Confidentiality
Our confidentiality policy
EYAI is committed to providing a confidential service to its users. No information given to EYAI will be shared with any other organisation or individual without the user's expressed permission.
Our commitment
What confidentiality means at EYAI
For the purpose of this policy, confidentiality relates to the transmission of personal, sensitive or identifiable information about individuals or organisations which comes into the possession of EYAI through its work.
EYAI holds personal data about its staff, users and members which will only be used for the purposes for which it was gathered, and will not be disclosed to anyone outside of EYAI without prior permission. All personal data is dealt with sensitively and in the strictest confidence, internally and externally.
Purpose
The purpose of this policy is to ensure that all staff, members, volunteers and users understand EYAI's requirements in relation to the disclosure of personal data and confidential information.
Principles
- All personal paper-based and electronic data must be stored in accordance with data protection law and secured against unauthorised access, accidental disclosure, loss or destruction.
- All personal paper-based and electronic data must only be accessible to those individuals authorised to have access.
The full policy
Download the full confidentiality policy (PDF)
Includes the sign-off sheet to print, sign and return.
Safe records
How records are kept
Statistical recording
EYAI keeps statistical records of the use of its services to monitor usage and performance. Any statistics given to third parties, such as for funding applications or local authority monitoring reports, are produced in anonymous form so individuals cannot be recognised.
Physical records
All records are kept in locked filing cabinets, and all information relating to service users is left in locked drawers. This includes notebooks, copies of correspondence and any other sources of information.
A careful process
When confidentiality may be breached
Occasions may arise where a worker feels they need to breach confidentiality. Confidential or sensitive information may be divulged where there is risk of danger to the individual, a volunteer or employee, or the public at large, or where it is against the law to withhold it. In these circumstances, information may be shared with external agencies, such as the police or social services, on a need-to-know basis. Where a worker feels confidentiality should be breached, these steps are taken:
Raise it immediately
The worker raises the matter immediately with their Line Manager.
Discuss and record
The worker discusses the issues with the Line Manager, explaining why confidentiality should be breached and what it would achieve. The Line Manager takes a written note of this discussion.
Consider the options
The Line Manager is responsible for discussing with the worker what options are available in the circumstances, and for deciding whether confidentiality should be breached.
Seek authorisation
If the Line Manager decides confidentiality should be breached, they contact the Chair (or Vice Chair) of the Trustees, brief them on the full facts without breaching confidentiality in doing so, and seek authorisation.
Act and report
If the Chair or Vice Chair agrees, a full written report is made and any agreed action is undertaken. If they do not agree, that is the final decision of EYAI.
Legislative framework
EYAI monitors this policy to ensure it meets statutory and legal requirements, including data protection law, the Children Act, the Rehabilitation of Offenders Act and the Prevention of Terrorism Act. Training on the policy includes these aspects.
Keeping the policy effective
All Executive Committee members receive a copy of this policy, and existing and new workers are introduced to it through induction and training. The policy is reviewed annually, with amendments proposed and agreed by the Executive Committee. Breaches of this policy are dealt with under the Grievance and/or Disciplinary procedures as appropriate. Last updated: August 2025.
Talk to us in confidence
Whatever you share with EYAI stays with EYAI, unless keeping it would put someone in danger. Reach out and talk to us.