© Focus-Trust F-T - Operations - Confidentiality Policy Reviewed July Reviewed July 2015 Page 1 of 7
Confidentiality
Policy
Reviewed July 2015
1 Aim
1.1 To protect the child’s confidentiality, in compliance with the law at all times and
give all staff clear, unambiguous guidance as to their legal and professional roles
and to ensure good practice which is understood by pupils, staff and parents/carers.
2 Rationale
2.1 The safety, well-being and protection of our pupils are the paramount
considerations in all decisions staff at Focus-Trust academies make about
confidentiality. The appropriate sharing of information between staff is an essential
element in ensuring our pupils well-being and safety.
2.2 It is an essential part of the ethos of the Focus-Trust that trust is established to
enable pupils, staff and parents/carers to seek help both within and outside the
academy in order to minimise the number of situations when personal information is
shared to ensure pupils and staff are supported and safe.
2.3 Everyone should be able to trust the boundaries of confidentiality operating
within the academy and academy Trust. Everyone in the academy community
needs to know that no-one can offer absolute confidentiality. There are limits of
confidentiality. Staff need to make informed decisions about the most appropriate
person to talk to about a child’s issue when related to health, sex, relationships or
any other personal issue they want to discuss.
3 Definition of confidentiality
3.1 Confidentiality is defined as, ‘Something which is spoken or given in private,
entrusted with another’s secret or private affairs’. It is usually health related, or details
of a sexual relationship or relationship.
3.2 The confider is asking for the content of the conversation to be kept secret.
Anyone offering absolute confidentiality to someone else would be offering to keep
the content of his or her conversation completely secret and discuss it with no-one.
In practice there are few circumstances where absolute confidentiality can be
offered. We strive to strike a balance between ensuring the safety, well-being and
protection of our pupils and staff, ensuring there is an ethos of trust where pupils and
staff can ask for help when they need it and ensuring that when it is essential to
share personal information, child protection issues and good practise are followed.
3.3 This means that in most cases what is offered is limited confidentiality. Disclosure
of the content of a conversation could be discussed with professional colleagues,
but the confider would not be identified except in certain circumstances.
3.4 Staff are told to make it clear that there are limits to confidentiality at the
beginning of the conversation. These limits relate to ensuring children’s safety and
well-being. The pupil will be informed when a confidence has to be broken for this
reason and be involved in the information sharing.
4 Different levels of confidentiality are appropriate for different circumstances
4.1 In the classroom in the course of a lesson given by a member of teaching staff or
an outside visitor including health professionals: Careful thought needs to be given
to the content of the lesson setting the climate and establishing ground rules to
ensure confidential disclosures are not made. It should be made clear to students
that this is not the time or place to disclose confidential personal information. When
a health professional is contributing to a school’s health education programme in a
classroom setting, they are working with the same boundaries of confidentiality as a
teacher.
4.2 One-to-one disclosures to members of school staff: It is essential all members of
staff know the limits of the confidentiality they can offer to both pupils and parents
and carers and any required actions and sources of further support or help available
both for the pupil or parent/carer, within the school and from other agencies where
appropriate. All staff within the Focus-Trust encourages pupils to discuss different
issues with their parents or carers and vice versa. However, the needs of the pupil
are paramount and the school staff will not automatically share information about
the pupil with his/her parents unless it is considered to be in the child’s best interests.
4.3 Disclosures to a counsellor, school nurse or health professional operating a
confidential service in the school: Health professionals such as school nurses can
give confidential medical advice to pupils provided they are competent to do so
and follow the Fraser Guidelines (guidelines for doctors and other health
professionals on giving medical advice to under 16’s). School nurses are skilled in
discussing issues and possible actions with young people and always have in mind
the need to encourage students to discuss issues with their parents or carers.
However, the needs of the pupil are paramount and the school nurse will not insist
that a pupil’s parents or carers are informed about any advice or treatment they
give.
4.4 Contraceptive advice and pregnancy: The Department of Health has issued
guidance (July 2004) which clarifies and confirms that health professionals owe
young people under 16 the same duty of care and confidentiality as older patients.
It sets out principles of good practice in providing contraception and sexual health
to under 16’s. The duty of care and confidentiality applies to all under-16’s. Whether
a young person is competent to consent to treatment or is in serious danger is
judged by the health professional on the circumstances of each individual case, not
solely on the age of the patient. However, the younger the patient the greater the
concern that they may be being abused or exploited. The Guidance makes it clear
that health professionals must make time to explore whether there may be coercion
or abuse. Cases of grave concern should be referred through child protection
procedures.
5 Reminders about dealing with confidential information in an academy setting
5.1 All information about individual children is private and should only be shared with
those staff that have a need to know.
5.2 All social services, medical and personal information about a child should be
held in a safe and secure place which cannot be accessed by individuals other
than academy staff.
5.3 The academy continues to actively promote a positive ethos and respect for the
individual, including respect for their personal information
5.4 The academy has appointed a senior lead teacher for child protection who
receives regular training.
5.5 There is clear guidance for the handling of child protection incidents and all staff
have regular training on child protection issues.
5.6 There is clear guidance for procedures, including information handling, if a
member of staff is accused of abuse.
