Restriction on the Sharing of Company Documents and Information
- Apr 4
- 2 min read
04 April 2025
This memo serves as a formal reminder of our company’s strict policy regarding the sharing of internal documents and information.
1. Confidentiality Obligation
All employees are required to maintain the confidentiality of company information at all times, in accordance with the terms of their employment contract, internal policies, and the Protection of Personal Information Act (POPIA) and any other applicable South African laws. Company documents and data must not be disclosed, shared, or distributed—whether digitally, verbally, or in written form—to any external party or unauthorised person.
2. Prohibited Conduct
Employees are strictly prohibited from sharing any of the following outside of the company or on public platforms such as social media or non-company WhatsApp groups: ● Internal memos and correspondence
● Financial or operational reports
● Policies, procedures, and manuals
● Client, partner, or supplier information
● Any other business-related material or communication
Such information may only be shared with explicit written consent from a manager or supervisor and through approved communication channels
3. Consequences of Breach
Any unauthorised sharing of company documents or information may be deemed a serious breach of confidentiality and company policy. This may lead to disciplinary action, up to and including summary dismissal, and may expose the employee to civil or criminal liability in terms of South African law, including but not limited to the POPI Act and the Electronic Communications and Transactions (ECT) Act.
4. Duty to Report and Clarify
If you are ever uncertain about whether a document may be shared, or if you become aware of any potential data breach or unauthorised disclosure, you are required to report it immediately to your supervisor or the [Compliance/HR/IT] Department.
We appreciate your continued cooperation in protecting the integrity, security, and reputation of our business. Let us all remain vigilant in safeguarding the sensitive information entrusted to us.
Warm regards,
Management
Download this memo here:
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