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Confidentiality Agreement Form

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CONFIDENTIALITY AGREEMENT FORM

This Confidentiality Agreement (the "Agreement") is made and entered into as of Effective Date: by and between Party A Name: (entity type: ) with principal place of business at , and Party B Name: (entity type: ) with principal place of business at .

RECITALS

WHEREAS, Party A and Party B (collectively, the "Parties") anticipate that information of a confidential and proprietary nature may be disclosed by one party to the other in connection with the stated Purpose: ; and

WHEREAS, the Parties desire to protect and preserve the confidentiality of such Confidential Information and to define their rights and obligations with respect thereto;

WHEREAS, the Parties intend that the receiving party's use of Confidential Information shall be limited to activities reasonably necessary to carry out the Purpose.

NOW THEREFORE, in consideration of the mutual covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows:

1. DEFINITIONS

1.1 "Confidential Information" means all non-public, proprietary, or confidential information disclosed by a Disclosing Party to a Receiving Party, whether disclosed orally, visually, in writing, electronically, or by inspection, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Confidential Information includes, without limitation, business plans, financial data, product designs, trade secrets, customer lists, supplier information, technical specifications, software, formulas, prototypes, and personnel information. The Disclosing Party may describe particular categories at the time of disclosure:

2. EXCLUSIONS FROM CONFIDENTIAL INFORMATION

2.1 Confidential Information does not include information that: (a) is or becomes generally known to the public without breach of this Agreement by the Receiving Party; (b) was lawfully known to the Receiving Party prior to disclosure as evidenced by written records; (c) is rightfully received from a third party without restriction and without breach of any obligation of confidentiality; or (d) is independently developed by the Receiving Party without use of or reference to the Disclosing Party's Confidential Information, as demonstrated by contemporaneous written records.

3. OBLIGATIONS OF RECEIVING PARTY

3.1 The Receiving Party shall: (a) hold and maintain all Confidential Information in strict confidence using at least the same degree of care that it uses to protect its own confidential information, but in no event less than reasonable care; (b) not disclose Confidential Information to any third party except as expressly permitted by this Agreement; and (c) not use Confidential Information for any purpose other than the Purpose set forth above without the prior written consent of the Disclosing Party.

3.2 The Receiving Party may disclose Confidential Information only to those of its employees, officers, directors, agents, advisors, or contractors who have a strict need to know for the Purpose and who are bound by confidentiality obligations at least as protective as those in this Agreement. The Receiving Party will be responsible for any breach of this Agreement by its representatives.

4. PERMITTED DISCLOSURES

4.1 Notwithstanding the foregoing, a Receiving Party may disclose Confidential Information to the extent compelled by law, regulation, or valid order of a court or governmental authority; provided that, to the extent legally permitted, the Receiving Party gives the Disclosing Party prompt written notice of such requirement and cooperates with the Disclosing Party at the Disclosing Party's expense in seeking a protective order or other appropriate remedy to protect the Confidential Information.

5. TERM; RETURN OR DESTRUCTION

5.1 This Agreement shall commence on the Effective Date and continue for a period of years, unless earlier terminated in writing by mutual agreement. Notwithstanding termination, the Receiving Party's duty to hold Confidential Information in confidence shall survive for the duration set forth in this section.

5.2 Upon the written request of the Disclosing Party or upon termination of this Agreement, the Receiving Party shall, within days, return or destroy all materials containing Confidential Information and certify in writing that such materials have been returned or destroyed, except that one archival copy may be retained solely for legal or compliance purposes subject to the confidentiality obligations of this Agreement.

6. REMEDIES

6.1 The Receiving Party acknowledges that a breach of this Agreement may cause irreparable harm to the Disclosing Party for which monetary damages would be an inadequate remedy. Accordingly, the Disclosing Party shall be entitled, in addition to any other remedies available at law or in equity, to seek injunctive relief and specific performance to enforce the terms of this Agreement without the posting of bond.

7. NO LICENSE

7.1 Nothing in this Agreement grants the Receiving Party any rights under any patent, copyright, trade secret, trademark, or other intellectual property right of the Disclosing Party, except as expressly set forth herein. All Confidential Information remains the exclusive property of the Disclosing Party.

8. GOVERNING LAW; VENUE

8.1 This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflicts of law principles. The Parties agree that exclusive venue for any action arising out of this Agreement shall be in the state or federal courts located in the county specified by the Disclosing Party's principal place of business, unless otherwise agreed in writing.