5.7 Staff are aware that effective sex and relationship education which brings an
understanding of what is and is not acceptable in a relationship, can lead to
disclosure of a child protection issue.
5.8 Staff are aware of the need to handle all issues about different types of families in
a sensitive manner.
5.9 Any intolerance about gender, faith, religion, race, culture or sexuality is
unacceptable and should be dealt with following academy and Focus-Trust
procedures.
5.10 Parents/carers and children need to be aware that the school cannot
guarantee total confidentiality and the school has a duty to report child protection
issues.
5.11 The academy and Focus-Trust prides itself on good communication with parents
and carers and staff are always available to talk to both children and parents/carers
about issues that are causing concern. The academy encourages children to talk to
parents and carers about issues causing them concern and may in some cases
support the children to talk to their parents.
5.12 Parents/carers and children should feel reassured that only in very exceptional
circumstances will confidentiality be broken.
5.13 All children have a right to the same level of confidentiality irrespective of
gender, race, religion, medical concerns, family background and special
educational needs. A lot of data is generated in schools by these categories but
individual children should not be able to be identified.
5.14 Photographs of children should not be used without parents/carers permission
especially in the press and internet. This is often a cultural issue that the academy
needs to be aware. At no time should the child’s name be used with a photograph
so they can be identified. The Trust gives clear guidance to parents about the use of
camera and videos during public school events.
5.15 Information about children will be shared with parents but only about their child.
Parents must not have access to any other child’s books, marks and progress grades
at any time especially parents evening. However parents must be made aware that
information about their child will be shared with the receiving school when they
change school.
5.16 All personal information about children including social services records must be
regarded as confidential. It must be clearly understood by those who have access
to it, and whether those concerned have access to all, or only some of the
information. Information regarding health reports such as speech therapy, medical
reports, SEN reports, SEN minutes of meetings and social services minutes of meetings
and reports will be circulated in envelopes and once read should be returned for
secure filing.
5.17 Logs of administration of medication to children should be kept secure.
5.18 Addresses and telephone numbers of parents and children will not be passed
on except in exceptional circumstances to a receiving school or to Social Services.
Any request for information must be received in writing (email is acceptable).
5.19 Governors need to be mindful that from time to time issues are discussed or
brought to their attention about staff and children. Confidential papers should be
securely destroyed. Governors must observe confidentiality when asked to do so by
the governing body, especially in relation to matters concerning individual staff,
pupils or parents. Although decisions reached at governors’ meetings are normally
made public through the minutes or otherwise, the discussion on which decisions are
based should be regarded as confidential. Governors should exercise the highest
degree of prudence when discussion of potentially contentious issues arises outside
the governing body.
6 The legal position for academy staff
6.1 All academy and Focus-Trust staff should not promise absolute confidentiality.
Pupils do not have the right to expect that information shared with staff will never be
shared with their parents or carers, because staff cannot offer a promise of absolute
confidentiality, as this may conflict with their duty to safeguard the child.
6.2 The safety, well-being and protection of the child is the paramount consideration
in all decisions staff at this school make about confidentiality.
6.3 Staff are not obliged to break confidentiality except where child protection is or
may be an issue, however within the Focus-Trust we believe it is important staff are
able to share their concerns about pupil safety and well-being is maintained.
.
7 Teachers, counsellors and health professionals
7.1 No member of staff or volunteer must ever put themselves in a situation where
they guarantee absolute confidentiality to a pupil as there may be a requirement to
pass on information to a line manager or designated child protection officer.
7.2 All staff within the Focus-Trust receive basic training in child protection as part of
their induction and are expected to follow the child protection policy and
procedures.
8 Visitors and non-teaching staff
8.1 We expect all non-teaching staff to report any disclosures by pupils or
parents/carers of a concerning nature to the designated child protection coordinator immediately after the disclosure and in an appropriate setting, so others
cannot overhear.
They should also hand over any notes they have made at this time.
8.2 The designated child protection co-ordinator will decide what, if any, further
action needs to be taken.
9 Parents/carers
9.1 We believe that it is essential to work in partnership with parents and carers and
we endeavour to keep parents/carers abreast of their child’s progress, including any
concerns about their progress or behaviour. However, we also need to maintain a
balance so that our pupils can share any concerns and ask for help when they need
it. Where a pupil does discuss a difficult personal issue with a member of staff, they
will be encouraged to discuss the matter with their parents or carers and be
supported to do so where it is appropriate. The safety, well-being and protection of
our pupils is the paramount consideration in all decisions staff at this school make
about confidentiality.
10 Complex cases
10.1 Where there are areas of doubt about the sharing of information, the school will
consult with the LA safeguarding experts to obtain advice.
11 Support for staff
11.1 Staff may have support needs themselves in dealing with some of the personal
issues of our pupils. We prefer staff to ask for help rather than possibly making a poor
decision because you don’t have all the facts or the necessary training, or taking
worries about students home with you.
11.2 Staff should discuss any concerns with
their line manager or academy Principal.
Aim
Related documents
Date for implementation
Approved by
Date of next review
Distribution
Version control
Confidentiality Policy
To outline the agreed approach to
confidentiality across the Focus-Trust
Policies on safeguarding, child protection,
PSHE, SRE, drugs, anti-bullying, Privacy notice
docs
01.01.2013
Trust Board – 17.18.12
July 2015
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