Confidentiality and Information Sharing Policy

Mosaic LGBT+ Young Persons’ Trust, Charity Number 1166676

 

Policy Owner: Executive Director (Designated Safeguarding Officer)

Review Cycle: Annual or sooner if legislation changes

Next Review Date:  Oct 2027 (Approved 2026 )

 

M Mindful

O Open

S Safe

A Agile

I Inclusive

C Community

1. Opening Statement on Confidentiality

 

Mosaic LGBT+ Young Persons’ Trust recognises that trust is central to our work with young LGBT+ persons. Confidentiality is essential in creating safe spaces where young persons, staff and volunteers feel able to share information appropriately. At the same time, Mosaic acknowledges that confidentiality is not absolute and must be balanced with safeguarding duties, legal obligations and the welfare of young persons.

 

2. Purpose of this Policy

 

The purpose of this policy is to set out how Mosaic manages confidential information in an ethical, lawful and safeguarding-focused manner. It clarifies when information can be kept confidential, when it must be shared, and how information is stored and protected.

 

3. Scope of the Policy

 

This policy applies to all employees, volunteers, trustees, sessional workers, contractors and any individual acting on behalf of Mosaic. It covers all forms of information, including verbal disclosures, written records, electronic communications, case notes, recruitment documentation and safeguarding reports.

 

4. General Principles

 

Mosaic adheres to the following principles regarding confidentiality:
• Information will only be shared on a need-to-know basis.
• Confidential information will be stored securely and accessed only by authorised individuals.
• Individuals will be informed about the limits of confidentiality.
• Information sharing will be proportionate, necessary and lawful.
• Safeguarding concerns override confidentiality where there is a risk of harm.

 

5. Individual Responsibility

 

All staff, volunteers and trustees are personally responsible for maintaining confidentiality. This includes safeguarding sensitive information, not discussing confidential matters in inappropriate settings, using secure communication systems, and reporting any concerns about data breaches immediately.

 

6. Confidentiality Agreements

 

All employees, volunteers, and trustees are required to sign a confidentiality agreement or agree to confidentiality clauses in their contracts or volunteer agreements. These agreements remain binding even after an individual ceases to be involved with Mosaic.

 

7. Safeguarding and Confidentiality

 

Confidentiality cannot be guaranteed where a safeguarding concern arises. If a young person discloses information that indicates they or another person may be at risk of harm, staff and volunteers have a duty to share that information with the Designated Safeguarding Officer. The young person will be informed, wherever appropriate, that the information must be shared for their protection.

 

Information will only be shared with external agencies (such as social care or police) where necessary and in accordance with safeguarding procedures.

 

8. GDPR and Data Protection

 

Mosaic processes personal data in accordance with the Data Protection Act 2018 and UK GDPR. Personal data will be collected lawfully, stored securely, retained only for as long as necessary, and disposed of appropriately. Access to sensitive information is restricted to authorised individuals.

 

Individuals have rights under the UK GDPR, including the right to access their personal data, request the correction of inaccurate data, and raise concerns about data handling.

 

9. Breaches of Confidentiality

 

Any suspected or actual breach of confidentiality must be reported immediately to the Executive Director. Breaches will be investigated promptly and may result in disciplinary action. Where required by law, serious data breaches will be reported to the Information Commissioner’s Office (ICO).

 

10. Relationship to Other Policies

 

This policy should be read alongside Mosaic’s Safeguarding Policy, Recruitment and Safer Recruitment Policy, Disciplinary and Grievance Policy, Whistleblowing Policy and Data Protection Policy.