Geeky Designs Ltd hereinafter referred to as ‘the Organisation’ is committed to providing

a confidential service to its users. No information given to the Organisation will be

shared with any other organisation or individual without the user’s expressed permission.

For the purpose of this policy, confidentiality relates to the transmission of personal,

sensitive or identifiable information about individuals or organisations (confidential

information), which comes into the possession of the Organisation through its work.

The Organisation holds personal data about its staff, users, members etc which will only

be used for the purposes for which it was gathered and will not be disclosed to anyone

outside of the organisation without prior permission.

All personal data will be dealt with sensitively and in the strictest confidence internally and



The purpose of the Confidentiality Policy is to ensure that all staff, members, volunteers

and users understand the Organisations requirements in relation to the disclosure of

personal data and confidential information.


• All personal paper-based and electronic data must be stored in accordance with the

Data Protection Act 1998 and must be 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.

Statistical Recording

The Organisation is committed to effective statistical recording of the use of its services in

order to monitor usage and performance.

All statistical records given to third parties, such as to support funding applications or

monitoring reports for the local authority shall be produced in anonymous form, so

individuals cannot be recognised.


All records are kept in locked filing cabinets. All information relating to service users will

be left in locked drawers. This includes notebooks, copies of correspondence and any

other sources of information.

Breaches of Confidentiality

The Organisation recognises that occasions may arise where individual workers feel they

need to breach confidentiality. Confidential or sensitive information relating to an

individual 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 divulged to external agencies e.g. police or social

services on a need to know basis.

Where a worker feels confidentiality should be breached the following steps will be taken:

• The worker should raise the matter immediately with their Line Manager.

• The worker must discuss with the Line Manager the issues involved in the case and

explain why they feel confidentiality should be breached and what would be achieved

by breaching confidentiality. The Line Manager should take a written note of this


• The Line Manager is responsible for discussing with the worker what options are

available in each set of circumstances.

• The Line Manager is responsible for making a decision on whether confidentiality

should be breached. If the Line Manager decides that confidentiality is to be breached

then they should take the following steps:

The Line Manager should contact the Director in the first instance, The Manager

should brief the Director’s on the full facts of the case, ensuring they do not breach

confidentiality in doing so. The Line Manager should seek authorisation to breach

confidentiality from the Director’s.

If the Director’s agrees to breach confidentiality, a full written report on the case should

be made and any action agreed undertaken. The Line Manager is responsible for

ensuring all activities are actioned.

If the Director’s does not agree to breach confidentiality then this is the final decision

of Organisation Name.

Legislative Framework

The Organisation will monitor this policy to ensure it meets statutory and legal

requirements including the Data Protection Act, Children’s Act, Rehabilitation of

Offenders Act and Prevention of Terrorism Act. Training on the policy will include these


Ensuring the Effectiveness of the Policy

All members will receive a copy of the confidentiality policy. Existing and new workers will

need to sign the confidentiality policy. The policy will be reviewed annually and

amendments will be proposed and agreed by the Director’s.


Breaches of this policy will be dealt with under the Grievance and/or Disciplinary

procedures as appropriate.

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30 Dennett Rd, Prescot, Liverpool, L35 5EZ​

Company Number 11502502

Geeky Designs:

Creatively driven, digitally

smart and clearly focused.

Website design and 

Graphic design. 


0151 493 9493

0800 193 9454 

0800 193 9454 

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Made with ♥ by Geeky Designs ©2018 

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