ROYAL ASSOCIATION FOR DEAF PEOPLE

CONFIDENTIALITY POLICY

The RAD aims to meet the spiritual, social and general welfare of Deaf people. RAD also supports and provides services for Deaf people with additional disabilities.

LEGISLATION Data Protection Act 1998

Computer Misuse Act 1990

INTRODUCTION The purpose of this document is to set out RAD's standards, rules and procedures in relation to confidentiality. It should be used in conjunction with all other RAD Policies and Procedures including the Interpreting Agency's Confidentiality Policy.

POLICY All employees and volunteers of RAD (identified as Staff for the purposes of this document) have a duty to safeguard confidential information relating to clients, carers, staff and users of RAD facilities and services.

It is recognised that all staff may have access to confidential information in the normal course of their duties and that there may be exceptional circumstances when this needs to be shared with your RAD line manager,(such cases could include dilemmas or discussions within supervision) to protect the safety of an individual. Information must be disclosed in emergency situations to avoid harm to the client or others and to prevent serious infringement of the law.

Unauthorised disclosure of personal information, or details of RAD as an organisation, will be dealt with under RAD's disciplinary procedures. Deliberate unauthorised access to confidential information is also regarded as a serious matter.

All members of staff are required to sign a Code of Confidentiality at the commencement of their employment or period of voluntary work. For paid staff this is contained within the Contract of Employment

PROCEDURES

• All records, both paper and computerised, are subject to the Data Protection Act 1998 and must not be disclosed to an unauthorised person.

• Security passwords must not be disclosed to unauthorised persons.

• Unauthorised access to RAD's computers is not allowed.

• Paper records of clients or staff, or any other confidential information, must be stored in an area that is secure from unauthorised access out of office hours and does not allow access by unauthorised persons. It is recommended that lockable

• Metal filing cabinets or other secure means be used to store files from unauthorised access.

• All alterations or additions made to client files or staff personal records should be dated and signed.

• Staff should not talk or use sign language about confidential matters in public places, or to family or friends.

• Any employee of RAD involved in a selection procedure should declare any relationship or specific contact between themselves and the candidate.

• The employees' duty of confidentiality applies throughout their employment or period of voluntary work including notice periods and continues after they have left RAD. This is also covered in the contract of employment.

• A 'Clean Desk' policy should be adopted in all RAD centres. Confidential information should not be left on desks or in filing trays or on public view, i.e. 'post it' notes on walls, desks or computers. This applies at all times whether or not offices are locked or there are staff on the premises.

• If, by the requirements of their employment, RAD staff take confidential files out of the RAD Centre the files must be carried and stored discreetly and securely. Files should never be left loose on car seats or left in a car overnight. If such files are taken out of RAD centres, then removal must be recorded, dated and signed in a suitable book and signed in again when returned.

• Strictest confidentiality is required when carrying out a home visit to a client on behalf of RAD. Details of the client's home, personal circumstances or family should not be disclosed or commented on unless directly relating to the situation in hand and then only with the clients permission. Two exceptional areas of disclosure would be in the case of a) the risk of significant harm or death or b) child abuse.

• Interviews or discussion with clients of RAD should be carried out in a manner that ensures that privacy and dignity are maintained.

• Information can be disclosed to your RAD line manager. Such information must be disclosed in emergency situations to avoid harm to clients and others and to prevent serious infringement of the law.

• Where clients of RAD have difficulty maintaining their own privacy and dignity it is the responsibility of RAD staff to sympathetically help and support them.

It should be remembered that sign language is a very visual form of communication and every care must be taken to maintain confidentiality