Everett Gospel Mission 7/2/2021 (2)

XX. CONFIDENTIALITY A. The parties may use Personal Information and other information gained by reason of any Contract only for the purpose of the Contract. The City and Agency shall not disclose, transfer, or sell any such information to any other party, except as provided by law or, in the case of Personal Information, with the prior written consent of the person or personal representative of the person to whom the Personal Information pertains. B. The Agency shall protect and maintain all Confidential Information gained by reason of any Contract against unauthorized use, access, disclosure, modification or loss. This duty requires the Agency to employ reasonable security measures, which include restricting access to the Confidential Information by: 1. Allowing access only to staff that have an authorized business requirement to view the Confidential Information; 2. Physically securing any computers, documents, or other media containing the Confidential Information; 3. Ensuring the security of Confidential Information transmitted via fax (facsimile) by verifying the recipient phone number to prevent accidental transmittal of Confidential Information to unauthorized persons; 4. When transporting records containing Confidential Information outside of a Secure Area, do one or more of the following as appropriate: a. Use a Trusted System; and b. Encrypt the Confidential Information, including: (i) Email and/or email attachments; and (ii) Confidential Information when it is stored on portable devices or media, including, but not limited to laptop computers and flash memory devices; and 5. Sending paper documents containing Confidential Information via a Trusted System. C. To the extent allowed by law, at the end of any Contract term, or when no longer needed, the parties shall return Confidential Information or certify in writing the destruction of Confidential Information upon written request by the other party. D. Paper documents with Confidential Information may be recycled through a contracted firm, provided the contract with the recycler specifies that the confidentiality of information will be protected, and the Confidential Information destroyed through the recycling process. Paper documents containing Confidential Information require special handling (e.g., protected health information) must be destroyed through shredding, pulping or incinerations. Exhibit A City of Everett and Everett Gospel Mission Pallet Shelter Pilot Community Agreement Page 12 of 33