Activity 2.10 A
Report on how confidentiality of information can be preserved
Recommendations:
-It is recommended that the organisation develops a policy and procedure on what is confidential information, how it would be kept and how it should be shared.
-It is recommended that this policy should become as the organisations standard QMS package.
-This policy and procedures should also become part of the new staff induction program and staff agreement.
-As part of the organizations in service training workshops, confidentiality practices should also be reviewed.
An example of a confidentially policy should have:
The Purpose of the policy
Which is to ensure that learners' rights to confidentiality of personal information are protected by the company /training provider and those that are given access to such information.
Values
The Company/Training Provider believes that all learners should have the right to expect that personal Information held about them will be treated with confidentiality and with respect.
Scope (The policy should highlight opportunities for when this policy is applicable and not limited to)
• When should confidential information be collected and kept, example
During enrolment, attaining abilities and disabilities, during assessment and reviews, when giving feedback
The Policy should highlight what is expected for example
-All staff and volunteers maintain a high standard of confidentiality
-All staff and volunteers are made fully aware of The Companies policies on Data Protection, privacy and confidentiality
-All staff and volunteers abide by the principles of these policies, and report any breach in confidentiality or weaknesses in the systems guaranteeing confidentiality
-Where there may be legal requirements for disclosure (e.g. in cases of a suspected criminal offence, where there is a likelihood of harm to an individual, or where child abuse may be suspected) individuals will be told about this at the earliest possible.
Individuals should be made aware of:
1. Their entitlements to confidentiality and transparency
2. Their right to see any personal information held about them
3. Their right to refuse to give personal information and any likely impact on them,
4. How information collected about them is used and stored.
How the policy would be implemented and managed
All staff and volunteers are responsible for implementing the Confidentiality Policy according to their roles. Breaches of confidentiality or weaknesses in systems should be reported to line managers and action taken through Management Teams or fed back to an appropriate director.
Management teams should be appointed to manage procedures on confidential information.
An example of confidentiality practices:
-Holding one on one meetings to share information
-Shredding unnecessary documents containing private information
-Always including a confidentiality disclaimer when emailing and posting documents with confidential information