Heston In The Community 

Policy

1. Policy Statement

Heston in the Community is committed to respecting and protecting the confidentiality of children and young people aged 8–17, their families, staff, volunteers, and partners. We recognise that maintaining confidentiality is essential to building trust while also ensuring that safeguarding responsibilities are met.
This policy explains how information is handled, shared, and protected.

2. Scope

This policy applies to:

• All staff and volunteers
• Trustees and sessional workers
• Any person working on behalf of Heston in the Community

3. What Is Confidential Information?

Confidential information includes:

• Personal details of children, young people, families, staff, and volunteers
• Records of attendance, supervision, appraisals, and complaints
• Safeguarding concerns or disclosures
• Any sensitive or private information shared in confidence

4. Confidentiality in Practice

Staff and volunteers must:

• Treat all personal and sensitive information with respect
• Only share information on a need-to-know basis
• Ensure conversations about confidential matters take place in private settings
• Store written and electronic records securely
• Follow organisational policies on data protection and record keeping

Staff and volunteers must:
Treat all personal and sensitive information with respect.
Only share information on a need-to-know basis.
Ensure conversations about confidential matters take place in private settings.
Store written and electronic records securely.
Follow organisational policies on data protection and record keeping.
Not store confidential information on personal devices or share it through personal email accounts unless authorised by the organisation.
Ensure passwords and access to electronic records are kept secure and only accessed by authorised individuals.

5. Limits of Confidentiality

Confidentiality cannot be promised in all circumstances.
Information must be shared where:

• A child or young person is at risk of harm
• There is a safeguarding or child protection concern
• There is a legal requirement to share information.Where there is a safeguarding concern, information may be shared without consent if it is necessary to protect a child or young person or another person from harm. Any information shared will be relevant, proportionate and only shared with those who need to know.

In these cases, information will be shared only with appropriate people, such as the Designated Safeguarding Lead or external agencies, to keep individuals safe.
Children and young people will be informed about what information is being shared and why, wherever possible.

6.Roles and Responsibilities

Staff and Volunteers
Staff and volunteers must:
Maintain confidentiality at all times.
Follow this policy and all safeguarding procedures.
Report any concerns or breaches of confidentiality immediately.
Complete relevant safeguarding and data protection training.
Managers and the Designated Safeguarding Lead (DSL)

Managers and the Designated Safeguarding Lead are responsible for:
Ensuring confidential information is managed appropriately.
Supporting staff with decisions about information sharing.
Maintaining secure records.
Monitoring compliance with this policy.
Investigating and responding to any breaches of confidentiality.

7. Safeguarding and Confidentiality

All staff and volunteers must:

• Never promise to keep safeguarding concerns secret
• Report safeguarding concerns immediately in line with safeguarding procedures
• Follow guidance from the Designated Safeguarding Lead

Safeguarding always takes priority over confidentiality.

8. How Young People Are Informed About Confidentiality

Heston in the Community ensures that children and young people understand their rights to confidentiality and the limits of confidentiality.
Young people are informed:

• During induction or first sessions, using age-appropriate language
• Through young-person-friendly guides (e.g. complaints and confidentiality information)
• By staff and volunteers explaining confidentiality before sensitive conversations

Young people are told:

• They have a right to privacy and to be listened to
• Information shared will be kept confidential wherever possible
• Confidentiality may be broken if there is a concern about their safety or the safety of others

Procedures for sharing information are explained clearly, including:

• Who information may be shared with (e.g. Safeguarding Lead)
• Why information may need to be shared
• What will happen next

Where possible, young people are kept informed and involved when information is shared.
Staff will ensure these explanations are provided in an age-appropriate way and revisit them whenever sensitive issues or safeguarding concerns arise.

9. Data Protection

Heston in the Community complies with data protection legislation. Personal information is:

• Collected for legitimate purposes only
• Kept accurate and up to date
• Stored securely
• Retained only as long as necessary

Heston in the Community complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Personal information is:
Collected for legitimate purposes only.
Kept accurate and up to date.
Stored securely.
Retained only as long as necessary.
Accessible only to authorised individuals.
Disposed of securely when no longer required.

10. Breaches of Confidentiality

Any breach of confidentiality must be reported immediately to a manager. Breaches may result in disciplinary action or review of volunteering arrangements.

11.Related Policies

This policy should be read alongside:
Safeguarding and Child Protection Policy
Privacy Policy
Data Protection Policy
Record Keeping Policy
Complaints Policy
Whistleblowing Policy
Code of Conduct

12. Policy Review

This policy is reviewed regularly and updated in line with legislation, best practice, and funding requirements.