Derbyshire LINk (Local Involvement Network) is committed to protecting the public's personal information when they are using the tools on the website. We want our services to be safe and enjoyable environments for our audience. This Privacy Policy relates to our use of any personal information you provide to us through the www.derbyshirelink.org.uk

 Confidentiality and Information Sharing Policy  Procedures and Guidelines   

1.    Purpose and Scope

Much of the work that Derbyshire LINk carries out involves gaining information about individuals and other organisations.

The purpose of this policy is to identify to employees, members, volunteers, students or secondees the concern that Derbyshire LINk has to ensure that information we receive or use is treated with appropriate care.

We recognise that whilst it is of benefit to those individuals and organisations to share some data with colleagues or partner organisations, personal and sensitive information including the results of CRB checks will need to remain confidential.

In some circumstances information gained may not be identified as confidential and judgement will need to be exercised about how that information is used by staff, Trustees and volunteers.

Derbyshire LINk recognises its responsibility as a data protection controller and CRB counter signatory.

  2.    Procedure and Responsibilities

It is the responsibility of every individual at Derbyshire LINk to ensure that any information deemed confidential is treated appropriately and sensitively as set out in these procedures.

 Requesting information ·         In requesting information Derbyshire LINk and its individual employees or volunteers will ensure that the information requested is of direct relevance to the work of Derbyshire LINk.·         Information generally available in the public domain can be requested or used from any reliable source                               

• Where it is necessary to act on behalf of an individual written permission will be obtained.
• Personal information or sensitive information (e.g. political beliefs, information relating to health, disability race or to support CRB disclosures) must be processed according to the principles of data protection. That is:

                  ·         Obtained and processed fairly·         Held for a specified purpose·         Adequate, relevant and up to date·         Not kept longer than necessary·         Kept secure & protected  Storing information ·         General non confidential information about organisations is stored for unlimited access to all Derbyshire LINk colleagues.·         General non confidential information about individuals is stored for use by Derbyshire LINk Staff and volunteers where necessary for their role.·         Derbyshire LINk will request permission from individuals or the organisation they represent to hold information not in the public domain·         Personal or sensitive details or information about volunteers and others will be held in lockable filing cabinets or in password protected files.  ·         Information on databases will be reviewed and updated regularly.  Confidential information will only be carried on visits when essential and will be handled carefully and discreetly.   Volunteers holding personal information about service users will ensure that details which can identify those individuals (e.g. name with address, copies of referral forms, enter and view visit logs) remain confidential. Employees’ personnel information will be kept in a lockable filing cabinet. Their line manager and the Senior Management Team will have access to these files. Employees will be allowed to see their file following a written request giving 14 days notice. Any volunteer personnel information will be stored and accessed in the same manner as that relating to employees. Information about individuals or organisations which is held in written files or on computer must comply with the Data Protection Act. Requests for access to records must be made in writing giving 14 days notice.  Only information obtained fairly will be processed.              Sharing information Only the minimum information needed will be requested or disclosed. Information will only be shared with partner agencies or organisations where it is clearly identified how information will be used or disclosed. Messages will be taken and processed in a discreet manner using email where possible for security purposes. Personal information will only be shared with the consent of the subject except in the instance where child or vulnerable adults are at risk. Depersonalised information will be provided to members or statutory organisations for monitoring or consultation purposes.  Volunteers may discuss sensitive personal information about service users with their relevant line manager, as part of their supervision process.  Volunteers may share information about service users with other volunteers at support meetings as part of the peer supervision process.  This must be done in a sensitive manner and volunteers should take care not to reveal the identity of the individual concerned.  Disposing of information                   Derbyshire LINk complies fully with the CRB Code of Practice regarding the correct handling, use, storage, retention and disposal of Disclosures and Disclosure information. ·         Records not required for audit purposes will be disposed of after 5 yrs. Manual records will be reviewed on an annual basis to ensure it is relevant and up to date. Sensitive information will be shredded, other information disposed of.·         All staff will have an annual request to delete unwanted files and out of date information. Email information is automatically deleted at least monthly.·         Information held on databases used regularly will be updated as changes are identified. All other databases will be updated at least every 2 yrs.·         HR and Personnel information will be destroyed after 5yrs ·         Floppy discs will be reformatted by the admin team.   Duty to Disclose Information  There is a legal duty to disclose some information including: ·         Concerns regarding child protection and vulnerable adult protection will be reported to the relevant Social Services Department·         Drug trafficking, money laundering, acts of terrorism or treason will be disclosed to the Police.·         The belief that an illegal act has taken place, or that a person is at risk of harming themselves or others will be reported to the appropriate authorities.  In all cases information about the incident will be recorded by Derbyshire LINk personnel or by the individual who passed on the information on an appropriate report form.   Breach of confidentiality Employees and volunteers who are dissatisfied with the conduct or actions of other colleagues or Derbyshire LINk should raise this with their Line Manager or Senior Management Team using the Host Grievance procedure, and not discuss their dissatisfaction outside Derbyshire LINk.  Accessing unauthorised material or breaching confidentiality is regarded as a serious matter and will result in disciplinary action up to, and including dismissal. Ex-employees breaching confidentiality may face legal action. 

3.    Monitoring and Evaluation

This policy will be reviewed periodically. Work practices relating to this policy will be reviewed during one to one/ supervision.  

4.    Communication

All Derbyshire LINk staff and members will be made aware of and have access to this policy.

Volunteers are made aware of this policy a copy of which will be made available upon request.