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136 <h1>
136 Confidentiality Policy
136 </h1>
141 <div class="well">
142 <p class="bold">
142 SCOPE OF THIS CHAPTER
143 </p>
144 <p>
144 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.
144 </p>
145 <p class="bold">
145 RELATED GUIDANCE
145 </p>
146 <a
href="https://www.gov.uk/government/publications/safeguarding-practitioners-information-sharin
g-advice" target="_blank" rel="noopener">
146 Information Sharing: Advice for Practitioners Providing Safeguarding Services to Children,
Young People, Parents and Carers
146 </a>
148 </div>
155 <div class="section">
155 <h2 id="csconfid">
155 1. Children's Services Confidentiality Policy
155 </h2>
156 <h3>
156 1.1 Introduction
156 </h3>
157 <p>
157 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.
157 </p>
158 <p>
158 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 applies or whether only the common law of confidentiality
applies, advice will always be sought, from the Council's Information Governance Team
(including the Data Protection Officer) and/or Legal Services, and where appropriate the
Caldicott Guardian.
158 </p>
159 <p>
159 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.
159 </p>
160 <p>
160 E-mail 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 or secure email is used.
160 </p>
161 <h3>
161 1.2 Staff Obligations
161 </h3>
162 <p>
162 The Council's conditions of employment, issued as part of every employee's contract, detail
the obligations placed upon the Council staff.
162 </p>
163 <p>
163 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 within the Employee Code of Conduct 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.
163 </p>
164 <p>
164 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.
164 </p>
165 <p>
165 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.
165 </p>
166 <p>
166 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.
166 </p>
167 <p>
167 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.
167 </p>
168 <h3>
168 1.3 Commercial Confidentiality
168 </h3>
169 <p>
169 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.
169 </p>
170 <h3>
170 1.4 Research, Audit and Monitoring
170 </h3>
171 <p>
171 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.
171 </p>
172 <p>
172 Internal requests related to research projects must be approved and a formal submission will
be required.
172 </p>
173 <p>
173 All external requests or enquiries may need to be directed to the Information Governance
Team (including the Data Protection Officer) for clarification or Legal Services for their
approval. Requests for information may fall under the Freedom of Information Act 2000 and
should be processed in line with the corporate process.
173 </p>
174 <h3>
174 1.5 Press Interest, Police and Legal Enquiries
174 </h3>
175 <p>
175 All media enquiries should be referred to the Chief Executive via the press office.
175 </p>
176 <p>
176 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/rthe Information
Governance Team/Legal Services. Police requests for information should be submitted on an
official police form, stating the policing purpose and signed by the requestors senior
officer.
176 </p>
177 <p>
177 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 Information Governance Team (Including Data Protection Officer) to
ensure that correct action is taken.
177 </p>
177 </div>
178 <div class="section1">
178 </div>
184 <div class="section">
184 <h2 id="confidval">
184 2. Confidentiality Values and Principles
184 </h2>
185 <p>
185 The following guidance should be read along with the publication
185 <a
href="https://www.gov.uk/government/publications/safeguarding-practitioners-information-shar
ing-advice" target="_blank" rel="noopener">
185 Information Sharing: Advice for Practitioners Providing Safeguarding Services to Children,
Young People, Parents and Carers
185 </a>
185 .
185 </p>
186 <h3>
186 2.1
186 <a id="twoptone">
186 </a>
186 Personal information is subject to a legal duty of confidence
186 </h3>
187 <p>
187 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 or where there is a legal basis
under they Data Protection Act 2018 to do so. The exceptions to this are set out in
187 <a href="#twopttwo">
187 Paragraph 2.2
187 </a>
187 below.
187 </p>
188 <p>
188 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.
188 </p>
189 <h3>
189 2.2
189 <a id="twopttwo">
189 </a>
189 Disclosure of confidential information is permitted in exceptional circumstances
189 </h3>
190 <p>
190 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.
190 </p>
191 <p>
191 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 person concerned should be informed.
191 </p>
192 <p>
192 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.
192 </p>
193 <p>
193 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.
193 </p>
194 <p>
194 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.
194 </p>
195 <p>
195 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. A record of this should be
kept, the consent may need to be reviewed at appropriate intervals to ensure that it is
still appropriate and in place.
195 </p>
196 <h3>
196 2.3
196 <a id="twoptthre">
196 </a>
196 Situations where disclosure is permitted should be shared with children involved
196 </h3>
197 <p>
197 Children and families should be informed of the circumstances in which information about
them will be shared with others, they will be informed via a Privacy Notice explaining about
how their information is used and held. 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.
197 </p>
198 <h3>
198 2.4
198 <a id="twoptfour">
198 </a>
198 Information should be disclosed to colleagues and other professionals/agencies on a need to
know basis
198 </h3>
199 <p>
199 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.
199 </p>
200 <p>
200 Therefore, relevant information about children must be shared with colleagues, other
professionals or agencies that may have a role to play in their care.
200 </p>
201 <p>
201 There are also situations where council employees have a legal duty to share information.
201 </p>
202 <p>
202 For example:
202 </p>
203 <ul>
204 <li>
204 Where professionals are undertaking a section 47 enquiry in relation to a child;
204 </li>
205 <li>
205 Where information is requested in the furtherance of an inquiry or tribunal, or for the
purposes of a serious case review.
205 </li>
206 </ul>
207 <p>
207 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.
207 </p>
208 <p>
208 Any objections they have should be considered before responding to the person making the
request.
208 </p>
209 <p>
209 Where information or records are passed to others it should be noted and confirmed in
writing.
209 </p>
210 <p>
210 Information may also be disclosed to persons who have a statutory right of access to the
information, for example:
210 </p>
211 <ul>
212 <li>
212 Where the Court directs that records be produced or a children's guardian is appointed;
212 </li>
213 <li>
213 Where information is requested by Inspectors of the regulatory authority (who have
specific statutory powers that permit access to records).
213 </li>
214 </ul>
215 <p>
215 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.
215 </p>
216 </div>
217 <div class="section1">
217 </div>
223 <div class="section">
223 <h2 id="freedom">
223 3. Freedom of Information Act 2000
223 </h2>
224 <p>
224 The Freedom of Information Act 2000 came into force on 1 January 2005.
224 </p>
225 <p>
225 Under the Act anybody may request non personal information in writing or via e-mail 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:
225 </p>
226 <ul>
227 <li>
227 To be informed in writing whether or not the public authority holds the information
requested; and if so;
227 </li>
228 <li>
228 To have that information communicated to them.
228 </li>
229 </ul>
230 <p>
230 The Act applies to all information whether recent or old.
230 </p>
231 <p>
231 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.
231 </p>
232 <p>
232 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
232 <a href="files/subject_access_rec.pdf" target="_blank" rel="noopener">
232 Subject to Access Records Procedure
232 </a>
232 .
232 </p>
233 <p>
233 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.
233 </p>
234 <p>
234 The Act therefore does not change the legal position into the principles of confidentiality
set out in
234 <a href="#twoptone">
234 paragraphs 2.1
234 </a>
234 to 2.4 above.
234 </p>
235 <p>
235 Freedom of information requests will be managed via the corporate process and appropriate
directorate reps.
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