Knuckle Down Confidentiality Policy

Knuckle Down is committed to providing a confidential service to schools, young people, parents/carers and coaches. No personal information shared with Knuckle Down is passed to any other organisation or individual without appropriate permission, except where this policy sets out otherwise.

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For the purpose of this policy, confidentiality relates to any personal, sensitive or identifiable information about an individual or organisation that comes into Knuckle Down's possession through delivering our programmes.

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Purpose

This policy ensures that every coach, member of staff, and volunteer understands Knuckle Down's requirements around the disclosure of personal data and confidential information.

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Principles

• All personal data — paper-based or electronic — is stored in line with the Data Protection Act 2018 and UK GDPR, and is secured against unauthorised access, accidental disclosure, loss or destruction.

• Personal data is accessible only to those individuals who need it to do their role.

• Data relating to young people is treated with particular care, in line with the Safeguarding and Child Protection Policy.

 

Statistical Recording

Knuckle Down keeps records of programme usage to monitor delivery and outcomes. Any statistics shared with third parties — for example, to support a funding application or a report to a partner school or local authority — are anonymised so individuals cannot be identified.

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Records

Physical records are kept securely (for example, in locked storage), and electronic records are protected by appropriate access controls. This includes any notebooks, correspondence, or other material relating to a young person or school.

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Breaches of Confidentiality

There may be occasions where a coach or member of staff believes confidentiality should be breached. Confidential information may be disclosed where there is a risk of danger to a young person, a colleague, or the wider public, or where the law requires disclosure. In these cases, information may be shared with external agencies (e.g. police, children's social care) on a strictly need-to-know basis.

Where a coach believes confidentiality should be breached for a reason other than an immediate safeguarding concern (which is always reported straight to the DSL under the Safeguarding and Child Protection Policy), the following steps apply:

1. Raise the matter immediately with your line manager.

2. Discuss the circumstances and the reasons a breach may be needed; the line manager records this discussion in writing.

3. The line manager decides whether a breach is warranted, and where appropriate, seeks authorisation from a Knuckle Down director before any disclosure is made.

4. If authorisation is given, a full written record of the decision and any action taken is kept.

5. If authorisation is not given, this stands as Knuckle Down's final decision on the matter.

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Legislative Framework

This policy is monitored to ensure it meets Knuckle Down's statutory and legal obligations, including the Data Protection Act 2018, UK GDPR, the Children Act 1989 and 2004, and relevant safeguarding legislation. Coaches are trained on these aspects as part of induction.

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Ensuring Effectiveness

Every director receives a copy of this policy. New coaches and staff are introduced to it during induction and training. The policy is reviewed annually.

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Non-Adherence

Any breach of this policy is dealt with under Knuckle Down's disciplinary procedures, as appropriate.