COOLAMON SHIRE COUNCIL
COOLAMON EARLY CHILDHOOD CENTRE
CONFIDENTIALITY POLICY
POLICY STATEMENT:
This policy has been developed to highlight the importance of confidentiality provided by
families and children that attend the service. It is essential that staff treat this information
with respect and confidence.
RATIONALE:
Family, staff and children’s information is central to providing effective care to the children
in the service. This information needs to be handled with respect and confidence and ensure
that it will remain private.
SCOPE:
Children and their families, staff and their families and contractors and their families.
RELEVANT LEGISLATION:
The children’s service regulations 2004
QUALITY ASSURANCE SYSTEM:
Quality improvements & accreditation system – Quality practices guide, 2005
(QA 2; 2.1 – Staff and families communicate effectively to exchange information about each child and
the centre)
(QA 3; 3.2 - Each child’s learning is documented and is used in planning the program)
LOCATION OF INFORMATION:
This information will be in the policy folder
Introductions
It is central that relationships are formed with each child and their family. Families disclose
information that is private and sensitive to their families’ situation. As carers we need to
develop effective communication with families, to support and understand each child in our
care. Carers are entrusted with personal details and information that is to be treated with
respect, discretion and at all times remains confidential. For the purpose of the centre
information about children, families, staff and contractors need to be developed.
Policy Objective
To ensure confidentiality about the records
of the service.
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COOLAMON SHIRE COUNCIL
106736652
Strategies
The computer is locked with a
password.
All records of the service are located
in particular areas to ensure no
unauthorised contact is made.
Access to files via key only and are
held by staff only.
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All records that are maintained at the
service about children, staff, families and
contractors are kept safe and secure.
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Information about children and their
families within the service remains
confidential
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Information obtained about children
is kept private and confidential. The
filing cabinet is locked.
The office is the central base for
information about all stakeholders of
the service, the office has a half door
to prevent access to unauthorised
persons
Office door to be closed at all times
– to prevent access to unauthorised
personnel.
All information whether verbal or
written is treated with discretion
Information obtained about children
and families for the service is used
for observation and guidance of the
children, discussion of this
information is for development
purposes only.
Discussions are held with relevant
stakeholders to ensure information
that is passed on remains
confidential. Discussions are held
discreetly or further appointment
time made.
Information about staff and their families
within the service remains confidential
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Staff are respectful of fellow staff
members information. This
information is only used for centre
purposes.
Information about contractors and their
families remains confidential
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This information is only used for
purposes of the centre.
Disclosure of child information to parents,
guardians and authorised persons
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If staff are unaware of person, photo
identification is sort.
If NO photo identification is
available, person is required to show
two other forms of identification,
with at least one piece showing
persons address. Clarification from
parents will be sort over the phone
with parent clarifying persons
address and giving staff a description
of person.
If conversation is over the phone and
person cannot be detected, staff
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106736652
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may ask for child’s date of birth or
for persons to speak in person at
service
Opportunities for private discussions
between staff and families
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Meeting times each day between
10.00 – 11.00 & 1.30 – 2.00 or a
mutually agreed time between
parent and carer.
Allocated area – staff room for
privacy
Concerns and complaints are
respected and handled with respect
and discretion. Concerns/complaints
may be in the form of verbal or
written.
Is a suggestion box in office for
suggestions to be made discretely.
Sourced Documents:
 Quality Improvements and Accreditation System - Quality Practices guide 2005
 The children’s service regulations 2004
REVIEW
This policy may be reviewed at any time but unless otherwise requested at least every two
(2) years from date of adoption.
Date implemented: December 2007
Reviewed: July 2009
Implemented: 10th July 2009
Version 2 Adopted: Council Meeting held 24 September 2009 (Minute No.292/09/2009)
Version 1 Adopted: Council Meeting held 23 April 2009 (Minute No: 10/04/2009 )
COOLAMON SHIRE COUNCIL
106736652
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