Street Friends Helping the Homeless - all volunteers, team leaders and management team confidentiality policy
Confidentiality policy for volunteers Street Friends is committed to providing a confidential service. This is why as part of our transition over to Registered, licensed & insured group; we also adopted standard requesting references pre- apporoval, with photo, plus depending on position PVG's will be in place too.
No information given to the community group 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 Street Friends volunteering or befriending work which comes into the possession of the group through its work.
Street Friends holds personal data about its Committee, supporters, members and volunteers which will only be used for the purposes for which it was gathered and will not be disclosed to anyone outside of the group without prior permission.
All personal data will be dealt with sensitively and in the strictest confidence internally and externally. Purpose
The purpose of the confidentiality policy is to ensure that all staff, members, volunteers and users understand the charity’s 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. Records All paper records are kept in locked filing cabinets. All information relating to committee, supporters, members and volunteers will be left in locked drawers. This includes notebooks, copies of correspondence and any other sources of information.
Breaches of confidentiality Street Friends recognises that occasions may arise where individuals 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 volunteer feels confidentiality should be breached the following steps will be taken:
1. The volunteer should raise the matter immediately with their team leader at Street Friends.
2. The volunteer must discuss with their main contact the issues involved in the case and explain why they feel confidentiality should be breached and what would be achieved by breaching confidentiality. The team leader should take a digital note of this discussion.
3. The team leader is responsible for discussing with the volunteer what options are available in each set of circumstances.
4. The team leader is responsible for making a decision on whether confidentiality should be breached. If the team leader decides that confidentiality is to be breached then they should take the following steps:
5. The team leader should contact the Management committee. The team leader should brief the management committee on the full facts of the case, ensuring they do not breach confidentiality in doing so.
6. If the Committee agrees to breach confidentiality, a full written report on the case should be made and any action agreed undertaken. The team leader is responsible for ensuring all activities are actioned.
7. If the team leader does not agree to breach confidentiality then this is the final decision of Street Friends Management committee. Admin 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 aspects. Ensuring the Effectiveness of the Policy.
All volunteers will have access to a copy of the confidentiality policy. Existing and new volunteers will be introduced to the confidentiality policy via the Street Friends website. The policy will be reviewed annually. Non-adherence Breaches of this policy will be dealt with under the Grievance and/or Disciplinary procedures as appropriate.
Street Friends helping the homeless. Confidentiality at all times, kindness & caring for those in need
Hope Is Where the Heart Is
Caring in confidence
We will keep all your details safe & secure
We see may faces, with many ongoing problems they are facing. They can rest assured knowing we will only every treat them with respect, kindness and protect their confidentiality at all times.