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282 <h2>
282 Confidentiality Policy
282 </h2>
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287 <div id="scope_box">
288 <h3>
288 SCOPE OF THIS CHAPTER
288 </h3>
289 <p>
289 This procedure sets out the responsibility of the employee to familiarise themselves with the
handling of confidential information in the context of their social work role and as an employee
of the council.
289 </p>
290 <h3>
290 RELATED GUIDANCE
290 </h3>
291 <p>
291 <a
href="https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/f
ile/721581/Information_sharing_advice_practitioners_safeguarding_services.pdf" target="_blank"
rel="noopener">
291 Information Sharing: Advice For Practitioners Providing Safeguarding Services To Children, Young
People, Parents And Carers (GOV.UK)
291 </a>
291 </p>
292 <h3>
292 AMENDMENT
292 </h3>
293 <p>
293 This guidance was updated in October 2019 to add a note with regard to confidential information
being sent by email which must be done from a Bexley work email address and via the use of the
Egress secure mail server only.
293 </p>
294 </div>
295 <div id="sections">
297 <h3 id="sections_list">
297 Contents
297 </h3>
298 <ol>
299 <li>
299 <a href="#csconfid">
299 Children's Services Confidentiality Policy
299 </a>
299 </li>
300 <li>
300 <a href="#confidval">
300 Confidentiality Values and Principles
300 </a>
300 </li>
301 <li>
301 <a href="#freedom">
301 Freedom of Information Act 2000
301 </a>
301 </li>
302 </ol>
303 <h3 id="csconfid">
303 1. Children's Services Confidentiality Policy
303 </h3>
304 <h4>
304 1.1 Introduction
304 </h4>
305 <p>
305 Children's Services recognises its common law duties to safeguard the confidentiality of all
personal information. Wherever disclosure of confidential information to another person or
organisation is being considered, a check will always be made to ensure that such disclosure is
lawful.
305 </p>
306 <p>
306 All Council staff must be made aware that the General Data Protection Regulations (GDPR) and Data
Protection Act 2018 apply to the processing of all personal data, both in paper and electronic
records. Where disclosure is proposed, and there is any doubt as to whether the Data Protection
Act / GDPR apply or whether only the common law of confidentiality applies, advice will always be
sought, from the Council's Data Protection Officer and/or Legal Services.
306 </p>
307 <p>
307 The Council will always record its reasons for deciding not to observe any duty of confidence it
owes to a person who is the subject of information disclosed.
307 </p>
308 Email messages sent via the internet can be intercepted, read and changed relatively easily.
Consequently, Council staff will not use the internet to pass on personal identifiable information
about service users unless a secure or encrypted connection is in place.
309 <h4>
309 1.2 Staff Obligations
309 </h4>
310 <p>
310 The Council's conditions of employment, issued as part of every employee's contract, detail the
obligations placed upon the Council staff.
310 </p>
311 <p>
311 Staff employed with the Council will come into contact with confidential information/data relating
to the work of the Council, its service users and other staff. Staff are bound by their conditions
of service to respect the confidentiality of any information that they may come into contact with
and under no circumstances should such information be divulged or passed to any persons or
organisation in any form unless such disclosure is authorised under this policy.
311 </p>
312 <p>
312 Any unauthorised disclosure of confidential information by Council staff may result in
disciplinary action. Staff may also face prosecution under the Data Protection Act 2018.
312 </p>
313 <p>
313 Where Council staff misuse confidential information, e.g. disclose their password to someone else
or use someone else's password to gain access to systems, they could face disciplinary action that
could lead to dismissal. They may also be prosecuted under the Computer Misuse Act 1990.
313 </p>
314 <p>
314 Managers must ensure that confidentiality is discussed with all new employees, as part of their
induction. It is recommended that staff acknowledge that they have taken note of the contents of
this policy.
314 </p>
315 <p>
315 Volunteers and work experience students must also have their role in maintaining confidentiality
made clear by the member of staff responsible for them and must be aware of and adhere to this
policy.
