AKELC Confidentiality Policy

Confidentiality

Working closely with children and their families may mean we are subject to
sensitive/confidential information. It is a Ministry requirement to keep on file information about
children and their families and staff. This information is used to meet children’s needs,
registration record keeping, invoices and emergency contacts. All records are stored in a locked
cabinet or locked room in line with the Data Protection Policy. Any information shared with staff
is treated in confidence.

Adherence to professional ethics prohibits any employee from discussing personal or professional information about another employee or parent/child with another parent or staff member. Information from personnel files will not be released to a third party without documented permission from an employee or parent, unless required by law.

Definitions:

“Confidential Information” refers to any information data or material, whether written or oral or in any format including but not limited to emails, photos or videos, that the Centre considers and treats as confidential and sensitive, and is not in the public realm.

Examples of Confidential Activities and Sources:

Information that is confidential and sensitive may result from access to various activities and
sources. These may include but are not limited to:
a) Staff personal matters including personnel records containing responsibilities,
qualification, resume and compensation information, as well as medical records/data that
may unduly invade personal privacy.
b) Children’s personal records, school progress reports, clinical assessments, etc.
c) Children’s family records.
d) Discussion/comments made by the Nursery Manager and Preschool regarding any of the
employees during any meetings and forums if marked confidential.
e) Unauthorised access or use of data stored in IT systems and services including emails.
f) Other matters that management designate as being “confidential” from time to time.

Respect for privacy of staff, children and their families include:

• Storing confidential records in a locked filing cabinet or room
• Ensuring staff, student and volunteer inductions include an awareness of the importance
of confidentiality and that information about the child and family is not shared outside of
the Centre without prior permission from the Nursery Manager. This includes sharing with
friends and family even in informal conversation. If staff breach any confidentiality
provisions, this may result in disciplinary action and, in serious cases, dismissal. All staff,
volunteers and practicum students sign a confidentiality policy and are required to respect
the terms and conditions
• Ensuring that all staff, volunteers and parents are aware that this information is
confidential and only for use within the Nursery
• Ensuring that parents have access to files and records of their own children only, other
than where relevant professionals and authorities such as the police or local authority
instruct otherwise in the best interest of the child
• Ensuring all staff are aware that this information is confidential and only for use within the
Centre’s setting. If any of this information is requested for whatever reason, the parent’s
permission will always be sought other than in the circumstances above
• Ensuring staff do not discuss personal information given by parents with other members
of staff, except where it affects planning for the child’s needs
• Ensuring staff, students and volunteers are aware of and follow our social networking
policy in relation to confidentiality
• Ensuring issues concerning the employment of staff remain confidential to the people
directly involved with making personnel decisions
• Ensuring any concerns/evidence relating to a child’s personal safety are kept in a secure,
confidential file and are shared with as few people as possible on a ‘need-to-know’ basis.
If, however, a child is considered at risk, our safeguarding policy will override
confidentiality.
• Each employee using the utmost care and discretion in the handling of confidential and
privileged information. When in doubt as to whether certain information is confidential, no
disclosure should be made without first seeking clarification and permission from the
Nursery Manager.

All the undertakings above are subject to the paramount commitment of the AKELC, which is the safety and well-being of the child.

The safety, wellbeing and protection of the children is the paramount consideration in all decisions staff at AKELC make about confidentiality. The appropriate sharing of information between AKELC staff is an essential element in ensuring our young learners’ wellbeing and safety.

It is an essential part of the ethos of AKELC that trust is established to enable children, staff, and parents to seek help both within and outside the school and minimise the number of situations when personal information is shared. Children, parents and staff need to know the boundaries of confidentiality in order to feel safe and comfortable in discussing personal issues and concerns.

Access and Storage of Information:

We believe that an open access policy is the best way to encourage participation.

Parents are welcome to view the policies and procedures file which governs the way in which the Centre operates. This can be viewed at any time when the AKELC is open, simply by asking the Nursery Manager. Parents are also welcomed to see and contribute to all the records that are kept on their child; however, the AKELC will adhere to data protection laws.

All confidential information is stored securely according to the AKELC data protection policy including all details.

The AKELC’s records and documentation are kept and stored in accordance with minimum legal archiving requirements. We currently archive records for at least 5 years.

This policy will be reviewed annually and amended according to any change in law/legislation

This policy was reviewed on	Signed on behalf of the Centre	Date for review
1 May 2016	Dr. Karen L. Kelly – Director	1 May 2017
18 June 2017	Kelli Allen – Head of Nursery & Preschool	1 June 2018
17 September 2018	Kelli Allen – Head of Nursery & Preschool	1 August 2019
10 June 2019	Kelli Allen – Head of Nursery & Preschool	1 August 2020
19 July 2020	Marva Headley – Head of Nursery & Preschool	July 2021
December 2022	Corinne Glauser – Nursery Manager	Jan 2024
January 2024	Corinne Glauser – Nursery Manager	Jan 2025
September 2024	Jadine Bodenstein – Nursery Manager	August 2025