CONFIDENTIALITY POLICY
The W.A.T.CH Project
Contents
1 Contents
1
2 Code of Conduct
2.1 Confidentiality Within the Group of Organisers and Volunteers . . . . . . . . . . . . . . .
2.2 Professional Standards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.3 Attitudes and Behaviours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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3 Confidentiality
3.1 Introduction . . . . . . . . . .
3.2 Confidentiality - General . . . .
3.3 Confidentiality - Specific . . .
3.4 Training and Development . .
3.5 When Confidentiality is Broken
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4 The Principals of Data Protection
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5 Exceptions
5.1 Safeguarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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6 Conclusion
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2
2.1
Code of Conduct
Confidentiality Within the Group of Organisers and Volunteers
Whatever is said within the project activities is confidential, unless you feel that you are dealing with
someone who is at risk of hurting themselves or someone else, in which case it must be reported to either
a professional (working with the project) or an appropriate agency, e.g. Mind, Samaritans, Relate, NHS.
2.2 Professional Standards
All organisers and volunteers should be welcoming, friendly and caring towards the participants.
All participants must be non-judgemental and caring towards others.
If a participant is upset/distressed and you are concerned about them arrange a time/date to contact
them to check they are okay.
Ensure you take down the name, contact number and address of those who attend.
2.3
Attitudes and Behaviours
Organisers and supporters are required to behave in a reliable, competent, professional and friendly manner
at all times. Be honest but be sensitive to the prevailing set of circumstances. Be prepared to learn from
the experience of supporting the project. If there is any uncertainty about what you should do, consult
with the project manager or other professional supporter, who may be required to take action to resolve
such uncertainties.
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3.1
C onfidentiality
Introduction
Without the acceptance of the principles underpinning confidentiality, W.A.T.CH CIC is likely to fail to
meet its objectives, as no one would have faith in the project.
3.2
Confidentiality - General
Those who carry out activities for the project are expected to respect those matters of a confidential nature
that arise from the management and administration of the project. The fact that a matter is confidential
may be revealed in writing on documents or expressed during discussions. However, it is also necessary for
organisers and volunteers to exercise sound judgement at all times when involved with such matters.
Without the security of a confidential environment around them, attendees may feel inhibited to speak.
This may damage social interaction, debate and hinder the offering of ideas or suggestions for fear that
they will be reported out of context. Additionally, unrestrained critical comments about individuals are
likely to have a negative effect. Equally, half-expressed and poorly articulated business ideas may damage
confidence outside of the project and harm the prospects for success.
3.3
Confidentiality - Specific
Perhaps of even greater importance is the nature of confidential relationships when dealing with persons
who most need the help. These include existing members and newly referred participants, expecting that
whatever they say or reveal is treated with respect and will not be exposed to others. Revelation would be
unprofessional, embarrassing and damaging to relationships resulting from a breakdown in trust. People
will trust those who respect their confidences and distrust and not want to deal with those who place their
private affairs and feelings into the public domain.
3.4
Training and Development
Although the principles remain in place, they are likely to be extended through training and development
programmes when more detailed guidance will be offered. Thus training will additionally stress rather
than diminish the need for confidentiality.
3.5
When Confidentiality is Broken
Where evidence shows that confidentiality has been broken this may result in:
• The member concerned being denied access to particular duties within the project
• The member being asked to leave the project.
4
The Principals of Data Protection
The Act stipulates that anyone processing personal data must comply with Eight Principles of good
practice. These Principles are legally enforceable.
The Principles require that personal information:
• Shall be processed fairly and lawfully and in particular, shall not be processed unless specific conditions
are met,
• Shall be obtained only for one or more specified and lawful purposes and shall not be further processed
in any manner incompatible with that purpose or those purposes,
• Shall be adequate, relevant and not excessive in relation to the purpose or purposes for which it is
processed,
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• Shall be accurate and where necessary, kept up to date,
• Shall not be kept for longer than is necessary for that purpose or those purposes,
• Shall be processed in accordance with the rights of data subjects under the Act,
• Shall be kept secure i.e. protected by an appropriate degree of security,
• Shall not be transferred to a country or territory outside the European Economic Area, unless that
country or territory ensures an adequate level of data protection.
The Act provides conditions for the processing of any personal data. It also makes a distinction between
personal data and sensitive personal data.
Personal data is defined as, data relating to a living individual who can be identified from:
• That data and other information which is in the possession of, or is likely to come into the possession
of the data controller and includes an expression of opinion about the individual and any indication
of the intentions of the data controller, or any other person in respect of the individual.
Sensitive personal data is defined as personal data consisting of information as to:
• Racial or ethnic origin;
• Political opinion;
• Religious or other beliefs;
• Trade union membership;
• Physical or mental health or condition;
• Sexual life;
• Criminal proceedings or convictions.
All volunteers within W.A.T.CH will take steps to ensure that personal data is kept secure at all times
against unauthorised or unlawful loss or disclosure and in particular will ensure that:
• Paper files and other records or documents containing personal/sensitive data are kept in a secure
environment and shredded when no longer required;
• Handling methods will be reviewed every twelve months;
• Personal data held on computers and computer systems is protected by the use of secure passwords,
which should be changed every three months;
• Individual passwords should be such that they are not easily compromised.
5
5.1
Exceptions
Safeguarding
We are committed to maintaining confidentiality at all times. However, when information is disclosed to
us that leads us to believe that there may be a risk to the person (or persons) disclosing the information,
or to anyone else, we are obligated to disclose the information to relevant bodies.
Relevant bodies may include:
• Mental Health Services,
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• A GP or other health professional,
• Social Services,
• The Police,
We will always try to talk to those whom the information concerns, so that they are aware of the rationale
behind the disclosure and the person to whom the information will be disclosed. In some situations, though,
it may not be possible to do this.
6
Conclusion
Confidentiality is of vital importance to the functioning of this project and the other projects we are involved
in: Information Desk and the W.A.T.C.H. project. It is an aid to the efficient and effective running of
these projects. Where people fail to respect confidentiality they may be asked to no longer take part.
Signed: …………………………………………………..
Reviewed On:
17th June 2014
Next Review Due Date:
30th June 2015
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Date: ………………………………