NDA & Proposal Sharing Policy

1. Purpose

The purpose of this policy is to define the standards and procedures for sharing Non-Disclosure Agreements (NDAs), proposals, and other sensitive sales documents with prospects, clients, and partners. These documents often contain confidential company information, pricing details, intellectual property, and client-specific solutions. Improper sharing or handling of such documents creates risks including:

  1. Legal Exposure – Breach of confidentiality terms or regulatory requirements (e.g., data protection laws, IP rights).
  2. Reputational Damage – Loss of trust if sensitive information is shared insecurely or falls into the wrong hands.
  3. Commercial Risk – Unauthorized distribution of proposals or pricing models can undermine competitive advantage.
  4. Operational Inefficiency – Lack of standardized processes results in inconsistent client experiences and internal confusion.

This policy ensures that all NDAs and proposals are created, approved, and shared securely, consistently, and in compliance with legal and organizational requirements, safeguarding both company and client interests.

2. Scope

This policy applies to all employees, contractors, and representatives involved in drafting, reviewing, approving, or sharing NDAs, proposals, or related sales documents.

  1. Roles Covered:
    • Sales Development Representatives (SDRs): May request NDAs but cannot approve or sign them.
    • Account Executives (AEs) / Business Development Managers (BDMs): Responsible for proposal preparation and client-facing delivery.
    • Sales Managers: Review and approve proposals before external sharing.
    • Sales Operations / Legal Team: Own NDA templates and ensure legal compliance.
    • Senior Leadership: Authorized to sign NDAs or approve non-standard terms.
  2. Documents Covered:
    • Non-Disclosure Agreements (NDAs).
    • Sales proposals (service, SaaS, or custom solution).
    • Pricing sheets and commercial terms.
    • Statement of Work (SOW) drafts prior to contract.
  3. Channels Covered:
    • Official company email accounts.
    • Company-approved document sharing platforms (e.g., CRM, secure drive, proposal software).
    • E-signature platforms approved by Legal.
    • Any unauthorized use of personal email, WhatsApp, or file-sharing services is prohibited.

3. Definitions

  1. NDA (Non-Disclosure Agreement): A legal contract ensuring confidentiality of information exchanged between the company and an external party.
  2. Proposal: A formal sales document outlining scope, pricing, timelines, and value proposition for a prospect or client.
  3. Confidential Information: Any non-public data related to the company, its clients, pricing, IP, or strategies, which must be safeguarded.
  4. Authorized Sharing: The act of transmitting documents through approved company channels with necessary approvals.
  5. Unauthorized Disclosure: Sharing or forwarding documents outside of approved processes, systems, or recipients.
  6. Proposal Repository: The central, access-controlled storage location for company-approved proposal templates and NDA documents.

4. Policy Statements

  1. Standard Templates: All NDAs and proposals must use company-approved templates maintained by Sales Operations and Legal. Modifications are not permitted without written approval.
  2. Approval Workflow: Proposals must be reviewed by Sales Managers for accuracy and compliance before being sent to clients. NDAs must be reviewed and approved by the Legal Team if changes are requested by the client.
  3. Authorized Channels Only: Documents may only be shared via official company email, CRM-integrated tools, or secure file-sharing platforms. Personal email or unapproved tools are prohibited.
  4. E-Signature Compliance: NDAs and proposals requiring signatures must be executed using company-approved e-signature platforms. Handwritten or scanned signatures are only allowed if approved by Legal.
  5. Confidentiality of Proposals: Proposals must not be forwarded or shared externally without approval. Internal circulation should be restricted to stakeholders directly involved in the opportunity.
  6. Expiry and Version Control: Proposals must include validity dates (e.g., 30 days) and version numbers to avoid confusion or misuse of outdated proposals.
  7. Record Keeping: All signed NDAs and sent proposals must be uploaded to the CRM or proposal repository with correct tagging to ensure visibility and auditability.
  8. Client Communication: Any discussions around NDAs or proposals must remain professional, accurate, and aligned with the content of the documents. Over-promising beyond the approved proposal is prohibited.

5. Roles & Responsibilities

  1. SDRs: Can request NDAs through the CRM or Sales Manager but cannot sign or modify them. Must log all NDA requests in CRM.
  2. AEs/BDMs: Prepare proposals using approved templates, ensure accuracy of details, and seek Sales Manager approval before sending. Responsible for uploading final proposals and NDAs into CRM.
  3. Sales Managers: Review proposals for accuracy, compliance, and pricing approval. Approve NDA requests before escalating to Legal if non-standard terms are included.
  4. Sales Operations: Maintain master templates for proposals and NDAs. Ensure repository access is secure and up to date.
  5. Legal Team: Approve NDA language, handle client-requested edits, and maintain compliance with confidentiality laws.
  6. Senior Leadership: Authorized signatories for NDAs and high-value proposals. Escalation point for exceptions.

6. Governance, Violations & Consequences

  1. Governance Oversight: The Head of Sales and the Legal Team share accountability for this policy. Sales Managers enforce it on a day-to-day basis.
  2. Monitoring: Compliance will be monitored through CRM audits, repository checks, and random reviews of client correspondence.
  3. Violations:
    • Using non-approved templates.
    • Sharing proposals via personal email or unauthorized platforms.
    • Sending proposals without manager approval.
    • Altering NDA terms without Legal involvement.
    • Failing to upload final signed documents into CRM.
  4. Consequences:
    • Minor Violations (e.g., forgetting to upload a document): Corrective coaching and retraining.
    • Moderate Violations (e.g., repeated missed approvals, use of outdated proposals): Written warning and impact on performance review.
    • Severe Violations (e.g., unauthorized disclosure of confidential information, unapproved NDA alterations): Escalation to HR and Legal with possible termination and legal action.

7. Review & Ownership

  1. Policy Owner: Jointly owned by the Head of Sales and Legal Team.
  2. Review Cycle: Reviewed annually or sooner if legal, compliance, or sales process changes occur.
  3. Approval Authority: Any updates must be approved by Sales Leadership and Legal.
  4. Training & Awareness: All sales team members must be trained on this policy during onboarding and refresher sessions.
  5. Version Control: All revisions will be logged in the Policy Register with date, version number, and approval signatures.