Confidentiality Policy

Statement of intent

It is our intention to respect the privacy of children and their parents and careers, while ensuring that they access high quality early years care and education in our setting.

Aim

We aim to ensure that all parents and careers can share their information in the confidence that it will only be used to enhance the welfare of their children.

Methods

We keep two kinds of records on children attending our setting:

1. Developmental records

• These include observations of children in the setting, samples of their work, summary developmental reports and records of achievement.
• They are usually kept in the playroom and can be accessed and contributed to by staff and the child’s parents.

2. Personal records.

• These include registration and administration forms, signed consents, and correspondence concerning the child or family, reports or minuets from meeting concerning the child from other agencies, an ongoing record of relevant contact with parents, and observations by staff on any confidential matter involving the child, such as developmental concerns or child protection matters.
• These confidential records are kept in a lockable file and are kept secure by the manager.
• Parents have access, in accordance with the access to records procedure, to the files and records of their own children but do not have access to information about other children.
• Staff will not discuss personal information given by the parents with other members by staff, except where it affects planning for the child's needs. Staff induction includes an awareness of the importance of confidentiality in the role of the key person.

Other records

• Issues to do with the employment of staff, whether pain or unpaid, remain confidential to the people directly involved with making personnel decisions.
• Students on recognized qualifications and training when they are observing in the setting are advised of our confidentiality policy and are required to respect it.

Assess to personal records

Parents may request access to any 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 Manager.
• The Manager informs Kirstan and sends written acknowledgement.
• The setting commits to providing access within 14 days –although this may be extended.
• The manager and Kirstan prepare the file for viewing.
• All third partie are written to, stating that a request for disclosure has been received and asking for their permission to disclosure to the person requesting it. A copy of these letters are retained on file.
• 'Third parties' include all family members who are 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 to them.
• When all consents/refusals to disclose have been received these are attached to the copy of the request letter.
• A photocopy of the completed file is taken.
• The manager and Kirstan go through the file and remove any information which a third party has refused consent to disclose. This is best done with 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 '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 manager so that it can be explained.
• Legal advice may be sought before sharing a file, especially where a parent has possible grounds for litigation against Sticky Mits or another (third party) agency.

All the undertakings above are subject to the paramount commitment of Sticky Mits, which is to the safety and well-being of the child.