ICA Board/Committee Member
Confidentiality Agreement

This agreement is between the International Caterers Association (“ICA”) and the committee member named below (“you”). Serving on an ICA committee means hearing and seeing things that are not public. By signing, you agree to keep that information private.

What you’re agreeing to

1. What’s confidential. All information and materials related to ICA leadership discussions and proceedings, whether spoken, written, or electronic.
2. What’s not confidential. Information that:
   • is public, or becomes public through no fault of yours;
   • you already knew or created before ICA shared it with you;
   • you learned legitimately from a source other than ICA or its representatives; or
   • ICA has given you written permission to share.
3. Your commitment. You will keep confidential information strictly private and use it only for ICA’s benefit.
4. How long this lasts. Your duty to keep information confidential continues after this agreement or your committee service ends. It stays in effect until ICA releases you in writing.
5. General terms.
   • If a court finds any part of this agreement unenforceable, the rest still applies and will be read to reflect what both parties intended.
   • This is the complete agreement between you and ICA on this subject. It replaces any earlier understandings and can be changed only in writing signed by both parties.
   • If either party does not enforce a right under this agreement, that party has not given up that right.
   • This agreement also binds each party’s representatives, successors, and assigns.

By adding my digital signature below, I agree to follow this Confidentiality Agreement.

Conflict of Interest Policy

No member of the International Caterers Association (ICA) board of directors, or any of its committees, shall derive any personal profit or gain, directly or indirectly, by reason of his or her participation with the ICA. Individuals shall disclose to the ICA any personal interest which he or she may have in any matter pending before the ICA and shall refrain from participation in any decision on such matter.

Anti-Harassment Policy

The Association has a zero-tolerance policy toward discrimination and all forms of unlawful harassment, including but not limited to sexual harassment. This zero-tolerance policy means that no form of unlawful discriminatory or harassing conduct by or towards any staff member, director, officer, employee, member company representative, vendor or other person involved in Association conferences, meetings, trade shows, events, programs and other activities will be tolerated.

This policy applies to and prohibits all forms of illegal harassment and discrimination, not only sexual harassment. Accordingly, the Association prohibits harassment or discrimination based on any legally protected characteristic.

For clarity, sexual harassment includes offensive and unwelcome: (1) sexual invitations; (2) conduct of a sexual nature, including via email, voice mail or other electronic means; and (3) physical contact of a sexual nature.

AI Policy

ICA allows the use of generative Artificial Intelligence (AI) for specific instances as outlined below by ICA volunteers when working on association business.

Generative AI and specifically “AI assistants” that often are automatically added to online/web meetings such as Microsoft Teams or Zoom are not allowed or used by ICA for ICA meetings. ICA does not allow the recording or transcription of any ICA meetings, whether in-person or online, and this includes the use of AI by meeting attendees or others. ICA meetings, including but not limited to board meetings, committee meetings, division meetings, and task force meetings, shall not be recorded in any way by AI, personal recording device, or otherwise. If an AI assistant requests access to any ICA electronic meeting, it will be denied access and removed from the meeting.

Any volunteer desiring to use generative AI to generate content for possible use by ICA is required to disclose such intention to ICA staff first, for appropriate prior review. This is necessary to avoid possible liability exposure for ICA and the volunteer for publishing information that may be incorrect, inaccurate, misleading, biased, an AI hallucination, or may violate copyright or other intellectual property rights of third parties. ICA also needs to disclose the use of generative AI in any content we produce. Finally, material produced by generative AI that is used in ICA materials is not protected by copyright laws (only human-created content can be protected by copyright laws).