Final Checks Academy CIC

Confidentiality & Disclosure Policy

Designated Complaints Personnel

  • Danielle Everitt – Principal
    Phone:02037732208
    Email: danielle@final-checks.com
  • Harriett Folan –Assistant Manger
    Phone:02037732208
    Email: harriett@final-checks.com

1. Definition of Confidentiality

Confidentiality is defined as “something which is spoken in private, entrusted with another’s secret affairs.” The confider expects the content of the conversation to be kept secret. Absolute confidentiality means keeping the content completely secret and not discussing it with anyone.

While Final Checks Academy CIC (FCA) operates openly, there are occasions when individuals become aware of confidential information about students or FCA’s commercial/academic activities. Individuals must respect the need for confidentiality and follow proper communication channels.

Staff should never promise absolute confidentiality to students or adults disclosing serious matters. Instead, they should guarantee to share information only with those who need to know to take appropriate action, and to protect the informant from retaliation or unnecessary stress.

For specific guidance on child protection disclosures, refer to the Child, Young Person and Vulnerable Adults Safeguarding and Protection Policy.

2. Disclosure

Information disclosed may be shared with professional colleagues without identifying the confider, except in certain circumstances. Staff must clarify confidentiality limits at the start of conversations, especially regarding safety and well-being. Individuals will be informed when confidentiality must be broken and involved in the information-sharing process.

3. FCA’s Beliefs on Confidentiality

  • The safety, well-being, and protection of learners, staff, and employers are paramount. Appropriate information sharing among FCA staff is essential to ensure everyone’s safety.
  • Trust is fundamental to enabling learners, staff, employers, and parents/carers to seek help within and outside the academy.
  • Clear boundaries of confidentiality help individuals feel safe discussing personal issues.
  • No one can offer absolute confidentiality.
  • Everyone must understand confidentiality limits to make informed decisions about whom to approach with personal concerns.

4. Purpose of the Policy

This policy clarifies the process of disclosure, consent, and information sharing about additional needs, ensuring:

  • Staff know how to respond to disclosures of disability and to whom information should be passed with consent.
  • Staff understand their responsibility to share information with relevant personnel when consent is given.
  • Information is kept confidential to relevant staff or fully confidential if requested by the learner.
  • Learners understand the implications of complete confidentiality requests.

5. Responsibility and Authority

FCA holds ultimate responsibility for staff, learners, and employees, ensuring confidentiality and disclosure arrangements are effective, robust, and regularly reviewed. Three senior staff members are designated Confidentiality and Disclosure Personnel.

6. Procedures for Disclosure

Learners may disclose disabilities or additional needs during:

  • Admissions (application, interview, enrolment)
  • Programme tutorials or teaching sessions
  • Interactions with support staff (e.g., administrators, reception)
  • Third-party disclosures (e.g., other learners, parents, carers)

FCA provides confidential settings for disclosure, reassures learners about confidentiality, obtains written consent for information sharing, maintains transparency about what is shared and with whom, and involves learners throughout the process. Alternative arrangements are made to ensure access when confidentiality is requested.

7. Requests for Confidentiality

When learners request complete confidentiality:

  • Explore options to share necessary support information without revealing all details.
  • Explain consequences of non-disclosure, including potential impact on support and success.
  • Encourage learners to discuss concerns with personal or senior tutors and reassure them that confidentiality decisions can be revisited.
  • Arrange follow-up discussions to review confidentiality requests.

8. Breaching Confidentiality

Confidentiality may be broken in exceptional circumstances, such as:

  • Serious threat to the learner’s or others’ safety.
  • Legal requirements, including prevention or detection of crime.
  • Safeguarding concerns reported directly to the Safeguarding Officer.
  • Major threats to the academy’s interests.
  • Court orders or legal obligations.

9. Support for Staff

Staff may require support when dealing with learners’ personal issues. FCA encourages staff to seek help rather than make uninformed decisions, reducing stress and risk. Staff should initially consult the Director of Tuition or Safeguarding Officer (Ben Green) if concerned about their capacity to manage situations.

10. Confidentiality Practice

Confidentiality is maintained according to this policy, with exceptions as noted. Staff must balance confidentiality with safeguarding and legal obligations.

11. Counselling & Welfare

Welfare is a priority at FCA. Each learner is assigned a course or personal assessor for regular tutorials to monitor progress and address concerns. The Safeguarding Officer (Ben Green) provides advice on personal, social, emotional, or practical issues.

Learners have access to confidential support and external agencies or charities as needed.

The in-house Wellbeing Coach and external Counsellor:

  • Develop and maintain networks of referral agencies.
  • Are suitably qualified and experienced, aware of counselling guidelines.
  • Have undergone Enhanced DBS checks.
  • Collaborate with staff including assessors, principal, course leader, skills tutors, safeguarding officer, and careers officer to support learners with mental health or behavioural challenges.

12. Review Notes

  • This policy is reviewed annually or as required by legislative or operational changes.
  • Feedback from learners, staff, and external partners informs updates.
  • Staff training on confidentiality and disclosure is regularly refreshed.
  • The effectiveness of confidentiality arrangements is monitored through audits and learner feedback.