315 </p>
316 <h4>
316 1.3 Commercial Confidentiality
316 </h4>
317 <p>
317 Some Council staff may have access to commercial information, agreements or contracts. This
information must be treated as confidential, and only discussed/disclosed where this forms part of
the employee's remit within the organisation. Staff should consult their manager if they are in
any doubt.
317 </p>
318 <h4>
318 1.4 Research, Audit and Monitoring
318 </h4>
319 <p>
319 Access to confidential information or anonymous data may be sought for research, audit or
monitoring purposes, either by other council areas or by outside organisations or public bodies.
319 </p>
320 <p>
320 Internal requests related to research projects must be approved and a formal submission will be
required.
320 </p>
321 <p>
321 All external requests or enquiries may need to be directed to the Data Protection Officer for
clarification or Legal Services for their approval.
321 </p>
322 <h4>
322 1.5 Press Interest, Police and Legal Enquiries
322 </h4>
323 <p>
323 All media enquiries should be referred to the Chief Executive via the press office.
323 </p>
324 <p>
324 The Police do not have automatic rights to personal information held by the Council about service
users. The matter should always be referred to a manager and/or the Data Protection Officer/Legal
Services.
324 </p>
325 <p>
325 Any requests for access to confidential information held by the Council for the purpose of any
legal proceedings must be referred to the Council's Legal Services. A Court Order is required in
order to release such information for legal proceedings. Verbal or written requests from lawyers
are not sufficient. Staff should also seek advice from their manager and, where advised, the
Data Protection Officer to ensure that correct action is taken.
325 </p>
326 <h3 id="confidval">
326 2. Confidentiality Values and Principles
326 </h3>
327 <p>
327 The following guidance should be read along with the publication
327 <a
href="https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/f
ile/721581/Information_sharing_advice_practitioners_safeguarding_services.pdf" target="_blank"
rel="noopener">
327 Information Sharing: Advice For Practitioners Providing Safeguarding Services To Children, Young
People, Parents And Carers (DfE)
327 </a>
327 .
327 </p>
328 <h4 id="twoptone">
328 2.1 Personal information is subject to a legal duty of confidence
328 </h4>
329 <p>
329 Personal information held about children is subject to a legal duty of confidence and should not
normally be disclosed without the consent of the subject. The exceptions to this are set out in
329 <a href="#twopttwo">
329 Paragraph 2.2
329 </a>
329 below.
329 </p>
330 <p>
330 The legal framework for confidentiality is contained in the common law duty of confidence, the
Children Act 1989, the Human Rights Act 1998, the EU General Data Protection Regulations (GDPR)
and the Data Protection Act 2018.
330 </p>
331 <h4 id="twopttwo">
331 2.2 Disclosure of confidential information is permitted in exceptional circumstances
331 </h4>
332 <p>
332 Whilst the general principle is that information obtained about children and their families must
be shared with them and not with others, there are exceptions. The public interest in safeguarding
the welfare of children overrides the public interest in maintaining confidentiality, and the law
permits the disclosure of confidential information where this is necessary to safeguard a child or
children. Effective information-sharing underpins integrated working and is a vital element of
both early intervention and safeguarding.
332 </p>
333 <p>
333 Disclosure of confidential information should be justifiable in each case, for example to provide
information to professionals from other agencies working with the child, and where possible and
appropriate, the agreement of the person concerned should be obtained.
333 </p>
334 Those working with children and families must make it clear to them that confidentiality may not be
maintained if the disclosure of information is necessary in the interests of the child. Even in
these circumstances, disclosure will be appropriate for the purpose and only to the extent necessary
to achieve that purpose.
335 <p>
335 There may also be situations where third parties have a statutory right of access to the
information or where a court order requires that access be given.
335 </p>
336 <p>
336 The circumstances in which information held in records on children and families can and should be
disclosed and shared with others with or without consent are set out in the following sections.
336 </p>
337 <p>
337 In all other cases, where third parties such as advocates, solicitors or external researchers
request access to information, this should only be given if written consent is given by the person
concerned or if a Court Order requires it.
