Confidentiality Policy - Revision history

Seymour Jacklin: Reviewed and updated according to the instructions by Dan Northover: Handcrafted Mail Seymour Jacklin Re: Social media policy Dan Northover 23 June 2026 at 12:44 To: Seymour Jacklin Cc: Jack Perrin Thank you Seymour, I think this is great. Yes to first yellow bit. No to the first green bit. Yes to the rest of the green. Dan Northover - CEO Unit 21, Skillion Business Centre, Durham,

2026-06-23T12:25:13Z

Reviewed and updated according to the instructions by Dan Northover: Handcrafted Mail Seymour Jacklin <seymour@handcraftedproject.com> Re: Social media policy Dan Northover <dan@handcrafted.org.uk> 23 June 2026 at 12:44 To: Seymour Jacklin <seymour@handcrafted.org.uk> Cc: Jack Perrin <jack@handcrafted.org.uk> Thank you Seymour, I think this is great. Yes to first yellow bit. No to the first green bit. Yes to the rest of the green. Dan Northover - CEO Unit 21, Skillion Business Centre, Durham,

← Older revision		Revision as of 12:25, 23 June 2026
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	\|'''Last review and approval'''		\|'''Last review and approval'''
	\|03/08/~~2024~~		\|23/06/2026
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	=== Use of Social Media Platforms for Work ===		=== Use of Social Media Platforms for Work ===
	Trainees and residents, or their friends or family members may ask to be your "friend" on Facebook or another social-media platform. In some cases, where using a social-media messaging service is an effective way to contact someone who is difficult to reach, or where social-media updates could give early warning of someone being at risk, this could be seen as positive.

	~~Nevertheless~~, ~~the privacy afforded by~~ social media ~~channels and third-party apps varies and is subject to frequent changes that are nearly impossible to monitor and control and which may lead to~~ the ~~unintended disclosure~~ of a ~~vulnerable individual's~~ personal ~~information. It is important for all~~ staff ~~and trainees to~~ be ~~aware of this when responding~~.		Staff must not connect with, or accept connection requests from, residents or trainees they are currently working with at Handcrafted on any social media platform. This applies regardless of the platform or the apparent purpose of the connection. Where a pre-existing personal or social relationship means that a connection already exists, staff should notify their line manager so that an agreed approach can be recorded.

	~~There~~ is ~~no expectation~~ that ~~staff would or should become friends with residents~~, ~~trainees, their friends or family, on social media~~. ~~This~~ is ~~a matter~~ of ~~your personal discretion, with the following conditions:~~		The privacy afforded by social media channels and third-party apps varies and is subject to frequent changes that are nearly impossible to monitor and control, and which may lead to the unintended disclosure of a vulnerable individual's personal information. It is important for all staff and trainees to be aware of this.

	==== Privacy Protection ====		==== Privacy Protection ====
	Be aware that posts made through personal online accounts that are public can be seen and may breach Handcrafted policy if they bring the organisation into disrepute. This includes situations when you could be identifiable as a Handcrafted employee or volunteer whilst using social media, or occasions when you may be commenting on Handcrafted-related matters in a public forum.
			Be aware that posts made through personal online accounts that are public can be seen and may breach Handcrafted policy if they bring the organisation into disrepute. This includes situations when you could be identifiable as a Handcrafted employee or volunteer whilst using social media, or occasions when you may be commenting on Handcrafted-related matters in a public forum.

	If you accept contact requests from any individual who engages with Handcrafted services or has a friend or relative engaged with our services, you must ensure that your other contacts are not visible to them. This is to protect the identity of other people with whom you have contact who may also be trusting you with their information.		If you accept contact requests from any individual who engages with Handcrafted services or has a friend or relative engaged with our services, you must ensure that your other contacts are not visible to them. This is to protect the identity of other people with whom you have contact who may also be trusting you with their information.
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	==== Protected Individuals ====		==== Protected Individuals ====
	Some of the people who use Handcrafted services are particularly at risk and it is vital that we protect their identity and~~/or~~ do not inadvertently reveal their whereabouts. This includes individuals who are housed in women's refuges, those who are under witness protection, and people who are known to be on the Sex Offender's Register. ~~You are strongly advised~~ not ~~to associate~~ with ~~them~~ via social media ~~platforms~~.
			Some of the people who use Handcrafted services are particularly at risk and it is vital that we protect their identity and do not inadvertently reveal their whereabouts. This includes individuals who are housed in women's refuges, those who are under witness protection, and people who are known to be on the Sex Offender's Register. Staff must not connect with these individuals via social media under any circumstances.

