Privacy Policy

Introduction

The work of Mushroom Theatre Company Ltd brings us into contact with confidential information given to it by or about a service user/staff member/volunteer. Something is deemed confidential if it is either of a personal nature (be it about a service user, a member of staff, volunteer or any other individual), if it is commercially sensitive, if it has been provided in confidence, or if it is information where the inappropriate disclosure of said information would be problematic for Mushroom Theatre Company Ltd.

Ensuring that personal information remains confidential is an important factor in establishing trust with our service users. Likewise, employees/volunteers have a right to expect that any data held on them will be stored and used securely and in a confidential manner.

Policy Scope

This policy applies to all staff and volunteers at Mushroom Theatre Company Ltd, whether permanent or temporary, and continues to apply after their employment has ended.

The purpose of this policy, in relation to confidential information is to:

Establish clear guidelines to help staff ensure that confidentiality is maintained;

Provide guidance on establishing a balance between maintaining confidentiality and ensuring that we share information where appropriate.

Responsibilities

To ensure that all those using and working within the organisation can do so with confidence we will respect confidentiality in the following ways:

1 - Parents/Carers may request sight of files and records relating to their own child/children – but not any other child.

2 - Staff/volunteers will not discuss individual children with people other than the parents/carers of that child

3 - Information given by parents/carers to staff/volunteers will not be disclosed to any third party (i.e. outside the organisation) unless:

(a) the parent/carer has consented

OR
(b) The Managing Director of Mushroom Theatre Company Ltd has authorised the disclosure to meet either:

a legal requirement

An overriding moral consideration

OR
(c) The information is disclosed under the aegis of Mushroom Theatre Company Ltd management for statistical, policy making or promotional purposes in circumstances where the individual service user is not readily identifiable.

4 - Personnel issues will remain confidential to the people involved.

5 - Any anxieties/evidence relating to a child’s personal safety will be kept in a confidential file and will not be shared within the organisation except for between those staff members to whom the matter is relevant.

6 - Mushroom Theatre Company Ltd will comply with all requirements of the General Data Protection Regulation (GDPR).

7 - All records containing confidential information must be stored in a secure location that restricts access by anyone who does not need to see the record.

8 - Confidential documents, when no longer required, must be disposed of in a manner approved for confidential waste destruction.

Policy Enforcement

Where any breach, or suspected breach of confidentiality has occurred, this must be reported as soon as possible to the Managing Director of Mushroom Theatre Company Ltd.

Mushroom Theatre Company Ltd shall record details of any difficulties arising over any particular matter of confidentiality and its resolution.

Mushroom Theatre Company Ltd’s relevant grievance and disciplinary procedures shall be used to determine complaints of breaches of confidence. Any deliberate or seriously negligent breach of confidentiality could result in disciplinary action.