The management committee and staff should be fully aware of the Confidentiality Policy, and that it is not acceptable to share confidential information about the Cylch Meithrin, its staff nor its users outside the setting.
No information about a child should be shared without the consent of the parent unless in case of Child Safeguarding, where there is a duty to share information.
Confidential information must be kept in a locked cupboard, see the Confidentiality and Data Protection Policy on the intranet.
Here is a list of the information that needs to be kept under lock and key:
- Staff Files
- Children's Files
- Old Children's Files
- Accident and Incident Books
There are some documents that need to be retained for a period after the child leaves the Cylch - e.g. children's files until the child reaches the age of 21, the Cylch Meithrin accounts for 6 years. For more information click on the link at the bottom of the page.
Remember that all cylchoedd are required to register with the ‘Information Commissioner’s Office ( ICO). There is a cost for this and it is possible to register via the internet. Registration is essential if the business/organisation processes personal information electronically for the purpose of childcare. This includes taking photographs of children with a digital camera. Click here for more information.
If you keep and process information about your users, staff or providers, you have a legal responsibility to protect the information. Under the Data Protection Act, you must:
- collect the information you will need for a specific purpose only
- keep the information safe
- ensure that the information is relevant and up to date
- only keep as much information as is required, and only for the period of time needed
- allows the holder of the information to see if it makes a request