	==== Accountability ====		==== Accountability ====
	~~If you are unsure how this applies to a particular individual and you are in any doubt, make sure you agree on an approach with your line manager and record the decision.~~

	~~You don't have to add somebody to~~ your ~~contacts just because other team members have done so. Exercise particular caution if you feel under pressure~~ or ~~manipulated to add anybody~~.		If you are unsure whether a connection falls within the scope of this policy, err on the side of caution and discuss it with your line manager before accepting or making contact.

	~~You are encouraged, as a matter of good practice, to make people aware of the privacy implications if possible before accepting their invitation to connect.~~		==== Lending your device ====

	~~==== Lending your device ====~~
	Do not allow somebody else to 'borrow' your device without your close supervision, even for 'a quick phone call' or 'to check email'.		Do not allow somebody else to 'borrow' your device without your close supervision, even for 'a quick phone call' or 'to check email'.

	==== Failure to comply ====		==== Failure to comply ====

	Be aware that failure to comply with the above conditions may lead to action under the [[Disciplinary Policy and Procedures]], up to and including dismissal.		Be aware that failure to comply with the above conditions may lead to action under the [[Disciplinary Policy and Procedures]], up to and including dismissal.

	=== Referral Contact Details ===		=== Referral Contact Details ===
	{{Safeguarding contacts}}		{{Safeguarding contacts}}

Rebekah Hook: Ownership of policy changed from Ethos & Values Steering Group (no longer active) to CEO.

2026-05-01T17:11:38Z

Ownership of policy changed from Ethos & Values Steering Group (no longer active) to CEO.

← Older revision		Revision as of 17:11, 1 May 2026
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	{\| class="wikitable"		{\| class="wikitable"
	!Group or individual responsible for review		!Group or individual responsible for review
	!~~[[The Ethos and Values Steering Group]]~~		!CEO
	\|-		\|-
	\|'''Last review and approval'''		\|'''Last review and approval'''

Seymour Jacklin: /* Principles */ trust and conflict of interest cross reference added

2025-08-22T05:33:27Z

Principles: trust and conflict of interest cross reference added

← Older revision		Revision as of 05:33, 22 August 2025
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	* it will have a significant and negative effect on the wider community (e.g. physical or mental health, moral or relationship issues)		* it will have a significant and negative effect on the wider community (e.g. physical or mental health, moral or relationship issues)
	* You as a worker need support and advice		* You as a worker need support and advice
			In addition to the principles outlined here, staff are reminded that maintaining professional boundaries is essential to safeguarding confidentiality and trust. Staff must not seek or accept personal benefit through their role. Please see the [[Conflict of Interest Policy]] for further guidance.

	== Practice ==		== Practice ==

Seymour Jacklin at 10:29, 11 March 2025

2025-03-11T10:29:39Z

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 |'''Last review and approval'''
 |03/08/2024
 |}
 == Principles ==
 * Because of the nature of our work, you will frequently encounter sensitive information that requires discretion and confidentiality. There will, however, be certain disclosures that you may not be able to keep to yourself and occasions when keeping absolute confidentiality may be impossible.
 * Medical, legal and counselling professionals can offer greater confidentiality than we can, but still within the limits below. Any of our trainees who is concerned for their privacy can speak to such people instead.

