OpenSimulator Community Conference

Confidential Information Policy
Staff Members & Volunteers

The OpenSimulator Community Conference is organized as a joint production by the Overte Foundation, a non-profit foundation, and AvaCon, Inc., a 501(c)(3) public charity, collectively the “Conference Organizers”, and is primarily staffed by unpaid staff members and volunteers who donate their time and skills to help organize the conference.

The purpose of this Confidential Information Policy is to establish the proper use and disclosure of Confidential Information that a staff member or volunteer may have access to, create, or share with the Conference Organizers in the course of their duties for the conference.

Regarding the access to, creation, or sharing of any Confidential Information, the staff member or volunteer, as a condition of performing any duties or tasks on behalf of the Conference Organizers, or in connection with the conference, or in the course of their duties for the conference, agrees:

1.  Definitions

“Confidential Information” shall include but not be limited to:

a.  Information relating to the Conference Organizers’ financial, personnel, or operational matters;

b.  Information relating to the Conference Organizers’ clients, customers, donors, sponsors, employees, volunteers, or business associates;

c.  Trade secrets, know-how, techniques, processes, methods, ideas, technical data and specifications, patents, patentable methods, testing methods, research and development activities, computer programs and designs;

d.  Contracts, production plans, sales and marketing plans, business plans;

e. And all information not generally known outside of the Conference Organizers’ planning team regarding the conference and its business, regardless of whether such information is in written, oral, electronic, digital, or other form and regardless of whether the information originates from the Conference Organizers or the Conference Organizers’ agents.

2.  Obligation of Confidentiality

Except as may be required for the performance of duties during the staff member or volunteer’s service, or unless specifically authorized in writing by the Conference Organizers, the staff member or volunteer agrees that they shall not use or disclose any Confidential Information owned, controlled, or licensed by the Conference Organizers for their or others’ benefit, either during or after their staff member or volunteer service.

3.  Return of Materials

Any and all materials containing Confidential Information owned by, controlled by, or licensed to Conference Organizers and given to a staff member or volunteer to perform their duties for the conference, shall be returned to Conference Organizers, including copies, access to, or any other digital or tangible embodiment of such materials, upon the termination of the staff member’s or volunteer’s position for whatever reason or at the request of the Conference Organizers.  The return of any such materials shall take place within twenty-four (24) hours of notice of termination or upon the request of the Conference Organizers, whichever comes first.

4.  Confidential Information Owned by Staff Members, Volunteers, or Third Parties

The Conference Organizers strongly discourage staff members and volunteers from sharing Confidential Information or documents or materials that contain Confidential Information owned by the staff member, volunteer, or any other third party entity with the Conference Organizers.

5.  Indemnification

In the event that a staff member or volunteer improperly uses or discloses Confidential Information owned by, controlled by, or licensed to Conference Organizers that infringes the rights of any third party, the staff member or volunteer agrees to indemnify, defend and hold harmless the Conference Organizers from and against any loss, damage, costs, liability and expenses (including reasonable attorneys’ fees) arising from or out of any third-party action or claim that the staff member or volunteer’s improper use or disclosure of the Confidential Information infringes the rights of such third party.  The staff member or volunteer further agrees to indemnify, defend and hold harmless the Conference Organizers from and against any loss, damage, costs, liability and expenses (including reasonable attorneys’ fees) arising from or out of any claim that use of Confidential Information owned or shared by the staff member, volunteer, or third party infringes the rights of the staff member, volunteer or any such third party.

 

The terms of this agreement shall remain in effect even if a staff member or volunteer leaves or is terminated from a staff or volunteer position.  Any agreement a staff member or volunteer makes with other entities or agents relating to use or access to Confidential Information under the terms of this agreement must be consistent with these terms, and no such agreement with another party can abrogate, nullify, void or modify this agreement.

 

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