Confidentiality

Birmingham Children's Trust Fostering Agency staff and representatives have a responsibility under the Data Protection Act (2018) and the General Data Protection Regulation (GDPR, 2018) to safeguard the confidentiality of personal information, which they hold in connection with their working functions.

The Fostering Agency works in partnership with Birmingham City Council in providing fostering placements for Children and Young People. All information given to a Foster Carer about a Child or Young Person is confidential. It should not be disclosed without the consent of Birmingham Children's Trust Children's Services and the Fostering Agency.

To comply with legislative requirements it is essential that the Fostering Agency and its staff and Foster Carers ensure all information is protected in all its forms i.e. electronic, verbal, and paper information.

Further guidance is available about the GDPR (2018) on the ICO website.

• During the course of your duties as a Foster Carers it is vital to share information with others about a Child or Young Person in your care in order to be able to provide a holistic view of the Child or Young Person’s needs and inform care planning processes;
• The sharing of information will occur as a direct result of everyday working practices between staff and Foster Carers, and between staff and other agencies concerned and involved with a Child or Young Person’s Care Plan and Placement Plan;
• Children or Young People in placement may want to confide in a Foster Carer and ask that the information is not shared with anyone else. In some circumstances, e.g. matters relating to safeguarding, you cannot give an undertaking not to share information. It is important that a Child or Young Person understands this information must be shared with their Social Worker immediately and any other relevant professionals;
• As Foster Carers you agree to ensure that any information relating to a Child or Young Person placed with you, to the Child or Young Person’s family, or to any other person which, has been given to you in confidence in connection with the placement, is kept confidential and is not disclosed to any person without the written consent of Birmingham Children’s Trust Children’s Services and the Fostering Agency;
• All information must be stored safely and securely in the fostering home;
• The Supervising Social Worker will provide advice and guidance concerning the sharing of information in respect of the Child or Young Person with any other person and you should approach them for guidance if you are unsure of any aspect of sharing confidential information;
• Foster Carers are reminded to take care when discussing matters with colleagues in public settings. To safeguard confidentiality matters relating to Children and Young People should not be discussed in places where they may be overheard by persons who do not have a right to know the information;
• Any information given to you in relation to the placement is to be returned to the Supervising Social Worker when the Child or Young Person leaves the placement.

Please note:

Confidentiality continues to apply where Foster Carers cease to foster. You agree to maintain confidentiality in these circumstances on the basis that confidentiality remains equally necessary.

Care must be exercised in discussing confidential information over the telephone:

• You should not be overheard by others in your home;
• It may be necessary to check that the caller is who they say they are by requesting an office number to check. Once satisfied with the caller’s identity arrangements should be made to telephone the caller back. If an office number is not provided you should not share any information via a call received from a mobile from a caller you are not familiar with;
• If the caller is known to you and the voice is recognised information can be discussed but only if this is in normal professional activity of the caller;
• No confidential information should be shared via text messages on mobile phones;
• Care and consideration should be taken when leaving messages for individuals on their answer phones: e.g. no confidential information, names etc. should be left on an answer phone; always question whether a message should be left or not.

If Foster Carers use a computer/other electronic device to record information or prepare reports about Children and Young People in placement it is essential that:

• Appropriate security and anti-virus software is installed and up-to-date;
• Access is restricted to the Foster Carer only to prevent unauthorised viewing;
• All information is password protected;
• Computers/other electronic devices are not left unattended when working on records/reports in such a way that would allow unauthorised viewing;
• If exchanging emails with another relevant professional connected to the Child or Young Person in your care, initials only of the Child or Young Person should be used;
• GDPR guidelines are adhered too.

Foster Carers using social media sites must ensure that irrespective of any privacy settings you have set up, no confidential information is shared in respect of:

• Identity as a Foster Carer for Birmingham Children's Trust Fostering Agency;
• Information on Children or Young People in placement;
• Conversations regarding your fostering role;
• Information about your home and location including photographs;
• Photographs featuring Children and Young People in placement.

Please note:

Foster Carers must be mindful that social media sites can be used as the main source to trace Children and Young People's whereabouts where placements are protected and can lead to the risk of the placement. Please be mindful of any personal information shared on these sites in relation to yourself and your own family including photographs of you and your family. The security of social media sites can never be guaranteed.

Any breach of confidentiality is extremely serious and could have legal consequences. Any Foster Carers disclosing confidential information without authority from Birmingham Children’s Trust Children's Services or the Fostering Agency will be fully investigated and could be reported to the Information Commissioner's Office (ICO). This may also require a review of your terms of approval which could in some circumstances result in termination of your approval as a Foster Carer.