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.