Policy – Confidentiality Of Meetings

Purpose

This policy sets out the expectations and obligations regarding confidentiality during meetings of the Australasian College for Infection Prevention and Control (ACIPC). While ACIPC values openness, transparency, and accountability, it also recognises the importance of protecting sensitive information and fostering frank and open discussions during meetings. This policy ensures that confidential matters are handled appropriately and that the conduct of meetings supports effective governance and decision-making.

Scope

This policy applies to all individuals engaged in ACIPC activities, including Board members, committee members, employees, volunteers, contractors, and consultants (members and staff).

Policy statement

Meetings of the Board and committees are essential to the governance of ACIPC. These meetings require open and honest discussion, supported by secure handling of confidential materials. Unless clearly stated otherwise, all matters discussed and documents circulated are considered confidential and must be treated accordingly.

Confidentiality Principles

Default Classification

• All materials (including agendas, minutes, reports, and discussions) shared or presented at Board and committee meetings are considered confidential unless specifically identified as public or non-confidential.
• This approach protects the integrity of decision-making and the privacy of individuals and sensitive organisational information.

Authority to Classify as Public

• The Board may determine whether specific documents or discussions are appropriate for public release.
• The Chair is responsible for confirming and communicating any change to the default classification, and for ensuring any redaction or removal of sensitive personal information, where appropriate.

Member Responsibilities

All members of the Board and committees must:

• Treat all information as confidential unless notified otherwise;
• Not disclose confidential information to any unauthorised person;
• Not use confidential information for personal, financial, or third-party gain;
• Not make statements to the media unless authorised by the College’s media policy;
• Not allow unauthorised access to confidential materials.

These confidentiality obligations continue beyond the conclusion of an individual’s service with ACIPC.

Observers and Guests

Observers or other non-members may attend meetings only with the approval of the Chair and must agree to maintain confidentiality in accordance with this policy.

Breach of Confidentiality

Any suspected or confirmed breach of confidentiality will be referred to the Executive Manager or President for investigation, assessment, and appropriate action.