Confidentiality and Information Sharing Policy

1. Statement

 

Brighter Beginnings Morning Mindset and Breakfast Club handles personal information about children and families in line with the Data Protection Act 2018 and UK GDPR. We keep information confidential and secure, and share it only where it is lawful and necessary to do so.

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2. The information we hold

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We hold only the information we need to care for children safely and to meet our legal duties, including: each child’s details and date of birth; parent and emergency contact details; collection arrangements and authorised adults; dietary, medical, and additional needs; attendance records; and any safeguarding records. We collect this information from parents and carers and use it only for the purposes for which it was given.

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3. The information we hold

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• Records are stored securely – paper records locked away and electronic records password-protected.

• Access is limited to those who need it to care for the children.

• Safeguarding records are kept separately and shared only on a strict need-to-know basis.

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4. Sharing information 

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We treat information about children and families as confidential and do not share it without consent, except where we are required or permitted to do so by law. The most important exception is safeguarding:

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Safeguarding overrides confidentiality

Where a child is, or may be, at risk of harm, the safety and welfare of the child always comes first. We will share relevant information with children’s services, the police, or other agencies to protect a child, and the absence of consent will not prevent us from doing so.

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With parental consent, and where it is in the child’s interests, we may also share relevant information with Jesse Gray Primary School – for example, about a child’s wellbeing, attendance, or handover – to support consistent care.

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5. Parents' rights

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Parents and carers have the right to see the records we hold about their own child, to ask us to correct inaccurate information, and to understand how their information is used. Requests can be made to the person responsible and will be handled in line with data protection law.

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6. Retention and disposal

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We keep records only for as long as necessary or as required by law, and then dispose of them securely (for example, by shredding paper records and securely deleting electronic files).

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7. Data breaches

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If personal information is lost, or accessed or shared inappropriately, we act quickly to limit any harm, keep a record of what happened, and report the breach to the Information Commissioner’s Office (ICO) where required, normally within 72 hours, and inform those affected where appropriate.

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8. Review and sign off

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• This policy is reviewed at least annually, and immediately following any relevant incident or change in guidance or local procedures.

• All adults working at the club are made aware of this policy as part of their induction and confirm they have read and understood it.

• This policy is shared with parents and carers and is available on request.

 

This policy was adopted by Brighter Beginnings Coaching Limited on the date shown below.