Confidentiality Policy
Please click here for a BSL version of this policy:
https://www.youtube.com/watch?v=-VXVBFsrVNc

Policy Statement
RAD is committed to the confidentiality of information about the organisation and theindividuals who use our services. RAD recognises that all service users should be able toaccess services and ask for advice in confidence. Where there are concerns about anindividual or situation, staff must disclose these concerns to their line manager or a senior
manager within RAD. Disclosure within the organisation is not a breach of confidentiality.
The exceptions to confidentiality are when:••••

There are safeguarding issues in relation to a child, young person or vulnerable adult.
This could be: where an individual has been abused / harmed by someone else; where a person plans to or has harmed / abused another person; or where a client tells you he/she plans to self-harm.
There are concerns about financial irregularities, such as money laundering orembezzlement.
A crime (or the intention to commit a crime) against a person or property has been
disclosed.
Information related to terrorism or suspected terrorism is disclosed.

If it is safe to do so, the service user will be told that the information is going to be shared.
See further details on what to do below.
Unauthorised disclosure of personal information, or details of RAD as an organisation, will
be dealt with under RAD's disciplinary procedure. Deliberate unauthorised access toconfidential information is a serious matter and will also be dealt with under RAD’sdisciplinary procedure.
All members of staff receive induction in which confidentiality is explained and they arerequired to sign a Code of Confidentiality or Confidentiality Agreement at thecommencement of their employment or period of voluntary work. For paid staff this iscontained within the Contract of Employment.

The Policy in PracticeRAD staff may have access to confidential information in the normal course of their duties.
RAD understands confidentiality to mean that no information regarding a service user shallbe given directly or indirectly to any third party outside RAD without the service user’spermission.

Reviewed by: Office of the Chief Executive
Date: October 2019
Page 2 of 5RAD recognises that the Deaf community is small, and our services may be based atlocations when other activities may take place and confidentiality issues may arise. Allefforts will be made to ensure that staff are able to address needs where the service user
feels most comfortable.

Statistical Recording
RAD is committed to effective statistical recording of service use to enable the quality
assessment and monitoring of take up of service and to identify any policy issues arisingfrom its services.
All statistical records given to third parties, such as to support funding applications andmonitoring reports for the local authority shall be produced in anonymous form so that
individuals cannot be recognised.

Service User / Casework Files
All service user/casework files must be kept in locked filing cabinets. All files must be
locked away at the end of each working day. Other information relating to service users
will be kept in locked drawers. This includes note books, copies of correspondence, casenotes, calculation sheets and any other sources of information.

Consent to Sharing Information
Work with some services users is carried out on a commissioned basis (e.g. from a Social
Services care manager, or a carer through Direct Payments, for community support work
for an individual). In these circumstances, the nature of information that will be shared andor disclosed will be determined at the beginning of the contracted work, by both the service
users and the commissioner.
Where RAD agrees to act on behalf of a client, it is the responsibility of the caseworkers
to ensure that the client signs a consent form. This form should be placed on the client’sfile. Caseworkers are responsible for checking with clients if it is acceptable to contact
them at home or work in relation to their case. All staff must ensure they make noreference to RAD when making contact with clients.
All details of express consent must be recorded on the case file.

Social Policy / Case Study Examples – evidence or research
When writing reports, extra care needs to be taken to safeguard against details that could
identify any service user, unless express written agreement has been obtained from theservice user themselves. This is especially important because, in the Deaf community,
even general details about a person could identify them.

Reviewed by: Office of the Chief Executive
Date: October 2019
Page 3 of 5

Breaches of Confidentiality
There are occasions when confidentiality must be breached. If staff are concerned aboutsafeguarding issues in relation to a child, young person or adult please consult the Policy
for the Safeguarding of Children or the Policy for the Adult Safeguarding policy which willtell you step-by-step what to do.
If the issues relate to terrorism or crime, including disclosure of information relating to theharm of a child or adult or against an RAD staff member or RAD property, report this tothe Office of the CEO.

Procedures•All records, paper and computerised, are subject to the Data Protection Act 2018
and must not be disclosed to an unauthorised person.

•Security passwords must not be disclosed to unauthorised persons.

•Unauthorised access to RAD's computers is not allowed.

•Paper records of service users or staff, or any other confidential information, must
be stored in an area that is secure from unauthorised access out of office hours
and does not allow access by unauthorised persons. It is recommended thatlockable metal filing cabinets or other secure means be used to store files toprevent unauthorised access.

•All alterations or additions made to service users’ files or staff personal records
should be dated and signed.

•Staff should not talk or use sign language about confidential matters in public
places, or to family or friends.

•Any employee of RAD involved in a selection procedure should declare any
relationship or specific contact between themselves and the candidate.

•The employees' duty of confidentiality applies throughout their employment orperiod of voluntary work including notice periods and continues after they have left
RAD. This is also covered in the Contract of Employment.

•A 'Clear Desk' policy should be adopted in all RAD offices/centres. Confidential
information should not be left on desks or in filing trays or on public view, i.e. 'post
it' notes on walls, desks or computers. This applies at all times whether or notoffices are locked or there are staff on the premises.

Reviewed by: Office of the Chief Executive
Date: October 2019
Page 4 of 5•If, by the requirements of their employment, RAD staff take confidential files out of
the RAD office/centre the files must be carried and stored discreetly and securely.
Staff must have the consent of their line manager prior to removing client files froma RAD office/centre. Files should never be left on car seats or left in a car overnight.
If such files are taken out of RAD offices/centres, then removal must be recorded,
dated and signed in a suitable book and signed in again when returned. Strictest
confidentiality is required when carrying out a home visit to a service user on behalfof RAD. Details of the service user’s home, personal circumstances or family
should not be disclosed or commented on unless directly relating to the situationin hand and then only with the service user’s permission. Two exceptional areasof disclosure would be in the case of a) the risk of significant harm or death or b)
child vulnerable adult abuse.

•Interviews or discussion with service users of RAD should be carried out in amanner that ensures that privacy and dignity are maintained.

•Information can be disclosed to your RAD line manager. Such information must be
disclosed in emergency situations to avoid harm to service users and others andto prevent serious infringement of the law.

•Where service users of RAD have difficulty maintaining their own privacy anddignity it is the responsibility of RAD staff to sympathetically help and support them.

It should be remembered that sign language is a very visual form ofcommunication and every care must be taken to maintain confidentiality.

Reviewed by: Office of the Chief Executive
Date: October 2019Page 5 of 5