Confidentiality Policy Statement

Our commitment is to uphold the privacy of children, parents, and staff while ensuring the delivery of high-quality care and education. We strive to create an environment where parents can share information confidentially, solely for the betterment of their children’s welfare. This can be achieved through written or verbal communication, facilitated by the key person system and the open-door policy.

To instill confidence in parents and staff, we prioritize confidentiality in the following ways:

1. Parents have access to the files and records of their children but not to information about other children.
2. Staff refrain from discussing personal information provided by parents with colleagues unless it pertains to planning for the child’s needs. All personal information is securely stored in a locked cabinet, accessible only to the Centre Manager/ECC’s nurse.
3. Staff induction emphasizes the significance of confidentiality in the key person role, with a copy of this policy provided for adherence. All staff members sign a code of conduct, acknowledging their awareness of and commitment to the policy.
4. Concerns or evidence related to a child’s personal safety are kept in a secure, confidential file, shared with as few individuals as necessary on a “need to know” basis. Incidents within the Centre are recorded in the incident book and the child’s individual incident record form, with information restricted to the parent, manager, and relevant staff.
5. Concerns or evidence related to a child’s personal safety are shared with parents unless doing so might pose further harm to the child. This information is disclosed to as few individuals as necessary on a “need to know” basis and reported to relevant authorities by the Centre manager/designated child protection teacher.

Record Keeping

Children’s Records Policy Statement

There are record-keeping systems in place that meet legal requirements; means of storing and sharing that information take place within the framework of the Data Protection Act and the Human Rights Act.

This policy and procedure is taken in conjunction with the Confidentiality Policy and our procedures for information sharing.

Procedures

We keep two kinds of records of children attending our setting:

Developmental Records

These include observations of children in the setting, photographs, video clips and samples of their work and summary developmental reports.

These are usually kept in the classroom and can be freely accessed, and contributed to, by staff, the child and the child’s parents.

Personal Records

These include registration and admission forms, signed consent forms, and correspondence concerning the child or family, reports or minutes from meetings concerning the child from other agencies, an ongoing record of relevant contact with parents, and observations by staff on any confidential matter involving the child, such as developmental concerns or child protection matters.

These confidential records are stored in a lockable cabinet and are kept secure by the person in charge in the office.

Other Records

Issues to do with the employment of staff, whether paid or unpaid, remain confidential to the people directly involved with making personnel decisions.

Students on recognized qualifications and training, when they are observing in the setting, are advised of our confidentiality policy and are required to respect it.

Provider Records

Procedures

• All records are the responsibility of the Manager who ensures they are kept securely.
• All records are kept in an orderly way in files and filing is kept up-to-date.
• Financial records are kept up-to-date for audit purposes.
• Health and safety records are maintained; these include risk assessments, details of checks or inspections and guidance etc.
• Our Professional License certificate is displayed.
• All our employment and staff records are kept securely and confidentially.

Legal Framework

• EYFS Framework
• Data Protection Act 1998
• Human Rights Act 1998

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Policy created by Twinkling Stars Center Manager:
Ms. Asma Azher