Confidentiality Policy
Resource and Crisis Center of Galveston County
Board of Directors
Policy Statement
Ethical behavior and communication are expected of all board members. The very fact that an
individual is served by RCC must be kept private and confidential. Disclosure can be made only
under special conditions for reasons relating to law enforcement and fulfillment of our
responsibilities. This means that board members shall not disclose any information about a
person, including the fact he or she is or is not served by our organization, to anyone outside of
this organization unless authorized by the Executive Director.
Guidelines
Protecting privacy, security and confidentiality:
Confidentiality is critical to the services and advocacy we provide. It is the obligation of the
agency to protect the privacy of those who call on the hotline, enter the Shelter, or access any
of the services RCC provides. Many clients of our agency are in life-threatening circumstances,
and to compromise the safety of any client, staff member, or Volunteer can result in immediate
suspension from the Board of Directors.
All members of RCC’s Board of Directors must sign an agreement to maintain confidentiality.
Board members may not access open or closed client files, nor may they access information
that identifies a client. Exceptions to this prohibition would be occasions in which the Executive
Director authorizes Board Members access for the purpose of handling specific administrative
situations, including but not limited to a subpoena for a client’s file, or litigations against RCC
related to the client. Access to administrative files will be monitored by the Executive Director
or her/his delegate.
There are exceptions to confidentiality laws:
A judge can subpoena confidential information regarding an agency client; however, the
subpoena must be delivered to the RCC Custodian of Records. Also, Texas law requires that any
confirmed or suspected abuse and/or neglect of children, anyone age 65 or older, and those
who are mentally and/or physically disabled MUST be reported immediately to the proper
Effective May 2010
authorities. It is also necessary to report to the authorities if anyone threatens to harm
themselves or someone else.
The items below should always be kept confidential:
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Addresses of the Shelter and addresses of staff, board members, and Volunteers
Clients’ names and/or names of their children
Diseases, illnesses, or any other client-related medical information
Contents of clients’ files, including computer files and staff work products
All communications and observations regarding adult and children clients
A board member should never:
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Telephone a client at home or send an email without previous consent from the client
Call a client’s home and identify yourself as an RCC associate
Call a client at home without removing Caller ID capabilities
Speak first or acknowledge a client or former client in public
Give ANY information about a client over the phone unless the person is previously
known and client has signed a Consent to Release Information form for that person
Leave any client identifying information where it could be read by a third party
Discuss a client with staff or Volunteers who have no real need for that information
Discuss client information in any setting where it could be overheard
Confidentiality extends to internal and employee information:
The principle of confidentiality must be maintained in all programs, departments, functions and
activities. This extends to all internal operations of RCC, including employee information,
relationships with the DA’s Office and other governmental officials.
Any disregard or abuse of this policy, whether deliberate or unintentional, is grounds for
immediate suspension from the Board of Directors.
I have read, understand, and agree to adhere to this policy during my tenure on the Board of
Directors of The Resource & Crisis Center of Galveston County.
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Signature
Date
Effective May 2010