion at all times, and avoid behavior that could reflect poorly on the Centre.

Social Media Conduct

Volunteers, advisory panel members, and affiliates of NC-CIPSeR are encouraged to share their enthusiasm and support for our mission through their personal social media accounts. However, unless you have received explicit authorization from NC-CIPSeR leadership, you may not speak on behalf of the organization or present your views as those of the Centre.

If referencing your involvement with NC-CIPSeR online, please include a disclaimer such as:

“The views expressed are my own and do not represent those of NC-CIPSeR.”

All social media activity connected to your role should reflect the Centre’s values of professionalism, respect, and integrity. When in doubt, please contact us for guidance before posting.

Reporting Concerns

Concerns regarding breaches of conduct or suspected wrongdoing should be brought to your supervisor or program coordinator. All reports will be treated confidentially and investigated in accordance with NC-CIPSeR policies.

Conflict of Interest Guidelines

Volunteers must avoid situations in which personal interests could conflict, or appear to conflict, with their duties at NC-CIPSeR. Honest and transparent conversations are essential to ensure that all activities align with the Centre’s mission, values, and public trust. Even the appearance of a conflict can be damaging and must be addressed.

If you believe you may be in a real or perceived conflict of interest, you are expected to disclose the situation promptly to the NC-CIPSeR coordination team. We are committed to fostering an open and supportive environment where potential conflicts can be discussed and resolved transparently and ethically.

Conflict of Interest Situations May Include:

– Sharing confidential information with outside organizations or individuals.

– Promoting personal, professional, academic or commercial interests using your volunteer position.

– Making commitments on behalf of NC-CIPSeR without authorization.

– Using NC-CIPSeR resources for anything other than your volunteer role.

Volunteer Pledge

As a volunteer with NC-CIPSeR:

– I will protect all confidential information obtained through my volunteer duties.

– I will not disclose sensitive data or materials without express permission.

– I will report any suspected privacy breaches, misconduct, or ethical concerns.

– I will avoid real or perceived conflicts of interest.

– I understand that failure to comply may result in termination of volunteer duties.

Acknowledgment

I have read, understood, and agree to follow the guidelines outlined above. I understand that confidentiality obligations remain in effect even after my volunteer duties end. Note that we are taking a paperless approach to our forms however if you may view the .pdf version.