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Confidentiality
Policy of High Peak CVS
This policy is intended
to protect the interests of users, potential users and their carers,
staff, trustees and voluntary workers. The need to ensure the
right to privacy is essential so that the service user has trust
and confidence in the organization. There is an expectation that
the privacy of users will be treated with respect and dignity.
This principle also applies to any information about the internal
affairs of the organization. The need to comply with legislative
requirements such as the Data Protection Act 1994 and other contractual
obligations are also an important aspect of this policy.
1 Service users
1.1 Any user of the
organisation's services has the right to expect that information
given will be used for the purpose for which it was given and
should not be released to anyone else either inside or outside
the organisation, without their consent.
1.2 Information relating
to an individual will not be given to a third party without the
individual's consent or the consent of their responsible representative
1.3 There may be exceptional
situations where it would be appropriate to breach confidentially
or divulge inflation. Such circumstances could include:
- Where an individual
will be placed at risk of physical danger or where withholding
information could cause harm or injury to the individual.
- Where a criminal
offence has been or will have been committed.
In such circumstances,
the matter should be discussed with the Chief Officer or the Chair
of the Committee in the first instance.
2 Information relating
to the organisation
2.1 Information concerning
the internal operation of High Peak CVS should be generally treated
as confidential. This would include:-
- Financial reports
and contracts details
- Staff and volunteer
personal records
- Information obtained
from clients and their families
- Information relating
to disciplinary or grievance procedures.
2.2 Incoming post marked
"Personal' or "Private & Confidential' will be treated
as such and will be passed on to the addressee unopened unless
otherwise authorized.
2.3 The provisions
of the Data Protection Act will be observed for information held
on computer.
2.4 Confidential interviews
should take place in a private interview/meeting room
3 Committee
3.1 Committee minutes
are public documents save for matters concerning individual members
of staff. Trustees are reminded that all personnel matters must
be minuted and distributed separately from the general minutes
of meetings.
4 Implementation
4.1 Users will be informed
of the confidentiality policy and their right to complain if information
appears to have been divulged without their consent.
4.2 Trustees, staff
and volunteers will be made aware of the confidentiality policy
and its application to all issues concerning the services and
internal affairs of the organisation. This will he covered during
recruitment and inductiontraining. A clause in respect of breach
on confidentiality is in all contracts of employment.
4.3 In exceptional
situations (see 1.3 above) the member of staff concerned must
consult their senior manager.
4.4 Unauthorised breach
of confidentiality will be considered as a serious case of misconduct
and in relation to staff could lead to disciplinary action.
4.5 Nothing in this
policy overrides the right of the Chair (or their nominee) or
the Chief Officer to access all incoming and outgoing communications.
This right will be exercised only in exceptional circumstances.
March 2002
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