Seymour Jacklin at 13:08, 17 December 2024

2024-12-17T13:08:23Z

← Older revision		Revision as of 13:08, 17 December 2024
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	{\| class="wikitable"		{\| class="wikitable"
	!Group or individual responsible for review		!Group or individual responsible for review
	![[The ~~Human Resources~~ and ~~Wellbeing~~ Steering Group~~\|'''The Human Resources and Wellbeing Steering Group'''~~]]		![[The Ethos and Values Steering Group]]
	\|-		\|-
	\|'''Last review and approval'''		\|'''Last review and approval'''

Seymour Jacklin at 13:06, 17 December 2024

2024-12-17T13:06:50Z

← Older revision		Revision as of 13:06, 17 December 2024
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	\|03/08/2024		\|03/08/2024
	\|}		\|}
	For historical reviews please see [[~~Absence Management~~ Policy: Historical Reviews]]		For historical reviews please see [[Confidentiality Policy - Historical Reviews]]

	{\| class="wikitable"		{\| class="wikitable"

Seymour Jacklin: /* Handcrafted Safeguarding Team */

2024-12-17T12:58:27Z

Handcrafted Safeguarding Team

← Older revision		Revision as of 12:58, 17 December 2024
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	==== Failure to comply ====		==== Failure to comply ====
	Be aware that failure to comply with the above conditions may lead to action ~~against you~~ under the ~~Handcrafted~~ Disciplinary ~~policy~~, up to and including dismissal.		Be aware that failure to comply with the above conditions may lead to action under the [[Disciplinary Policy and Procedures]], up to and including dismissal.

	=== Referral Contact Details ===		=== Referral Contact Details ===
	'''111''' Ask for the '''Crisis Team''' if someone is in immediate danger, mentally or physically. You will need to pass on an address for the person in danger, and their phone number if you are not with them yourself; the Crisis team will want to speak to them personally.		{{Safeguarding contacts}}

	~~'''999''' Police, Ambulance or Fire~~

	~~==== Handcrafted~~ Safeguarding ~~Team ====~~
	~~'''Safeguarding Officer''': Dan Northover~~

	~~'''Safeguarding Deputy''': Seymour Jacklin~~

	~~'''Project Manager''': John Hinton~~

	~~'''Trustees Chair''': Dan Northover~~

Seymour Jacklin at 12:55, 17 December 2024

2024-12-17T12:55:26Z

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 The purpose of this Confidentiality Policy is to lay down the principles that must be observed by all Handcrafted staff and trainees who have access to person-identifiable information or confidential information. You need to be aware of your responsibilities for safeguarding confidentiality and preserving information security as part of the duty of care we all have to our trainees and residents.
 {| class="wikitable"
 | colspan="3" |Handcrafted Confidentiality and Disclosure Guidance

Seymour Jacklin at 12:53, 17 December 2024

2024-12-17T12:53:08Z

← Older revision		Revision as of 12:53, 17 December 2024
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			The purpose of this Confidentiality Policy is to lay down the principles that must be observed by all Handcrafted staff and trainees who have access to person-identifiable information or confidential information. You need to be aware of your responsibilities for safeguarding confidentiality and preserving information security as part of the duty of care we all have to our trainees and residents.
	{\| class="wikitable"		{\| class="wikitable"
	\| colspan="3" \|Handcrafted Confidentiality and Disclosure Guidance		\| colspan="3" \|Handcrafted Confidentiality and Disclosure Guidance
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	== Principles ==		== Principles ==

	* The purpose of this Confidentiality Policy is to lay down the principles that must be observed by all Handcrafted staff and trainees who have access to person-identifiable information or confidential information. You need to be aware of your responsibilities for safeguarding confidentiality and preserving information security as part of the duty of care we all have to our trainees and residents.
	* Because of the nature of our work, you will frequently encounter sensitive information that requires discretion and confidentiality. There will, however, be certain disclosures that you may not be able to keep to yourself and occasions when keeping absolute confidentiality may be impossible.		* Because of the nature of our work, you will frequently encounter sensitive information that requires discretion and confidentiality. There will, however, be certain disclosures that you may not be able to keep to yourself and occasions when keeping absolute confidentiality may be impossible.
	* Medical, legal and counselling professionals can offer greater confidentiality than we can, but still within the limits below. Any of our trainees who is concerned for their privacy can speak to such people instead.		* Medical, legal and counselling professionals can offer greater confidentiality than we can, but still within the limits below. Any of our trainees who is concerned for their privacy can speak to such people instead.

