Policy and Procedure for Confidentiality
At St Peter’s Nursery, we recognise that we hold sensitive/confidential information about children and their families, and the staff we employ. This information is used to meet children’s needs; for registers; invoices and emergency contacts. We store all records in a locked cabinet and on the Head’s computer with files that are password protected, in line with data protection principles. Any information shared with the staff team is done on a ‘need to know’ basis and treated in confidence.
- We follow the legal requirements set out in the Statutory Framework for the Early Years Foundation Stage (EYFS) March 2014 and accompanying regulations about the information we must hold about registered children and their families and the staff working at the nursery.
- We follow the requirements of the Data Protection Act (DPA) 1998 and the Freedom of Information Act 2000 with regard to the storage of data and access to it.
It is our intention to respect the privacy of children and their families and we do so by:
- Storing confidential records in a locked filing cabinet or on the office computer with files that are password protected
- Ensuring staff, student and volunteer inductions include an awareness of the importance of confidentiality and that information about the child and family is not shared outside of the nursery other than with relevant professionals who need to know that information. It is not shared with friends and family, or discussed casually with those outside the nursery. If staff breach any confidentiality provisions, this may result in disciplinary action and, in serious cases, dismissal. Students on placement in the nursery are advised of our Policy and Procedure for Confidentiality, and are required to respect it
- Ensuring that all staff, volunteers and students are aware that this information is confidential and only for use within the nursery and to support the child’s best interests with parental permission
- Ensuring that parents have access to files and records of their own children but not to those of any other child, other than where relevant professionals such as the police or local authority children’s social care team decide this is not in the child’s best interest
- Ensuring all staff are aware that this information is confidential and only for use within the nursery setting. If any of this information is requested for whatever reason, the parent’s permission will always be sought other than in the circumstances above
- Ensuring staff do not discuss personal information given by parents with other members of staff, except where it affects planning for the child’s needs
- Ensuring staff, students and volunteers are aware of and follow our Policy and Procedure for Online Safety, (including social media) in relation to confidentiality
- Ensuring issues concerning the employment of staff remain confidential to the people directly involved with making personnel decisions
- Ensuring any concerns/evidence relating to a child’s personal safety are kept forms and are shared with as few people as possible, on a ‘need-to-know’ basis. If, however, a child is considered at risk, our Policy for Safeguarding Children will override confidentiality.
Staff and volunteer information
- All information and records relating to staff will be kept confidentially in a locked cabinet
- Individual staff may request to see their own personal file at any time
- No copies of DBS certificates are retained on-site. Once they have been seen by the Head and/or our HR department, numbers are recorded on the SCR and returned to the employee.
Students on Work Placement
- Should students wish to work with children for college/university course requirements, they must first seek permission from the Head and from parents of children concerned
- Neither the child(ren), staff, nor the nursery will be named in any student work
- Students must take steps to ensure that the nursery, staff, children, families, or any one connected with the nursery cannot be identified in their assignments. Photographs must not reveal any images that could identify the child, nursery or anyone connected to the nursery.