Key points at a glance
- A confidentiality notice signals that a thesis contains restricted information and explains who may access it.
- Check university rules and any company agreement before adding wording to the document.
- Define the protected scope, permitted readers and an objectively identifiable end date.
- A notice in the thesis does not automatically replace an NDA or data-protection procedure.
What is a confidentiality notice?
A confidentiality notice is a visible statement that a thesis contains information that must not be published or shared freely. It is common when a thesis is written with a company, research institute or public authority.
The notice can describe the access restriction and the period for which it applies. Examiners and other people who need the thesis for the official assessment must still be able to access it under the agreed process.
Confidentiality is often temporary. A fixed date or a clearly defined event should make it possible to determine when the restriction ends.
When can a notice be appropriate?
Use a notice only when publication could expose protected business, research or personal information. A company request alone does not decide whether the arrangement is compatible with your examination regulations.
- internal figures, pricing or processes
- unpublished product or strategy plans
- proprietary source code and technical documentation
- unpublished research or planned patent material
- customer, employee or supplier data
- confidential interviews and security-sensitive details
Coordinate university and company requirements
Discuss the wording with your supervisor, examination office and the responsible company contact before collecting data. Some departments provide their own form or reject company templates that do not preserve examination access.
Clarify who may read the work, whether it may be archived, how plagiarism checks are handled and what happens during a presentation or defense. Record these points in the relevant agreement rather than relying on an informal email.
If the wording creates contractual, privacy or intellectual-property obligations, ask the responsible legal or data-protection office to review it. This guide cannot replace advice for an individual contract.
Where should the notice appear?
Follow the order in your department template. Many universities place a confidentiality page near the cover page and before the table of contents, but the required position, page number and table-of-contents treatment differ.
Use an unambiguous heading such as “Confidentiality notice” and keep the formatting consistent with the rest of the front matter. Do not hide the restriction in a footer or a separate file if the university requires it inside the thesis.
Final submission context
Formal details can feel like a separate writing task, but they matter just as much for a printed submission. Anything missing, misplaced or inconsistently formatted in the document will also appear in the bound copy.
Use this guide together with your cover page, table of contents, page numbers, source notes and appendices. Prepare the final PDF for printing and binding only after the complete file has been checked.
Practical check before PDF export
- Do headings, chapter structure and page numbers match?
- Are sources, figures and tables included completely?
- Are required elements such as declarations, appendices or the cover page included where required?
- Did you open and check the final PDF after exporting it?
Checklist
- University and company requirements were checked before submission.
- The protected information and permitted readers are defined.
- The restriction has a clear end date or event.
- Examination, archiving and plagiarism-check access remain possible.
- Personal data is handled under the approved procedure.
- The final wording was reviewed by the responsible supervisor or office.
Common mistakes
- Copying a generic online template without checking university rules.
- Treating a notice as a replacement for an NDA or privacy approval.
- Using an indefinite or unclear embargo period.
- Restricting access so strongly that official assessment is impossible.
- Disclosing confidential material in slides, appendices or the defense.
Prepare the approved thesis for printing
Once the access rules and final file are confirmed, choose the printing and binding option that fits your submission.
View thesis printing optionsRelated content
Explore related guidance on thesis structure, sources, formatting and final submission.
Frequently asked questions
Does every company thesis need a confidentiality notice?
No. It depends on the information, the university rules and the agreement with the company. A thesis based only on public sources may not need one.
Is a notice the same as an NDA?
No. The notice labels the thesis and communicates an access restriction. An NDA is a separate agreement that can define duties, exceptions and remedies.
Can a university examiner read a restricted thesis?
The assessment process must remain possible. Define the permitted examination access with your university before signing any restriction.
Can I use a sample notice from the internet?
Use it only as a starting point. Your department or company may require different wording, scope and duration.