Confidentiality & Data Security Policy (Strict)

Purpose: Intern hosts will access sensitive business information and guest data. This policy exists to protect guest privacy, the brand reputation, and Healthy Mind by Avik™’s business relationships. Any misuse of confidential information including guest contact details will be treated as a serious breach.

Applies to: All paid intern podcast hosts, team members, and anyone granted access to company tools or files.

Effective date: \[02/03/2026\]

8.1 Definition of “Confidential Information”

For the purpose of this policy, Confidential Information includes (but is not limited to):

A) Guest & relationship data

Guest names, email addresses, phone numbers, social handles, Calendly/Zoho links, location/time zone data
Guest pitch details, notes, preferences, boundaries, availability, and communication history
Guest lists (past, present, upcoming), booking pipelines, and outreach databases
Any private information shared by guests during coordination or recording (including personal stories not released publicly)

B) Commercial & revenue information

Sponsorship discussions, rates, negotiations, proposals, contracts, invoices, partner communications
Affiliate details, discount codes, paid collaborations, platform deals, and sponsor strategy

C) Content & production materials

Unreleased episodes, raw audio/video, transcripts, edits, clips, drafts
Episode plans, outlines, interview frameworks, question banks
Production calendars, show schedules, guest schedules

D) Internal business information

Internal strategy, growth plans, pricing, partnerships, brand positioning
Scripts, templates, SOPs, systems, workflows, playbooks, internal training docs
Team messages, internal meeting notes, performance notes, and operational documents
Logins, access methods, tool settings, and platform configurations

E) Any non-public information

Anything not officially published on Healthy Mind by Avik™ channels must be treated as confidential by default.

8.2 Strict Professional Use of Guest Information (Non-Solicitation / No Misuse)

Guest information is provided only for the purpose of producing and managing Healthy Mind by Avik™ content and operations.

It is strictly prohibited to:

use guest contact information for personal networking, personal requests, or unrelated outreach,
contact guests for any individual business, coaching, service, collaboration, or promotion unrelated to Healthy Mind by Avik™,
attempt to build personal projects, podcasts, communities, products, or services by leveraging guest lists, pipelines, or introductions gained through this internship/job,
solicit guests to appear on any personal show or external platform, directly or indirectly, while engaged with Healthy Mind by Avik™ and for a defined period after exit (see 8.5),
copy, export, screenshot, or recreate guest databases for non-company use.

Allowed use: contacting guests strictly for official scheduling, recording, follow-up, publishing coordination, consent, and show-related communication as assigned by the Team Lead.

This is a professional environment. Guest relationships are a core business asset of Healthy Mind by Avik™ and must not be used for personal gain.

8.3 What Is Not Allowed (Data Handling & Sharing)

To prevent leaks and misuse, the following actions are prohibited unless written approval is provided by the Team Lead/Founder:

Sharing files, links, or documents externally (outside the team)
Forwarding internal documents to personal email IDs or storing them on personal drives
Uploading raw audio/video or unreleased materials to public drives, open links, or non-approved storage
Posting behind-the-scenes content, screenshots, guest communications, or internal discussions without permission
Copying internal SOPs/templates/scripts for personal use or external distribution
Downloading, exporting, or transferring guest lists and contact details outside approved systems
Using personal messaging platforms to distribute confidential files beyond approved channels

8.4 Access Control, Passwords & Account Security

All hosts must follow secure access practices:

Access is role-based and must not be shared with any third party (including friends, family, assistants, or collaborators).
If shared access is required for workflow continuity, it must be arranged through the Team Lead using approved methods (e.g., password manager, official sharing permissions, role invites).
Report any suspected compromise, lost device, suspicious login, or accidental file share immediately to the Team Lead.

8.5 Device Hygiene & Remote Work Security

Remote work security is mandatory:

Use screen locks and device passwords at all times.
Do not leave work files open on shared devices or public spaces.
Avoid public Wi-Fi for uploads or sensitive work. If unavoidable, use a VPN and ensure secure connections.
Store and edit files only inside approved folders/systems (e.g., official Google Drive/Notion).

Do not create personal copies on local devices unless explicitly required and approved.

Keep your operating system and essential apps updated.

8.6 Confidentiality Survival (Post-Internship Obligations)

This confidentiality obligation continues during and after the internship/job.

Even after the internship ends, hosts must:

not disclose or use confidential information for any purpose,
not retain company files, guest contact lists, or internal documents,
permanently delete any accidental downloads or local copies (and confirm deletion if asked).

8.7 Breach Consequences (Strict Enforcement)

Violation of this policy is considered a serious breach of trust and may result in:

immediate removal of tool access,
pay deduction for impacted work (as applicable),
termination of internship engagement,
legal action or recovery steps where required to protect guest privacy and company assets.