Seymour Jacklin at 12:52, 17 December 2024

2024-12-17T12:52:21Z

← Older revision		Revision as of 12:52, 17 December 2024
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	* Disclose only for reasons you best perceive to be the good of the individual or public interest.		* Disclose only for reasons you best perceive to be the good of the individual or public interest.

	==== ~~'''~~How and when to ask for consent and anticipate a disclosure~~'''~~ ====		==== How and when to ask for consent and anticipate a disclosure ====
	We are in a position of trust and people may assume that we will keep their confidences under all circumstances.		We are in a position of trust and people may assume that we will keep their confidences under all circumstances.

	You should be clear when talking to trainees and residents that about the possible exceptions to confidentiality. In a one-off or unexpected situation, people about to disclose something very personal and private often look and sound awkward. Observe their body language and, if needed, interrupt them. You can say, ‘''I’m so sorry to interrupt, but if you might be about to disclose something very sensitive, I want to explain that there are some things I am obliged by law to pass on if I know about them''’.		You should be clear when talking to trainees and residents that about the possible exceptions to confidentiality. In a one-off or unexpected situation, people about to disclose something very personal and private often look and sound awkward. Observe their body language and, if needed, interrupt them. You can say, ‘''I’m so sorry to interrupt, but if you might be about to disclose something very sensitive, I want to explain that there are some things I am obliged by law to pass on if I know about them''’.

	==== ~~'''~~How to decide what to pass on and to whom~~'''~~ ====		==== How to decide what to pass on and to whom ====
	If it is a ‘Safeguarding’ issue then follow safeguarding guidance and only contact the Safeguarding Officer or their deputy.		If it is a ‘Safeguarding’ issue then follow safeguarding guidance and only contact the Safeguarding Officer or their deputy.

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	If you are at all unsure about what to do, talk to your line manager or someone more senior without including any information that could identify the individual you are concerned about. Together you can decide what to do next.		If you are at all unsure about what to do, talk to your line manager or someone more senior without including any information that could identify the individual you are concerned about. Together you can decide what to do next.

	==== ~~'''~~Information you might want to pass on but are not required to~~'''~~ ====		==== Information you might want to pass on but are not required to ====
	After a very private disclosure, there will be times when you think it would be helpful for others to know, and yet, you know you are not obliged by law or advised by this policy to pass it on. In these cases, discuss with the individual why you believe this and encourage them to share it or permit you to share it.		After a very private disclosure, there will be times when you think it would be helpful for others to know, and yet, you know you are not obliged by law or advised by this policy to pass it on. In these cases, discuss with the individual why you believe this and encourage them to share it or permit you to share it.

	You can still talk with your line manager about any case anonymously if you need further support and advice.		You can still talk with your line manager about any case anonymously if you need further support and advice.

	==== ~~'''~~Allegations of historic sexual abuse~~'''~~ ====		==== Allegations of historic sexual abuse ====
	Widespread media attention on the subject of historic sexual abuse has given greater confidence to individuals who were victims of abuse in the past to come forward. You may find that someone makes a disclosure to you.		Widespread media attention on the subject of historic sexual abuse has given greater confidence to individuals who were victims of abuse in the past to come forward. You may find that someone makes a disclosure to you.

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	If possible ascertain if there is an ongoing safeguarding issue (e.g. if the individual concerned is likely to be an active risk to other people) - in such cases, you may need to contact the Safeguarding Officer for the reasons outlined above.		If possible ascertain if there is an ongoing safeguarding issue (e.g. if the individual concerned is likely to be an active risk to other people) - in such cases, you may need to contact the Safeguarding Officer for the reasons outlined above.

	=== ~~'''~~Use of Social Media Platforms for Work~~'''~~ ===		=== Use of Social Media Platforms for Work ===
	Trainees and residents, or their friends or family members may ask to be your "friend" on Facebook or another social-media platform. In some cases, where using a social-media messaging service is an effective way to contact someone who is difficult to reach, or where social-media updates could give early warning of someone being at risk, this could be seen as positive.		Trainees and residents, or their friends or family members may ask to be your "friend" on Facebook or another social-media platform. In some cases, where using a social-media messaging service is an effective way to contact someone who is difficult to reach, or where social-media updates could give early warning of someone being at risk, this could be seen as positive.

