Confidentiality Policy

Stress Free Outdoors Confidentiality Policy

Stress Free Outdoors 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 externally.
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
Statistical Recording
The Organisation is committed to an 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 an anonymous form, so individuals cannot be recognised.
All records are kept in locked filing cabinets. All information relating to clients 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 discussion.
• The Line Manager is responsible for discussing with the worker what options are available in each set of
• 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 Chair in the first instance or Vice Chair of the Executive Committee. The manager should brief the Chair/Vice Chair 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 Chair/Vice Chair.
If the Chair/Vice Chair 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 Chair.