337 </p>
338 <h4 id="twoptthre">
338 2.3 Situations where disclosure is permitted should be shared with children involved
338 </h4>
339 <p>
339 Children and families should be informed of the circumstances in which information about them will
be shared with others, and their consent to this sharing obtained. They should also be helped to
understand that, in some situations, sharing information without consent could be justified – for
example to safeguard a child or adult at risk. It should be made clear that in each case the
information passed on will only be what is relevant and on a 'need to know' basis.
339 </p>
340 <h4 id="twoptfour">
340 2.4 Information should be disclosed to colleagues and other professionals/agencies on a need to
know basis
340 </h4>
341 <p>
341 Sharing information promptly with others working with the same child, or who may need to know, is
invariably the key to safeguarding the child's interests.
341 </p>
342 <p>
342 Therefore, relevant information about children must be shared with colleagues, other professionals
or agencies that may have a role to play in their care.
342 </p>
343 <p>
343 There are also situations where council employees have a legal duty to share information.
343 </p>
344 <p>
344 For example:
344 </p>
345 <ul>
346 <li>
346 Where professionals are undertaking a Section 47 Enquiry in relation to a child;
346 </li>
347 <li>
347 Where information is requested in the furtherance of an inquiry or tribunal, or for the purposes
of a Serious Case Review.
347 </li>
348 </ul>
349 <p>
349 In such circumstances the person to whom the information relates should be informed that records
have been requested unless to do so would prejudice the purpose of the request.
349 </p>
350 <p>
350 Any objections they have should be considered before responding to the person making the request.
350 </p>
351 <p>
351 Where information or records are passed to others it should be noted and confirmed in writing.
351 </p>
352 <p>
352 Information may also be disclosed to persons who have a statutory right of access to the
information, for example:
352 </p>
353 <ul>
354 <li>
354 Where the Court directs that records be produced or a Children's Guardian is appointed;
354 </li>
355 <li>
355 Where information is requested by Inspectors of the Regulatory Authority (who have specific
statutory powers that permit access to records).
355 </li>
356 </ul>
357 <p>
357 Where information is requested by telephone or electronically, great care must be taken to ensure
that the recipient is entitled to receive the information requested. Where there is any doubt the
information may not be provided without the approval of a manager.
357 </p>
358 <h3 id="freedom">
358 3. Freedom of Information Act 2000
358 </h3>
359 <p>
359 The Freedom of Information Act 2000 came into force on 1 January 2005.
359 </p>
360 <p>
360 Under the Act anybody may request non personal information in writing or via email from a public
authority (which includes all local authorities) and must receive a response within 20 working
days. The Act confers two statutory rights on applicants:
360 </p>
361 <ul>
362 <li>
362 To be informed in writing whether or not the public authority holds the information requested;
and if so;
362 </li>
363 <li>
363 To have that information communicated to them.
363 </li>
364 </ul>
365 <p>
365 The Act applies to all information whether recent or old.
365 </p>
366 <p>
366 The Act sets out 23 exemptions from rights of access to information. If the information is exempt,
there is no right of access under the Act.
366 </p>
367 <p>
367 One exemption relates to personal information. This means that an application for personal
information under the Act is exempt and will not therefore be dealt with under the Act. See -
367 <a href="p_access_to_recs.html">
367 Access to Records / Subject Access Requests Procedure
367 </a>
367 .
367 </p>
368 <p>
368 Another category relates to information provided in confidence where disclosure would involve an
actionable breach of confidence. This would include information provided by a member of the public
about a child protection issue where the provider has provided the information on the basis that
anonymity will be maintained.
368 </p>
369 <p>
369 The Act therefore does not change the legal position into the principles of confidentiality set
out in
369 <a href="#twoptone">
369 paragraphs 2.1
369 </a>
369 to 2.4 above.
369 </p>
370 <p>
370 Whenever confidential information or documents are being sent via email to a recipient, this must
always be done from a Bexley work email address and via the use of the Egress secure mail server
only.
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