Member Terms and Confidentiality Agreement
This agreement is between you (“you”, “the member”) and the office of P.D. Roth (“the office”). It applies to everyone the office invites to ZivBase: office staff, and outside shadchanim who are given access. You must accept it before you can see any information. The workspace holds private information about other people, and this agreement is how you take responsibility for it.
What you are agreeing to
By ticking the boxes in the app and pressing Accept, you confirm that you have read and agree to this agreement, the Privacy Notice and the Terms of Use, and that you understand this workspace holds private information about other people and you accept responsibility for how you use it. The app records the date and time, the version you accepted, and a hashed form of your connection address and browser name.
Confidential information
“Confidential Information” means everything you see, receive or learn through ZivBase, in any form: names (including Hebrew names), photos, resumes, files, dates of birth and ages, family and contact details, marital and availability status, notes, tags, the fact that someone is or is not being considered for introductions, and anything you work out from them. It includes information you write yourself in the workspace. It stays confidential even if some of it is also known elsewhere, except for information that is genuinely public through no fault of yours.
Your duty of confidentiality
- Keep all Confidential Information secret and safe.
- Do not tell, show or give it to anyone who is not entitled to it under this agreement, whether in person, by phone, message, email, social media, group chat or in writing.
- Do not discuss it where others can overhear or see it, and lock or close the workspace when you step away.
- Treat the existence of a candidate in the workspace as private too.
Need to know, and no other use
Use Confidential Information only for the office’s work of proposing introductions, only for the people and tasks you are actually working on, and only as far as your role allows. Look at nothing out of curiosity. You may not use it for any other purpose: not for your own or another business, not to contact people for any other reason, not to advertise, not to build a list or database, not for research, and not for any personal reason.
No copying, screenshots, exports or forwarding
- Do not copy, photograph, screenshot, screen-record, download, print, export, transcribe or forward Confidential Information outside the workspace, unless the office gives you a specific written permission for a specific purpose.
- Do not paste it into other apps, group chats, email, documents, notes or AI tools.
- Do not use a browser extension, script or automation to read or collect it.
- Share people only through the workspace’s own sharing feature, and only as set out below.
Your account
- Your account is personal. Never share your sign-in, codes or devices, and never sign in for someone else.
- Use a strong, unique password or the sign-in method the office provides, and keep your devices updated and locked.
- Sign out on shared or public devices.
- You are responsible for everything done through your account.
- Tell the office immediately if you lose a device, suspect someone else knows your sign-in, or see anything unusual.
Sharing with outside shadchanim
Only a member whose role allows it may share, and only through the workspace’s sharing feature. When you share with an outside shadchan you must:
- share only with a named person the office has approved, never with a group or an unnamed contact;
- choose only the fields and files truly needed for that introduction, for the shortest time needed, with an expiry;
- tell the recipient that the information is confidential, for that introduction only, must not be copied or passed on, and can be withdrawn at any time;
- withdraw the share promptly when it is no longer needed, and never extend it quietly;
- never send candidate details by email, message or any other route as a shortcut.
The office can withdraw any share at any time.
If you are an outside shadchan
You are not a member of the office. You may see only what has been shared with you, only for the time and purpose stated. The same duties of confidentiality, need-to-know use, no copying and account security apply to you. You may not pass what you see to anyone, including colleagues, assistants or families, unless the office tells you in writing that you may.
Accuracy and respect
- Record only what is true and relevant, and say where it came from. If you do not know something, leave it unknown; do not guess or invent a birth date, age or status.
- Do not write offensive, demeaning or needlessly personal remarks. Assume anything you write could be read by the person it is about.
- Treat every family and candidate with dignity and fairness. Do not pressure anyone.
- Correct mistakes you find, and do not change or delete records you are not responsible for.
- Do not make introductions, send messages or contact families on the office’s behalf unless that is your role and the office has asked you to.
Reporting problems
Report to the office immediately, and no later than the same day you notice, any actual or suspected: loss of a device, unauthorised access, mistaken sharing, information sent to the wrong person, or anything that breaks this agreement, whether yours or someone else’s. Reporting quickly protects the people involved and counts in your favor.
If you break this agreement
The office may, immediately and without notice, suspend or end your access, withdraw shares, and require you to delete or return anything you hold. Breaking this agreement can also cause real harm to the people whose information it is and to the office, and you may be liable for the harm and costs that result, including reasonable legal fees, and the office may seek court orders to stop or prevent a breach, to the extent the law allows. [Remedies, liquidated damages (if any) and enforceability to be confirmed by the lawyer.] Serious or deliberate breaches may be reported to the authorities.
Your acceptance of responsibility
You accept personal responsibility for how you use Confidential Information and your account. You understand that if you misuse it, or let it be misused through your carelessness, you are responsible for that misuse. You confirm that you have the authority to agree to this, that you are at least 18, and that you are not relying on anyone else to protect the information you handle.
After you leave
When your access ends for any reason, you must stop using Confidential Information, delete or hand back anything you hold, and tell the office if you cannot. Your duties of confidentiality and responsibility continue after you leave, [for the period to be set by the lawyer, for example indefinitely for personal information].
Governing law and venue
This agreement is governed by the laws of [jurisdiction to be chosen by the lawyer]. Disputes are for the courts of [venue to be chosen by the lawyer]. [Lawyer to consider whether a religious arbitration (beis din) clause is wanted.]
Changes
The office may update this agreement. The version and effective date at the top show which one applies. When it changes in a way that matters, you will be asked to accept the new version before you can continue; until you do you cannot see any information.
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