Telephone Number:- 02380 864 228 Calmore Infant School Calmore Drive  Calmore, Totton SO40 - 2ZZ AT CALMORE Registered Charity Number:- 1062510
© Caterpillars Pre-school 2018
Confidentiality & Client Access to Records
In our setting, staff, supervisors and committee members can be said to have a ‘confidential relationship’ with families. It is our intention to respect the privacy of children and their parents and carers, while ensuring that they access high quality early years care and education in our setting. We aim to ensure that all parents and carers can share their information in the confidence that it will only be used to enhance the welfare of their children. There are record keeping systems in place that meet legal requirements; means of storing and sharing that information take place within the framework of the Data Protection Act and the Human Rights Act. At Caterpillars Pre-School the safety and welfare of each child, their families, volunteers and our staff team is of paramount importance. Confidentiality is a vital tool in ensuring this. Records: Staff: All staff records will be kept in a locked filing cabinet and access will be limited to the Manager, Supervisor, Chairperson and Admin Assistant where appropriate. Issues relating to staff will remain confidential to the Manager and only shared with the Chair person or outside agencies if advice is required. All staff will have read and understood the importance of this policy. Children: Only parents/carers of a child will have access to their child’s records, along with staff and outside agencies/professionals with the parent/carer permission. Sensitive records will be kept in a locked cabinet and access will be limited to the Manager and Supervisor, the child’s key worker and Chairperson where appropriate. Students will not be given access to any child’s record unless written permission has been gained from the parent/carer of that child. Any paper, tick list etc containing the children’s name/information will not be left accessible to other users and will be given to the Admin. Assistant for instant shredding when no longer in use, or in his/her absence shredded immediately by a member of staff. All visible lists will contain only the child’s first name and initial of their surname. All children’s records will be kept until that child reaches the age of 21 years, and 24 years for child protection records. Online/computers: All computers will be password protected and there is no random access to ‘random’ users. All computers are switched off at night. Confidentiality procedures: Issues regarding staff will remain confidential to the Manager and will only be shared on a ‘need to know’ basis, or if further advice is required, with eg chair, committee, outside agencies. Staff will not discuss individual children with anyone other than the child’s parents/carers or with each other for planning and curriculum purposes. We always check whether parents regard the information they share with us to be regarded as confidential or not. Any information given by parents/carers to staff will only be shared with the Supervisor, who will then only share with other staff or professionals on a ‘need to know’ basis or if further advice is required. In the case of outside agencies and professionals being involved for discussion regarding a child, parental permission will be sought. Parents/carers will also be asked for their agreement on the child’s registration form. Parental permission will be bypassed when the staff feel that a child is at risk of significant harm, and by talking to the parent/carer would endanger that child. Further advice would then be sought from the appropriate agency. Any concerns regarding child safety will be will be dealt with as per our Safeguarding Children Policy. Some parents sometimes share information about themselves with other parents as well as staff; the setting cannot be held responsible if information is shared beyond those parents whom the person has ‘confided’ in Information shared between parents in a discussion or training group is usually bound by a shared agreement that the information is confidential to the group and not discussed outside of it. We inform parents when we need to record confidential information beyond the general personal information we keep (see our record keeping procedures) - for example with regard to any injuries, concerns or changes in relationto the child or the family, any discussions with parents on sensitive matters, any records we are obliged to keep regarding action taken in respect of child protection and any contact and correspondence with external agencies in relation to their child. We keep all records securely (see our record keeping procedures). Client access to records procedures Parents may request access to any confidential records held on their child and family following the procedure below: Any request to see the child’s personal file by a parent or person with parental responsibility must be made in writing to the setting leader or manager. The pre-school manager informs the chairperson of the management committee and sends a written acknowledgement. The setting commits to providing access within 14 days, although this may be extended. The pre-school manager and/or chairperson of the management committee prepare the file for viewing. All third parties are written to, stating that a request for disclosure has been received and asking for their permission to disclose to the person requesting it. Copies of these letters are retained on file. ‘Third parties’ include all family members who may be referred to in the records. It also includes workers from any other agency, including social services, the health authority, etc. It is usual for agencies to refuse consent to disclose, preferring the individual to go directly to them. When all the consents/refusals to disclose have been received these are attached to the copy of the request letter. A photocopy of the complete file is taken. The pre-school manager and chairperson of the management committee go through the file and remove any information which a third party has refused consent to disclose. This is best done with a thick black marker, to score through every reference to the third party and information they have added to the file. What remains is the information recorded by the setting, detailing the work initiated and followed by them in relation to confidential matters. This is called the ‘clean copy’. The ‘clean copy’ is photocopied for the parents who are then invited in to discuss the contents. The file should never be given straight over, but should be gone through by the pre-school manager, so that it can be explained. Legal advice may be sought before sharing a file, especially where the parent has possible grounds for litigation against the setting or another (third party) agency. All the undertakings above are subject to the paramount commitment of the setting, which is to the safety and well-being of the child.  References to other relevant policies: Safeguarding Children & Child Protection, Confidentiality & Client Access to records, Information Sharing, Valuing Diversity & Promoting Equality , Achieving Positive Behaviour, The Role of the Key Person, Children’s Records Policy Monitoring and Evaluation Information This policy will be monitored and evaluated as per our rolling programme at staff meetings. It will be reviewed annually by the Chairperson in conjunction with the staff team and Committee unless new legislation or an incident occurs which requires an immediate review of the policy    This policy was adopted on: July 2017