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	There is no expectation that staff would or should become friends with residents, trainees, their friends or family, on social media. This is a matter of your personal discretion, with the following conditions:		There is no expectation that staff would or should become friends with residents, trainees, their friends or family, on social media. This is a matter of your personal discretion, with the following conditions:

	==== ~~'''~~Privacy Protection~~'''~~ ====		==== Privacy Protection ====
	Be aware that posts made through personal online accounts that are public can be seen and may breach Handcrafted policy if they bring the organisation into disrepute. This includes situations when you could be identifiable as a Handcrafted employee or volunteer whilst using social media, or occasions when you may be commenting on Handcrafted-related matters in a public forum.		Be aware that posts made through personal online accounts that are public can be seen and may breach Handcrafted policy if they bring the organisation into disrepute. This includes situations when you could be identifiable as a Handcrafted employee or volunteer whilst using social media, or occasions when you may be commenting on Handcrafted-related matters in a public forum.

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	It is also advised that you protect personal details about your life outside of Handcrafted (e.g. where you live).		It is also advised that you protect personal details about your life outside of Handcrafted (e.g. where you live).

	==== ~~'''~~Protected Individuals~~'''~~ ====		==== Protected Individuals ====
	Some of the people who use Handcrafted services are particularly at risk and it is vital that we protect their identity and/or do not inadvertently reveal their whereabouts. This includes individuals who are housed in women's refuges, those who are under witness protection, and people who are known to be on the Sex Offender's Register. You are strongly advised not to associate with them via social media platforms.		Some of the people who use Handcrafted services are particularly at risk and it is vital that we protect their identity and/or do not inadvertently reveal their whereabouts. This includes individuals who are housed in women's refuges, those who are under witness protection, and people who are known to be on the Sex Offender's Register. You are strongly advised not to associate with them via social media platforms.

	==== ~~'''~~Accountability~~'''~~ ====		==== Accountability ====
	If you are unsure how this applies to a particular individual and you are in any doubt, make sure you agree on an approach with your line manager and record the decision.		If you are unsure how this applies to a particular individual and you are in any doubt, make sure you agree on an approach with your line manager and record the decision.

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	You are encouraged, as a matter of good practice, to make people aware of the privacy implications if possible before accepting their invitation to connect.		You are encouraged, as a matter of good practice, to make people aware of the privacy implications if possible before accepting their invitation to connect.

	==== ~~'''~~Lending your device~~'''~~ ====		==== Lending your device ====
	Do not allow somebody else to 'borrow' your device without your close supervision, even for 'a quick phone call' or 'to check email'.		Do not allow somebody else to 'borrow' your device without your close supervision, even for 'a quick phone call' or 'to check email'.

	==== ~~'''~~Failure to comply~~'''~~ ====		==== Failure to comply ====
	Be aware that failure to comply with the above conditions may lead to action against you under the Handcrafted Disciplinary policy, up to and including dismissal.		Be aware that failure to comply with the above conditions may lead to action against you under the Handcrafted Disciplinary policy, up to and including dismissal.

	=== ~~'''~~Referral Contact Details~~'''~~ ===		=== Referral Contact Details ===
	'''111''' Ask for the '''Crisis Team''' if someone is in immediate danger, mentally or physically. You will need to pass on an address for the person in danger, and their phone number if you are not with them yourself; the Crisis team will want to speak to them personally.		'''111''' Ask for the '''Crisis Team''' if someone is in immediate danger, mentally or physically. You will need to pass on an address for the person in danger, and their phone number if you are not with them yourself; the Crisis team will want to speak to them personally.

	'''999''' Police, Ambulance or Fire		'''999''' Police, Ambulance or Fire

	==== ~~'''~~Handcrafted Safeguarding Team~~'''~~ ====		==== Handcrafted Safeguarding Team ====
	'''Safeguarding Officer''': Dan Northover		'''Safeguarding Officer''': Dan Northover