Windsor Montessori Policies

Confidentiality Policy

 

References:

Privacy Act 1993

Licensing Criteria C113

 

Statement of Intent:

As part of the ethos of our preschool, we take seriously our responsibility to ensure the protection, privacy, health, safety and wellbeing of all tamariki and parents/whānau/caregivers entrusted to our care.

Our philosophy and practice is founded on the premise that confidentiality is the basis for building positive and respectful relationships. We recognise and respect the importance of privacy and confidentiality as an individual right and a basis for building partnerships.

All kaiako are required to behave in a professional manner and maintain a professional attitude when dealing with tamariki and parents/whānau/caregivers. Kaiako are to comply with this confidentiality policy and we will treat breaches of confidentiality as a serious matter.

 

 

Kaiako will respect confidentiality in the following ways:

• Parents/whānau/caregivers will have access to information regarding their own tamaiti.

• Kaiako will not discuss individual tamariki, other than for the purposes of curriculum planning/group management, with people other than the tamaiti parents/whānau/caregivers

• New kaiako/students/volunteers in the preschool will be advised of this confidentiality policy which they are required to respect

• Records of tamariki presently attending the preschool will be retained on the premises. For tamariki no longer attending, records will be retained at the preschool for seven years.                                                                                       

What we believe:

It is an essential part of the ethos of our preschool that there is a clear and explicit policy on confidentiality so that tamariki/parents/whānau/caregivers and kaiako are able to seek help both within and outside the preschool and the number of situations are minimised when personal information is shared to ensure tamariki and kaiako are supported and safe.

Parents/whānau/caregivers, tamariki and kaiako need to know the boundaries of confidentiality in order to feel safe and comfortable when discussing personal issues.

The preschool’s attitude to confidentiality is open and easily understood and everyone should be able to trust the boundaries of confidentiality operating within the preschool.

Everyone at the preschool needs to know that no-one can offer absolute confidentiality. The preschool at all times puts the safety and welfare of tamariki first and any issue will be referred to the Head kaiako for child protection if necessary.

 

Definition of Confidentiality:

For the purpose of this policy the following definition of confidentiality will apply:

“Discretion in keeping private information”

We aim to ensure in our preschool that all parents/whānau/caregivers can share their information in the confidence that it will only be used to enhance the welfare of tamariki. The general rule in our preschool is that kaiako should make clear that there are limits to confidentiality at the beginning of the conversation. These limits relate to ensuring tamariki safety and wellbeing.

 

Responsibilities:

• Interests of all tamariki is paramount

• Kaiako will explain to the parents/whānau/caregivers as part of the enrolment induction the importance of communication at our preschool and what and how information will or could be shared and why

• Parents/whānau/caregivers are informed when kaiako need to record confidential information beyond the general personal information we keep e.g. with regard to injuries, concerns or changes in relation to tamariki or whānau

• Kaiako will ensure that the information they share is accurate, up to date and necessary for the purpose for which they are sharing it, shared only with those people who need to see it and shared securely

• Kaiako will always abide by the preschool’s Child Protection Policy

• Kaiako will act in a professional manner and act appropriately when receiving information. It is important that a high level of respect and sensitivity is carried out at all times.

 

 

Procedures:

It is our intention at the preschool to respect the privacy of tamariki and their whānau which is achieved by:

• Ensuring that all kaiako, volunteers and students are aware that this information is confidential and only for use within the preschool.

• Ensuring that parents have access to files and records of their own tamariki, (when a kaiako is present) but not to those of any other tamariki

• Ensuring that kaiako have a professional relationship with parents/whānau/caregivers at all times

• Ensuring that kaiako are aware that information held for each tamaiti is confidential, and only to be used within the preschool setting. If any of this information is requested for whatever reason, the parent’s permission must always be sought

• Ensuring that kaiako do not discuss personal information given by parents/whānau/caregivers with other kaiako, except where it affects planning for tamariki needs

• Ensuring that kaiako, student and volunteer inductions include an awareness of the importance of confidentiality

• Ensuring that any concerns/evidence relating to tamariki personal safety is kept in a secure, confidential file. This information will only be shared with as few people as possible

on a need-to-know basis. If however, a tamaiti is considered at risk, the preschool Child Protection Policy will override confidentiality.

 

Review

Date:

Signed:

Consultation: