Confidentiality


Last updated 30 September, 2019

Principle and statement of intent

At Bumbles Day Care it is our intention to respect the privacy of children, their parents/carers. Any information obtained by Bumbles staff about any child or their parent/carer attending Bumbles Day Care will be treated in a confidential manner and passed on to other staff purely on a ‘need to know’ basis only. Bumbles have several protections in place to ensure that all personal and confidential information is kept safe.

Personal information is defined as any information relating to an individual who can be identified either from the data, or from other known information. Confidential information is privileged or proprietary information that could cause harm, (including reputational damage), to individuals if compromised through alteration, corruption, loss, misuse, or unauthorised disclosure.

We have formulated our policy using the following publications:

  • Getting it Right – standards of practice for the protection of children and young people, published by Volunteer Now third edition Aug 2009, updated Feb 2011 (funded by DHSSPS) – standard 6 states that “Good information sharing is essential in safeguarding children and young people.”
  • Our Duty to Care (ODTC) – Principles of Good Practice for the protection of children and young people published by Volunteer Now, fifth edition 2009, updated April 2011 (supported by DHSSPS)

In collecting and storing information we follow the Individual Rights set out in the General Data Protection Regulation May 2018.

Procedures

Upon registration, staff members are made aware of any information which affects the care they give a particular child, i.e. medical condition, any special dietary requirements etc. This information is made available through My Nursery Pal. Only staff with password access can see your child’s personal information/profile. Staff members also have access to a list containing the names and contact numbers of those people authorised to collect children from Bumbles Day Care. Apart from this information, to protect confidentiality:-

  • Registration forms and personal information about children, families and staff are held digitally and securely.
  • Parents have ready access to the files and records of their own children but do not have access to information about any other child.
  • Staff will not discuss personal information given by parents with other members of staff, except where it affects planning for the child’s learning needs and well being. Staff induction includes an awareness of the importance of confidentiality in the role of the key person.
  • Staff will not discuss any work related issue outside the setting with anyone including family members & friends.
  • Any concerns/evidence relating to a child’s personal safety are kept in a secure, confidential file and are shared with as few people as possible on a “need-to-know” basis.
  • If a parent asks for information and Bumbles have concerns relating to child protection, then the information should not be disclosed until Bumbles have discussed this with the appropriate stakeholders. The parent who has asked for the information must be told of the reason why Bumbles are withholding their personal data.
  • We have “data sharing agreements” in place to ensure that information is given out only when necessary and to the appropriate authorities.
  • Issues to do with the employment of staff, whether paid or unpaid, remain confidential to the people directly involved with making personnel decisions.
  • We have clear policies on the use of mobile phones within the setting which prohibits their use by staff, visitors or parents around the children.
  • We have clear policies which prohibit staff, students or volunteers discussing work, work related issues, children & families on any social networking site.
  • We have a disciplinary procedure which sets out clear steps of action if confidentiality or personal data has been breached.

Limits to confidentiality

If a staff member gained information in the course of conversation with a child or their parents/carer’s, either inside or outside Bumbles Day Care, which they felt put either the child’s or parent’s/carer’s welfare at risk, the boundaries of confidentiality would consequently be crossed over and it would be the staff member’s responsibility to pass on the information in question to the Manager or Deputy Manager, so that appropriate action could be taken to protect the child or parent involved.

In such instances, a staff member should not promise or agree to maintain confidentiality and should let the parent or child involved know that any information given will have to be passed on by them. Please refer to our Child Protection Policy and General Data Protection Regulation.

Social Services can see all records and reports.