SCOPE OF THIS CHAPTER
This chapter should be read in conjunction with the Hull City Council policy on Data Protection and Confidentiality and guidance on making Freedom of Information requests.
Confidentiality is about respecting and maintaining the privacy of a people we are working with.
Information sharing is the act of disclosing information about a person we are working with.
Disclosure means actively sharing confidential information in a person’s best interests.
Confidential information is private and personal information and knowledge held about a person, their circumstances and anyone who has a relationship with them.
It should be made clear to people we are supporting that, in each case, the information shared will only be what is relevant and on a ‘need to know’ basis.
Information disclosure to other professionals, for example the police, should be justifiable, and where possible with the agreement of the person concerned.
There may also be situations where third parties have a statutory right of access to the information or where a Court Order requires that access be given.
Where third parties such as solicitors or external researchers request access to information, this should only be given if written consent is given by the person concerned or a person acting on their behalf where they lack mental capacity, e.g. an attorney or advocate (including an Independent Mental Capacity Advocate (IMCA) where appointed).
Individuals should be informed of the circumstances in which information about them will be shared with others.
Sharing information promptly with other professionals who are working with the same person or with a child in the same household is essential to safeguarding the interests of the person and/or the child. For example, this may be the case where an adult in receipt of social care services is also the parent of or holds Parental Responsibility in relation to a child.
Where a request for information about a person is received, that person should be informed that of the request – unless to do so would prejudice the purpose of the request. Any objections they have to the sharing should be considered before responding to the request. Where the person lacks mental capacity, this discussion should be held with any person acting on their behalf, e.g. an attorney or advocate (including an Independent Mental Capacity Advocate (IMCA) where appointed).
Where information or records are passed to others it should be noted and confirmed in writing.
Information may also be disclosed to persons who have a statutory right of access to the information, for example:
- Where a Court directs that records be produced;
- Where information is requested by Inspectors of the Regulatory Authority (who have specific statutory powers that permit access to records);
- An Independent Mental Capacity Advocate (IMCA) where appointed.
Where information is requested by telephone or electronically, great care must be taken to ensure that the identity of the caller and that they are entitled to receive the information requested. Where there is any doubt the information may not be provided without the approval of a manager.
The person’s right to access to their own personal information must still be dealt with in accordance with the Data Protection Act 2018. See, Access to Records Procedure.
Where information is disclosed by a member of the public in confidence, their anonymity will be maintained.
Hull City Council has a duty to ensure that personal data is effectively protected and IF the need to transport it is identified, this is done securely, with the data fully protected.
Personal information should not normally be disclosed without the consent of the person or a person acting on their behalf where they lack mental capacity, e.g. an Attorney or advocate (including an Independent Mental Capacity Advocate (IMCA) where appointed), except within exceptional circumstances.
- Personal information should be stored securely appropriately, preferably electronically or in locked storage so that is only accessible to those who need to access it;
- The identity of a person or relative, or professional should be assured prior to sharing personal information;
- Conversations which take place, either face to face or over the telephone or online / video calling should take place in an appropriate setting i.e. away from the public;
- When accessing personal information, care should be taken to ensure the information cannot be viewed by someone who has no need to view the information;
- When transporting information, particular vigilance must be demonstrated to make sure that it is not lost, stolen or viewed by any unauthorised person. Personal information is protected by law and must only be transported when it is absolutely necessary. It must be in transit for the minimum amount of time and should never be left unattended for any reason.