Confidentiality Policy

The Principle

Canterbury Umbrella (CU) recognises that any user has the right to expect that any information imparted by that person to any of its Trustees, Staff or Volunteers will be used for the purpose for which it is given and should not be released to any other person, or outside the organisation, without the user’s consent. (User means anyone who deals with CU directly or indirectly; it may be an individual or another organisation). It is essential to ensure that the service user has trust and confidence in the organisation and is treated with respect and dignity.

In addition to the principle of confidentiality should extend to relevant information about the internal affairs of CU- that is anything affecting, relating to or involving the business of the organisation.

Why have a Confidentiality Policy?

To protect the interests of users.
To provide practical guidance which will add credibility to the worth of CU and instil confidence in it.
To protect the CU and its Trustees, staff and volunteers.
To comply with possible contract requirements.
To comply with the General Data Protection Regulations 2018 (GDPR).

The Policy States that:

General policy for all

Information and records must be stored securely, observing the provisions of the GDPR, if in a locked drawer. Information will be accessible only to those with the right to see it.
Personal data stored in a locked drawer should not be kept for longer than is required in accordance with the guidance of the GDPR.
Incident reports are to be kept on a computer.
Records, which are no longer necessary to the organisation, must be shredded.
To ensure confidentiality consideration must be given to the physical environment in which information is exchanged e.g. face-to-face discussion (private office), telephone conversation. If you feel you would like to have a confidential conversation to the manager about how you are feeling, they will take you to a private room so you can discuss your emotions.

The Policy for Trustees, Staff and Volunteers

Canterbury Umbrella expects its Trustees, Employees and Volunteers not to disclose any information concerning the affairs of the charity to any person/s or outside organisations where that information is of a confidential nature (illegal or fraudulent activities are not covered by this policy) or deemed confidential as a general rule of governance and/or is covered by the GPDR.

MONITORING

It shall be the responsibility of each manager to monitor the use of this policy in his/her area of work. The Managers will be accountable directly to the Trustee Committee.

Agreed by the Trustees of Canterbury Umbrella