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User Confidentiality Agreements

User Confidentiality Agreements

As a KAP Group Standard, it is mandatory for all users of the system to have a valid, signed, Non-disclosure agreement in place. This process is governed at Group level as certain situations allow users to access sensitive information across Divisions. Non-disclosure agreements ensure that users of the system will interact with the information in an ethical manner. A no tolerance approach is adapted at Group level for any user that is in breach of any of the clauses within the Non-disclosure agreement. 

System Access

Users will only be granted access to the system once the Non-disclosure has been signed and witnessed by all applicable parties. The document must then be uploaded in the system as an attachment against the employee’s personal records.

Annual Review

Non-disclosure agreements are valid for a period of 12 months from date of signature. Once this period has lapsed, the user will have to sign a new agreement for the following 12 months.

If a renewed Non-disclosure agreement is not in place after the agreement has expired, the user’s access to the system should be revoked immediately. The onus lies with Divisions to manage user access comprehensively.

Obtaining of the User Confidentiality Agreement

A copy of the User Confidentiality Agreement should be obtained from KAP Blueprint Custodian. It is imperative to always request a new copy as the terms and conditions of the agreement might change from time to time.  

Code of Ethics
 
The Group Code of Ethics provides employees with the summary information on what constitutes unlawful or unethical business practices and what to do if you know or suspect someone has violated a company policy or law. The code will also tell the employee how to report a breach of the Group’s policies or a violation of the law on a confidential basis to either the company secretary or The Group Human Resources Executive. 

It is mandatory for all  HR and Payroll Practitioners to sign the Group Code of Ethics upon employment. Records of these should be stored in employee electronic personal files by the HR Department.

Employees are expected to promptly report breaches of the Code of Ethics or corporate compliance policies to either their human resources department or the country-specific KPMG Ethics report desk. These communications shall remain confidential and shall be disclosed to others only as necessary to investigate the activity, take appropriate action or as otherwise required by law.

South Africa KPMG Ethics-general service desk and report line: 0800 004 963