Confidentiality 

At Lamb Setts, we have a ‘confidential relationship’ with families. We respect the privacy of children and their parents and carers and aim to provide high quality childcare within this confidential and professional context. We aim to ensure that all parents and carers feel confident that the information they share with us will only be used to enhance the welfare of their children. 

We have record keeping systems in place that meet legal requirements and methods of storing and sharing information which meet the requirements of the Data Protection Act and the Human Rights Act. 

Definition of Confidential Information :

‘Confidential information is information of some sensitivity, which is not already lawfully in the public domain or readily available from another public source, and which has been shared in a relationship where the person giving the information understood it would not be shared with others.’ (Information Sharing: Practitioners Guide)

 Procedures Relating to Children 

Each child has a personal file which is stored securely, only the manager or deputy has full access to these records via locked cabinet or password access to the computer management system. Any part of these records which needs to be available more widely, for example, telephone numbers for emergency contact, will be extracted from the file and maintained separately.

When parents and carers are asked to complete and sign confidential records at the setting, they must be given privacy to do this.

All records/forms kept in the classroom must be store in files away from view  

General Documents :

Children’s personal files contain the original application form, admission pack, signed funding information, parental responsibility forms, information regarding payments and any written correspondence between the setting and parents. 

Other Information:

Additional information such as injury forms, custody orders, notes on any other sensitive discussions, detailed medical records, correspondence with external agencies. Parents are informed of the need to store this additional information and assured it will be treated with the same level of confidentially as all other details. 

Child Protection:

Sometimes it is necessary to store information relating to child protection issues in a separate file. 

When out in the playground or on outings staff must refer to children by their Christian name only. 

STAFF MUST ALSO BE AWARE THAT THEY MUST NOT DISCUSS CHILDREN OR FAMILIES WHEN OUTSIDE THE SETTING. 

Parents Access to their Child’s Records 

Parents have the right to see their child’s personal file.

The request must be made in writing and Lamb Setts commits to provide access within 14 days (unless circumstances which are beyond our control prevent this and the this timescale may need to be extended) 

The file must be prepared for viewing. This means that all third parties referred to in the file have to be notified of the request and must give their written consent for the viewing (this may include relatives mentioned in the file or outside agencies) When all consents are received (or refusals) the file must be prepared by photocopying the file and then blanking out any reference to third parties who have not given written consent. This is referred to as a ‘clean copy’ which can be viewed by parents. A meeting should be arranged and the file should be gone through with parents so that it can be fully explained. 

Procedures Relating to Staff 

Each member of staff has a personal file which is stored securely, only the manager or deputy has full access to these records via locked cabinet or password access to the computer management system. Any part of these records which needs to be available more widely, for example, telephone numbers for emergency contact, will be extracted from the file and maintained separately. 

General Documents :

Staff personal files contain emergency contact details, the original application form, CV, record of CRB check, references, photocopies of ID and certificates, details of training, P45, P46, P60, reviews and appraisals, written warnings, written communication between employee and employer. 

Employee’s  Access to their Personal Records 

Staff have the right to see their child’s personal file.

The request must be made in writing and Lamb Setts commits to provide access within 14 days (unless circumstances which are beyond our control prevent this and the this timescale may need to be extended) 

The file must be prepared for viewing. This means that all third parties referred to in the file have to be notified of the request and must give their written consent for the viewing (this may include referees mentioned in the file or outside agencies) When all consents are received (or refusals) the file must be prepared by photocopying the file and then blanking out any reference to third parties who have not given written consent. This is referred to as a ‘clean copy’ which can be viewed by staff. A meeting should be arranged and the file should be gone through with the member of staff so that it can be fully explained.

Lamb Setts Records 

Staff must be aware that all information gained at Lamb Setts and all documentation produced by Lamb Setts is not for discussion or commercial use outside Lamb Setts.

This applies to all Policy Documents.

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Information Sharing

At Lamb Setts we recognise that parents have a right to know that the information they share with us will be treated confidentially. However, there are some circumstances where information may need to be shared without the consent .of the person who provided it 

Information will only be shared without consent if:

• It is to prevent a crime from being committed
• To intervene when a crime may have been committed
• To prevent harm to a child or adult 

The decision to share information without consent would be made by at least two members of the management team. 

The decision will be based on the following criteria:

• Where there is evidence that the child is suffering, or at risk of suffering significant harm
• Where the is reasonable cause to believe that a child may be suffering, or at risk of suffering significant harm
• To prevent significant harm arising to children or young people or serious harm to adults, including the prevention, detection and prosecution of a serious crime. 

At Lamb Setts we refer to the document ‘Information Sharing: Guidance for Practitioners and Managers’ (DCSF 2008) when sharing information.