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Employee Confidentiality Form Template

Protect Sensitive Information with Our Employee Confidentiality Form

Are you struggling to ensure your employees understand their confidentiality obligations? This Employee Confidentiality Form Template helps you outline the terms clearly so your staff knows what is expected regarding sensitive information. By using this template, you can safeguard proprietary data, reduce the risk of information leaks, improve employee accountability, and streamline onboarding processes-all while adhering to best practices for workplace confidentiality. Explore the live template to start protecting your company's secrets today.

Use this Template (FREE) Live Preview
Employee full name
Employee email
Employee phone (optional)
Job title
Department (optional)
Company/employer name
Company representative full name
Effective date of this agreement
I acknowledge that confidential information includes non-public information about the company, its customers, employees, suppliers, operations, strategies, finances, technology, and other proprietary matters.
Yes
No
I will use confidential information only for legitimate job duties.
Yes
No
I will not disclose confidential information to anyone outside the company without prior written authorization.
Yes
No
I will protect confidential information with the same degree of care I use to protect my own confidential information, at least reasonable care.
Yes
No
Upon request or when my employment ends, I will promptly return or securely destroy all materials containing confidential information.
Yes
No
I understand that information is not confidential if it is public through no fault of mine, already known to me without duty of confidentiality, independently developed by me without use of the company's information, or lawfully received from a third party without duty of confidentiality.
Yes
No
Duration of confidentiality obligations
Until the information becomes public through no fault of mine
2 years after my employment ends
3 years after my employment ends
5 years after my employment ends
Indefinitely for trade secrets
All work product and inventions created within the scope of my duties or using company resources belong to the company to the extent permitted by law.
Yes
No
If disclosure is required by law, I will disclose only what is legally required and will give the company prompt notice when lawful to do so.
Yes
No
I will not use or disclose any confidential information from a prior employer or third party at the company.
Yes
No
If yes, briefly describe any prior agreements or obligations (optional)
Do you have any prior agreements or obligations that could restrict your duties or use of information in this role?
Yes
No
Governing law (state, province, or country)
Venue/jurisdiction for disputes
The company may seek injunctive relief and other remedies for breaches of confidentiality as allowed by law.
Yes
No
This agreement is the entire agreement on confidentiality and can be modified only in a signed writing.
Yes
No
This agreement does not guarantee employment and does not alter at-will employment status (if applicable).
Yes
No
I consent to receive, execute, and store this agreement electronically.
Yes
No
Employee signature
Employee signature date
Company representative signature
Company representative signature date
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Paper art illustration depicting an Employee Confidentiality Form Template for FormCreatorAI article

When to use this form

When you onboard employees, contractors, or interns who will access customer data, financial reports, source code, or HR records, use this form to set clear rules and get a signed record. It also fits role changes that grant higher system permissions, vendor collaboration on shared projects, and offboarding checklists. For policy alignment, pair it with the Employee handbook acknowledgement form and the Office policy form so people see the bigger picture in one flow. Remote teams and BYOD programs benefit too, since you can name approved devices and storage. The result is a traceable agreement that reduces leaks, supports compliance, and speeds audits.

Must Ask Employee Confidentiality Questions

  1. What types of information do you acknowledge as confidential (for example, customer data, source code, HR records)?

    This defines the scope so everyone shares the same understanding of what must be protected. It reduces disputes later and supports consistent enforcement.

  2. Which devices, apps, and accounts will you use to access confidential information?

    Listing tools and endpoints helps IT apply access controls and monitor activity on approved channels. It also limits shadow IT and clarifies BYOD expectations.

  3. Do you agree to follow required handling rules (MFA, encryption, clean desk, no personal email or cloud storage)?

    Behavior-based commitments prevent common leaks and make daily choices clear. This also reinforces standards in the Code of conduct sign form.

  4. Who must you notify, and within what timeframe, if you suspect a breach, loss, or unauthorized access?

    Clear reporting paths speed incident response and minimize damage. Tie this to your SOP Acknowledgement form to align with established steps.

  5. Do you understand your obligations when your role changes or employment ends (return data, delete copies, continue non-disclosure)?

    Post-employment terms protect assets during transitions and after departure. Stating them up front reduces risk at offboarding and deters misuse.

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