Brixton Community Based Confidentiality Policy

This policy applies to all staff and volunteers of Brixton Community Based.

Overview 

This policy covers: 

·       Information about the organisation, including its planning, finances and operations 

·       Information about partner organisations

·       Personal data about individuals, including customers, volunteers and staff, in any format 

Staff, volunteers and anyone working with Brixton Community Based must respect the confidentiality of all information handled during their role. This responsibility continues even after the working or volunteering relationship ends.

This policy should be read in conjunction with the Brixton Community Based Data Protection Policy.

Confidentiality and Individuals 

Confidentiality applies to the relationship between the individual and the organisation, not the individual staff member delivering support or services. 

Information will only be collected from individuals where it benefits their wellbeing or service experience. 

Data may only be shared with external agencies or individuals with the individual's informed consent. Where possible, consent will be written. 
If sharing with another agency is necessary to support the individual, the reason must be explained and permission obtained. 

Information sharing
No personal information will be shared with family members or third parties without clear consent. Information is only shared on a strict need-to-know basis. 
Information may be shared internally when necessary to support the individual but still treated with discretion.

Customers and clients are entitled to privacy. They should be offered the opportunity to speak privately. 
Client details must not be discussed in open spaces or with anyone outside the organisation. 

Staff and volunteers should take care when speaking in shared spaces, over the phone or via email, to ensure privacy.

Publicity, Reports and Training 

Brixton Community Based may use anonymised examples of service impact for publicity, reporting or training. 

Where possible, individuals will be asked for written permission before sharing their stories. 
If consent cannot be obtained, all identifying details will be removed or altered.

Limits of Confidentiality 

In rare cases, Brixton Community Based may break confidentiality. This includes: 

·       Belief that an individual may harm themselves or others 

·       Disclosure or suspicion of abuse 

·       Evidence that a crime has been committed 

·       Legal obligations to disclose information (for example, police requests) 

·       Concerns about mental capacity or decision-making 

·       Disclosure indicating a terrorist threat

Any decision to override confidentiality will be made case-by-case, in consultation with a designated board member.

Access to Data 

All staff and volunteers must only access information necessary to fulfil their role. 

Clients have a right to request access to information held about them and a copy of this policy. 

Staff must take steps to ensure policy content and data use are understood, especially if any party has sensory or communication barriers.

Policy Breaches 

Breaches of confidentiality will be handled under Brixton Community Based’s disciplinary procedures. 

Serious breaches may result in dismissal or referral to legal authorities.

Evaluation and Monitoring 

All staff and volunteers receive this policy upon joining and must sign a confidentiality statement. 

The policy is reviewed annually or if legislation changes, guidance is updated, or weaknesses are identified.

Confidentiality Statement 

While working for Brixton Community Based, you may access sensitive information about individuals, staff or organisational matters. 

You must: 

·       Only access and use information you are authorised to handle 

·       Assume all information is confidential unless designated for public use 

·       Avoid discussing confidential matters with colleagues or external parties 

·       Safeguard passwords and physical security 

·       Be cautious when sharing information with other agencies 

·       Confirm recipient identity before disclosing any sensitive information

If unsure about whether to disclose, do not guess. Withhold the information and consult a senior colleague or trustee.

Your confidentiality responsibilities remain in place indefinitely, even after your work or volunteering ends.

I have read and understood this policy.

Signed (staff member or volunteer): 

Date:

Policy Review
Approved by Board of Trustees: August 2025 next review: August 2026