9. NOTICES

10. AMENDMENTS; WAIVER; COUNTERPARTS

10.1 No amendment or modification of this Agreement will be effective unless in writing and signed by authorized representatives of both Parties. No waiver of any breach will be effective unless in writing signed by the party waiving compliance, and no waiver will operate as a waiver of any subsequent breach.

10.2 This Agreement may be executed in counterparts, each of which will be deemed an original and all of which together will constitute one and the same instrument. Signatures transmitted by electronic means will be deemed originals for all purposes.

11. ENTIRE AGREEMENT; SEVERABILITY

11.1 This Agreement constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations, and discussions, whether oral or written.

11.2 If any provision of this Agreement is held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions will continue in full force and effect and the Parties will negotiate in good faith to replace the invalid provision with a valid provision that, to the extent possible, achieves the original intent.

12. REPRESENTATIONS AND WARRANTIES

12.1 Each Party represents and warrants that it has the full power and authority to enter into this Agreement, that the person signing on its behalf is duly authorized, and that this Agreement is a binding obligation enforceable against it in accordance with its terms.

Party A:

By:

Date:

Party B:

By:

Date:

Enter text✕

What the Confidentiality Agreement Form Is and When it Applies

A Confidentiality Agreement Form (commonly an NDA) is a written contract used to protect nonpublic information exchanged between parties. It defines which information is confidential, sets permitted uses, and spells out obligations and remedies for disclosure. In commercial and project settings the form clarifies ownership of trade secrets, restricts redistribution, and preserves privileged communications. Electronic copies and eSigned versions are enforceable in the United States under the ESIGN Act (15 U.S.C. ch. 96) and applicable state UETA statutes when executed with intent, consent, attribution, and retention.

Why a Clear Confidentiality Agreement Form Matters

A well-drafted Confidentiality Agreement Form reduces legal uncertainty by documenting exactly what information is protected and how it may be used.

Why a Clear Confidentiality Agreement Form Matters

Who Typically Prepares and Signs This Form

Multiple parties use confidentiality agreements: businesses sharing technical details, service providers accessing customer data, employers protecting proprietary processes, and advisors exchanging privileged information.

  • Startups and vendors exchanging product roadmaps and prototypes during partnership talks or pilot projects.
  • Healthcare providers and business associates when disclosing patient-related operational or technical data under HIPAA controls.
  • Legal and professional services firms protecting client matters, strategy, and privileged communications during engagement.

Use the form when the disclosure involves trade secrets, unpublished financials, personal health information, or other material whose exposure could cause competitive or regulatory harm.

Primary Roles That Sign or Approve Confidentiality Agreements

In-House Counsel

General counsel or corporate counsel typically reviews and signs confidentiality agreements to ensure provisions align with company policy and litigation risk tolerances. They confirm remedies, choice of law, and carve-outs for required disclosures.

Business Lead

Product managers, business development directors, or procurement leads commonly request and sign NDAs for commercial talks, ensuring the covered scope matches the business need while coordinating with legal for nonstandard terms.

Step-by-Step: How to Complete the Confidentiality Agreement Form

Follow this sequence to ensure the agreement is enforceable and operationally clear.

  • 01
    Draft Terms: Define parties, scope, and exclusions clearly.
  • 02
    Review Legal: Have counsel confirm remedies and applicable law.
  • 03
    Execute: All parties sign using acceptable electronic or wet signatures.
  • 04
    Distribute: Share fully executed copies to custodians and systems.

Typical Electronic Execution Workflow

A common online workflow reduces friction while capturing required evidence of consent and attribution.

  • Upload Document: Prepare PDF or DOCX version for signing.
  • Place Fields: Add signature, date, and initial fields where needed.
  • Authenticate Signer: Use email, SMS, or stronger methods for verification.
  • Complete Signing: Signer signs; system records audit trail.

Online Setup Settings to Use for Confidentiality Agreements

Configure document-level settings to balance ease of signing with legal defensibility.

Field Configuration
Authentication Method Email link | SMS code | KBA (choose per sensitivity)
Signature Type Typed, drawn, or uploaded signature image
Template Use Save as reusable template for repeat disclosures
Reminder Schedule Automatic reminders at 3 and 7 days

Technical Considerations for Secure Electronic Execution

Choose a platform that records an immutable audit trail and uses encryption in transit and at rest.

