Confidentiality

This Policy will define the philosophy controlling issues of service user Confidentiality within the Home. Confidentiality is an important factor in the professional conduct of all staff working for the Alliance. Confidentiality is linked to the privacy of our clients, and their rights to have their privacy respected and protected. Staff must ensure they take practical steps to ensure the safety and wellbeing of all children/young people that we provide a service to.

1. While working staff of Infinity Alliance will be aware of confidential information concerning young people’s private affairs:

   • It is a condition of employment within Infinity Alliance that this information will not be disclosed to any unauthorised third party without the express consent of the young person or if the Young person is unable to judge, the young person’s immediate family, advocate or social worker.

   • Confidential information will not be sought from a young person unless expressly in the interests of that Young person, i.e. to enable a better Care Plan to be developed.

   • The service user shall be kept informed at all times of the outcome of confidential discussions by the Staff concerning them.

   • If a child/young person makes a disclosure of a confidential nature, staff must be mindful of whether the conversation can be overheard and should move the discussion to a private area.

   • To meet the requirements of the Data Protection Policy, administrative staff involved in the processing of service users’ personal data will take all reasonable precautions to prevent this information being viewed by unauthorised persons:

     • record files are locked away when not in use;

     • where practical, computer VDU (Visual Display Units) screens should be tilted towards the user and away from the general office environment;

     • VDUs are not left on when not in use.

     • Staff must never leave files or information regarding the child/young person lying around, including the office, at home or in their cars.

     • Desktops/ VDU are clear of information prior to holding a meeting/discussion in the office, including information pertaining to staff.

     • No personal information should be left unattended. 

   • It is the Policy under the Alliance that  the young person has the right of access to his / her personal records or Case Notes at any time, unless specified otherwise by social workers or parents in cases of diminished capacity.

   • Staff will always consult the manager if they are unclear with respect to any item concerning confidentiality, or when made privy to confidential information that may have legal and / or criminal connotations (e.g. if a young person confides that he / she has allegedly been submitted to sexual abuse by a staff member).

           

1. Notwithstanding these factors there may be occasions when this Confidentiality Policy may be breached. This will always ONLY be done with the young person’s best interests in mind, and will focus upon the following circumstances:

 

• Where information provided by the service user needs to be shared with management of the Home, and with Local Authorities, for the express purpose of developing an appropriate Care Plan for that young person.

• Where the young person has particularly requested certain information to be divulged to a third party. In such cases appropriate notes MUST be made in the young person’s Case file, together with a signed record of authorisation from the young person or his / her advocate.                                                                              

• A release of information under the provisions of clause 2 of this Policy shall be limited to the MINIMUM necessary to achieve the legitimate aim and shall be limited to those persons for whom it is NECESSARY to release it to.

 

1. Any unauthorised breaches of this Policy will be dealt with swiftly.

 

 

1. Staff must be aware of all persons who are not permitted contact/access to a young person. Staff must refer to the Care Plan for clarity in this area.

 

1. Staff must be extremely vigilant about the content of conversations they have within earshot of other people who are not party to the conversation. Staff must not have open conversations in communal areas about any issues which are private or that may cause embarrassment to either a client or a member of staff.

 

1. Staff must not discuss personal issues in front of or within earshot of any young person. This includes outside of their placement or anywhere that a young person could hear.

 

1. Should you receive an incoming call you, MUST always ensure you know of the person you’re speaking to as people are not always who they say they are. If in doubt, please have no reservation to ask the caller for their office (NOT MOBILE) telephone number, which you can call them back on via their switch board to verify the person. 

 

1. Staff must not discuss any private issues over the telephone regarding the child/young person unless they have clarified whom they are speaking to. Staff must also consider:

• Who else is in the room? (In the case of anyone other than other staff members, they must be asked to leave the room before the conversation continues).

• Shutting the office door (If applicable).

• Is the information relevant to the person you are speaking to? Information must only be provided on a need to know basis.

•  Is the information factual, a judgement, assessment or evaluation, a direct observation or recordable?

 

1. Any request for information from the police about a young person should be directed to the allocated social worker or appropriate team manager. We are not at liberty to provide any information to the police regarding our clients except if the information is required to ensure the health and safety of others.

 

1. Staff must ensure that they do not discuss any issues pertaining to the young people that we work with to members of their family, other clients or on social networking sites. Information or photos of young people should never be posted on Social networking sites, for example; Facebook, Instagram, Twitter, Snapchat etc.

 

1. Photos of young people should never be taken on a staff member’s personal phone. Photos should only be taken on a work mobile phone if appropriate for evidencing work, activities or progress. If photos are taken, they should be uploaded to a company computer within 24 hours and then deleted- do not store.

 

1. Use of Computers, Internet and E-mail

 

1. Sender/recipient must be aware of confidentiality issues in relation to using the Internet and e-mail as they are not secure methods of transmitting information.

 

1. Staff who use personal computers at home to write reports must ensure that the information is secure and not accessible by others who may use the computer.

 

1. Staff must never save information on computers used in libraries or internet cafes.

 

1. If using a work mobile phone for emails or confidential information, they should be password protected and not left accessible by any unauthorised personnel.

 

1. Staff should not accept Young People on ANY Social Networking sites, for example; Facebook, Instagram, Twitter, Snapchat etc. Staff members should ensure their Social networking profiles on the highest privacy settings to prevent young people, their family or associated professionals from being able to access personal information.

 

1. Removal of Confidential material

 

1. Information regarding the child/young person should never be removed from the office unless you have sought the agreement of a Manager and have signed out the information. Permission would only be granted if you were attending a meeting or conference where the information is required.

1. Disclosure of Confidential Information

 

1. Disclosure of confidential information of the child/young person may only be undertaken when:

• It is agreed in the Care Plan

• It can be clearly demonstrated to be in the child/young person's best interests.

• When the behaviour of a child/young person is endangering others and a breach of their privacy is judged to be appropriate given the circumstances.

 

Breach of the Confidentiality policy will be considered gross Misconduct and will be dealt with according to company policy.