Confidentiality Statement Form

Use a Confidentiality Statement template to make your document workflow more streamlined.

What a confidentiality statement does

A Confidentiality Statement Form records a person’s acknowledgment that specified information must be kept confidential and handled under stated restrictions. It commonly identifies the protected information, permitted use, disclosure limits, recipient or signer, and signature date. In signNow, the sender uploads the statement, reviews detected fillable fields, adds any required signature fields, and sends it to the intended signer. The signer reviews and completes the document, while signNow preserves the completed record and audit trail. ESIGN and UETA generally recognize qualifying electronic signatures, subject to applicable exclusions and consent requirements.

Business and legal teams

Businesses use confidentiality statements to define how employees, contractors, vendors, and recipients may handle proprietary information. The document can accompany an NDA, employment packet, vendor agreement, or controlled disclosure workflow.

Regulated and project teams

Healthcare, financial-services, technology, and construction organizations use the form when sensitive operational, client, or project information must be acknowledged before access.

Field preparation

Upload the existing confidentiality statement, identify fillable areas, and add signature, initials, date, or text fields before sending.

Recipient routing

Send the statement to employees, contractors, vendors, or other named recipients through a controlled signing request.

Audit evidence

Capture signer activity and completion details in an audit trail connected to the signed confidentiality statement.

Flexible delivery

Use email delivery or a signing link when recipients need access without creating an account.

Record retention

Keep completed forms and audit records available for authorized business review and retention policies.

Business integrations

Connect signed statements with Salesforce, NetSuite, Google Drive, or Microsoft 365 workflows where supported.

How the form works online

A confidentiality statement moves from uploaded document to signed record through four controlled signNow actions.

Upload document: Upload the confidentiality statement PDF to your signNow account.
Prepare fields: Review detected fields and add missing signature or date fields.
Send to signer: Enter recipients and send the statement for completion.
Store evidence: Collect signatures and retain the completed record with its audit trail.

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Authenticate signer:

Records the authentication event associated with the signer.

Timestamp action:

Captures the signing time and related activity.

Hash document:

Associates the completed document with an integrity hash.

Seal record:

Seals the record so later changes become detectable.

Log document history:

Preserves the sequence of views, fields, and signatures.

Export audit trail:

Allows authorized users to retrieve or export the audit trail.

Security for confidentiality statements

Transport encryption:

TLS 1.2/1.3 in transit

Stored encryption:

AES-256 protects stored records

Security certification:

SOC 2 Type II report available

Information security:

ISO 27001 certification supports controls

Healthcare safeguards:

HIPAA workflows require a BAA

Electronic signature law:

ESIGN and UETA compliant eSignatures

Connect confidentiality workflows

Salesforce, Microsoft Dynamics 365, NetSuite, Google Drive, and Microsoft 365 can connect confidentiality statements with business records and approval workflows.

Privacy and disclosure pitfalls

Personal information may remain visible in signed copies shared beyond the intended confidentiality audience.
Missing electronic-consent language can weaken evidence that a signer agreed to use electronic records.
Unrestricted template access can expose proprietary terms before authorized recipients receive the document.
A missing audit trail can make signer identity, timing, and document history harder to establish.

Best practices for signed records

Retention and access controls should match the information protected by the Confidentiality Statement Form and the records surrounding it.

Export and protect audit records

Keep the executed confidentiality statement together with its completion certificate and audit trail. Restrict exports to authorized administrators, and document who may access the record after signing.

Set a documented retention rule

Apply the retention period required by the underlying business record rather than assuming one universal period. HIPAA-covered records require six years from creation or the last effective date under 45 CFR §164.530(j).

Archive the signed statement securely

Store the signed PDF and audit evidence in an access-controlled repository. Use encryption in transit and at rest, and test retrieval so the confidentiality statement can be reproduced when needed.

Limit disclosure before sending

Review recipient permissions before sending. Remove unnecessary personal information from templates, verify every disclosure recipient, and preserve the final version that the signer actually reviewed and signed.

Retention periods by record class

A Confidentiality Statement Form has no single federal retention period; keep it according to the regulated record or business purpose it supports.

3 years for tax records

Tax-related confidentiality records generally follow three years from filing under IRC §6501(a), with longer periods for substantial understatement, fraud, or no return.

6 years for HIPAA records

HIPAA-covered confidentiality records require six years from creation or the last effective date under 45 CFR §164.530(j).

6 years for broker records

Broker-dealer books and records generally require six years under 17 CFR §240.17a-4, with communications subject to specific periods.

7 years for audit records

Sarbanes-Oxley audit records require seven years under 15 U.S.C. §7245 when the confidentiality statement forms part of that audit documentation.

30 years for exposure records

OSHA exposure records require 30 years under 29 CFR §1910.1020 when the statement accompanies covered exposure documentation.

Risks of incomplete execution

Signer identity

Weaker attribution evidence

Electronic consent

Disputed consent record

Access control

Unauthorized disclosure

Missing audit trail

Incomplete transaction evidence

Confidentiality form troubleshooting

These answers address field preparation, signer authentication, electronic-signature evidence, healthcare safeguards, and signNow plan limits.

Upload the PDF to signNow, then inspect auto-detected fields. Add any missing signature, date, initials, or acknowledgment fields before sending the Confidentiality Statement Form.

The Business plan includes templates, audit trails, and legally binding eSignatures at $8/user/month with annual billing. Business Premium adds bulk send at $15/user/month annually.

signNow supports ESIGN and UETA requirements for electronic signatures. Confirm signer intent, electronic-record consent, attribution, and record retention; consumer-facing workflows may require the disclosure described in 15 U.S.C. §7001(c).

A HIPAA-covered confidentiality statement requires an appropriate business associate arrangement and documented safeguards. signNow lists HIPAA compliance with a BAA required; the organization remains responsible for its privacy obligations.

Use signNow authentication controls appropriate to the disclosure risk, such as SMS-based verification where configured. Review the audit trail for signer identity, timestamps, and document history before relying on the record.

Paid subscription plans include 100 signature invites per user per year, with overage fees. The Site License uses $1.50 per signature invite and is designed for usage-based deployment.

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