Policy - Confidentiality

Section: Human Resource Policies  
Policy Owner: Ignition633 Ministries Nigeria Human Resources  
Policy Name: Confidentiality Policy   
Origination Date: November 2024 

Purpose
The purpose of confidentiality for a childcare worker in a Ministry's policy is to protect the privacy and sensitive information of children and their families. It ensures that personal details, medical records, or family situations are only shared with authorized individuals when necessary.

Scope
The scope of confidentiality for a childcare worker in a Ministry's policy includes safeguarding personal information about children and their families, such as medical records, behavioral observations, family circumstances, and any sensitive details. It covers proper handling of records, limiting access to authorized personnel, and ensuring secure communication.

Definition
Confidentiality: is the practice of keeping private and sensitive information secure and only sharing it with authorized individuals when necessary.

Confidentiality Policy
Confidential information includes but is not limited to personal and medical records, contact information, behavioral assessments, developmental assessments, and any other information related to the children and families we serve.

Access
Caregivers will have access to confidential information only on a need-to-know basis, and access should be limited to what is required to perform their job duties effectively.

Information handling
Exercise discretion and caution when handling confidential information. This includes storing documents securely, not sharing information unless authorized, and using passwords and encryption as necessary.

Communication
Caregivers should never discuss or disclose confidential information in public places, in the presence of other children or staff who do not have a need to know, or on personal social media or messaging platforms.

Release Of information
Confidential information can only be released to authorized individuals or agencies with written consent from the child's parent or guardian, or as required by law.

Photographs with Children
 Caregivers are allowed to take photographs with children solely for official purposes, such as documenting activities, and milestones, or for communication with parents. Please see social media Policy for more information.

Sharing Child's Photograph Online
Caregivers are strictly prohibited from sharing any photographs of children on personal social media or online platforms without written consent from the child's parent or guardian.

Release Of information
Confidential information can only be shared with authorized individuals or agencies with written consent from the child's parent or guardian, or as required by law.

Child safety
Caregivers must not disclose any information or engage in practices that could compromise a child's safety, such as sharing information about the child's location, daily routines, or schedule online.

Privacy and Security
Caregivers are responsible for ensuring that confidential information, whether in physical or digital form, is stored securely and that only authorized individuals have access.

Suspected Violations
Caregivers who suspect a violation of this confidentiality policy or witness an unauthorized disclosure of confidential information should report it to the appropriate supervisor or management immediately.

Whistleblower Protection
Caregivers who report violations in good faith will be protected against any form of retaliation.

Violations of this Confidentiality Policy may result in corrective action, up to and including termination of employment, depending on the severity and frequency of the violation.

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This policy will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly. 

For any questions or further assistance regarding this policy, employees should contact the HR department at hr.nigeria@ignition633.org.