  • Integrations: Salesforce, NetSuite, Google Workspace
  • File Formats: PDF, DOCX, HTML
  • Authentication: Email, SMS, or advanced KBA

Core Clauses Every Professional Confidentiality Agreement Form Should Include

A robust form balances precision with enforceability and anticipates common disputes and regulatory needs.

Definition

Precisely define 'Confidential Information' with examples and explicit carve-outs for public or previously known information to avoid ambiguity and litigation.

Purpose

Limit use of confidential materials to a stated business purpose or project to prevent broad downstream use or sharing.

Term

Specify effective date and duration of obligations, including survival of confidentiality beyond termination for a defined period.

Exclusions

List exclusions such as independently developed information, public domain, or data received from third parties without breach.

Remedies

State injunctive rights, damages, and dispute resolution path, which strengthens enforceability and clarifies expectations.

Return/Destruction

Require return or certified destruction of confidential materials and outline acceptable methods and timing for doing so.

Common Pitfalls to Avoid When Preparing a Confidentiality Agreement

  • Using vague language for protected information, which makes enforcement and scope unclear and invites disputes.
  • Failing to specify the agreement term and survival clauses, resulting in uncertainty about how long obligations persist.
  • Not tailoring authentication or audit-trail settings for the document’s sensitivity, weakening evidentiary value.
  • Overbroad exclusivity or assignment clauses that unintentionally transfer IP rights without clear compensation or scope.

Key Legal and Operational Risks If the Form Is Incorrect

Unenforceable Terms: Ambiguous clauses may be voided
Data Breach Exposure: Regulatory fines and remediation costs
HIPAA Violation: Civil/criminal penalties possible
Lost IP Rights: Unintended assignment or disclosure
Contract Disputes: Increased litigation and defense costs
Operational Delay: Deals stalled by unclear obligations

Key Timelines and Timing Expectations

Track execution and post-execution tasks to avoid missed obligations or evidentiary gaps.

Provide Signed Copy:

Deliver a fully executed copy to all parties immediately after signing

Retention During Term:

Maintain records for duration plus any agreed survival period

Destruction Deadline:

If required, certify destruction within agreed timeframe post-termination

Audit Access:

Preserve audit trails for litigation or compliance review

Notice Period:

Specify notice timing for required disclosures or compelled disclosures

Milestones from Draft to Enforceable Agreement

Follow these sequential milestones to move from draft to a completed, enforceable confidentiality agreement.

01

Drafting

Prepare initial terms and define confidential scope and exclusions.

02

Internal Review

Legal and business stakeholders review for risk allocation.

03

Execution

Parties sign with required authentication and obtain audit trail.

04

Post-Execution Controls

Distribute executed copies and implement access controls.

Real-World Examples of Confidentiality Agreements in Use

Practical examples show common deployment patterns and operational benefits across organizations.

Optica Ventures LLC — COO

Optica used a standard confidentiality agreement when onboarding partners to protect product plans.

  • The interface had to be simple for external parties to sign quickly.
  • The result: faster partner reviews and fewer follow-ups because stakeholders received clear, signed terms immediately, improving project start times.

Fertility Centers of Illinois — Founder

A medical services organization needed confidentiality controls for patient-related operational data.

  • Signatures had to meet HIPAA expectations.
  • The team documented procedures and retained audit trails, which supported regulatory compliance and reduced administrative friction when sharing information with approved vendors.

Pricing and Feature Comparison: signNow and Common Alternatives

This vendor-level snapshot highlights starting prices and common capability differences relevant to Confidentiality Agreement Form workflows.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Trial varies Trial varies Trial varies Trial varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Varies by plan Varies by plan Varies by plan Varies by plan
Envelope Cap No cap 100 env/user/yr Varies Varies Varies

Practical Tips for Accurate and Efficient Completion

Apply procedural controls and clear drafting practices to reduce disputes and processing time.

Define Confidential Information Precisely
Use specific examples and narrow categories. Avoid catch-all phrases; clarity reduces litigation risk and prevents overbreadth objections during enforcement.
Match Party Legal Names
Use exact registered entity names or individual legal names. Inaccurate names can create ambiguity in who is bound and complicate service or remedy efforts.
Choose Governing Law Sensibly
Select a jurisdiction with predictable contract law and consider practical enforcement venues; align choice with where key parties operate.
Preserve Evidence
Retain signed copies, audit trails, and access logs. For electronic execution, ensure timestamps and signer attribution details are stored.

Frequently Asked Questions About the Confidentiality Agreement Form

Answers to common practical and legal questions help prevent mistakes during drafting, signing, and enforcement.


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