The American Association of Endodontists (AAE) values highly the protection of confidential information. The AAE expects that its officers, directors, committee members, other volunteers and staff recognize the need for confidentiality of certain information learned or obtained by them during or incidental to their service to the Association. The ADA's Principles of Ethics and AAE's Conflict of Interest Policy must also be followed in matters of confidentiality. This includes, but is not limited to, the following:
1. with respect to proposed or executed contracts, such persons shall keep in confidence and shall not disclose the names of the parties with whom the Association is negotiating a contract and the terms of any such contract until the Association’s President or Executive Director either publicly discloses such information or the board of directors specifically authorizes such disclosure;
2. with respect to business plans and financial, statistical or other proprietary information, such persons shall keep in confidence and shall not disclose such information regarding, belonging to or generated on behalf of the Association until publicly disclosed by AAE's President or Executive Director;
3. where confidentiality is for a limited period of time then the directors or committee members, respectively, shall keep in confidence and shall not disclose matters identified by the President as proprietary and confidential matters discussed at such meeting until the Association's President or Executive Director publicly discloses such information or the board of directors specifically authorizes such disclosure
4. when the board of directors or the Executive Committee determines that the confidentiality is intended to remain permanent, no one, including the president and executive director, may disclose such information.
5. members of the Nominating Committee, shall keep in confidence any deliberations during meetings of the Committee about candidates for board positions with the Association, the AAE Foundation or the American Board of Endodontics, or candidates for officer positions with the Association. The names of candidates considered are kept confidential except for the names of those candidates nominated by the committee.; and
6. discussion held in executive session of the Board of Directors or Executive Committee may not be repeated outside of those in attendance. The Secretary shall report the topic(s) discussed in executive session (e.g., legal matters, contracts, nominations, etc.). Any motions adopted in executive session shall either be maintained in confidential minutes by the Secretary and approved by those in attendance, or reported by the Secretary in the next open session of the Board of Directors or Executive Committee.
These confidentiality provisions do not apply to confidential or proprietary information which is (a) in or passes into the public domain or otherwise ceases to be of a confidential nature other than by violation of these provisions, (b) known prior to disclosure through service to the Association and such knowledge can be demonstrated by written evidence of any kind or nature, or (c) independently developed.
These confidentiality provisions have no time limit.
As a Board member, chair, or committee member of the American Association of Endodontists (AAE) committee, I have read and understand the provisions of this Confidentiality Statement, and agree to abide by all terms.