2.2 Explain the need to reassure children, young people and adults of the confidentiality of shared information and the limits of this

This guide will help you answer 2.2 Explain the need to reassure children, young people and adults of the confidentiality of shared information and the limits of this.

Confidentiality means keeping personal or sensitive information private. In a school or educational setting, this covers details about a child’s health, family circumstances, learning needs or behaviour records. Staff must recognise that children, young people and adults trust them with information they may not share freely elsewhere.

The law, including the Data Protection Act 2018 and UK GDPR, sets clear rules for how information must be kept and shared. Confidentiality builds trust. It helps pupils, parents and carers to speak honestly about needs, concerns or problems without fear that their information will be spread unnecessarily.

Why Reassurance is Important

Children, young people and adults can worry about where their information goes. It can be very unsettling for them if they do not know who will see what they share. Reassurance helps to reduce that anxiety. It can encourage openness and honesty, which in turn helps school staff to provide the right support.

For example, a pupil might be more willing to talk about bullying if they know the details will be kept private except where sharing is needed to protect them. Parents might discuss their child’s medical needs more clearly if they feel confident this will not be talked about in public spaces or shared with unauthorised people.

Reassurance can be given by:

• Explaining clearly what confidentiality means
• Being honest about limits to confidentiality
• Showing respect for privacy through actions and language
• Following school policies without failing to protect from harm

Building Trust Through Confidentiality

Trust between staff and the person sharing information is key. Trust encourages communication. Without it, important details may be hidden. This is especially true with sensitive matters like abuse, neglect, mental health struggles, or family breakdowns.

Adults and children often watch carefully to see how staff handle information. If they see that staff keep things private and speak discreetly, trust strengthens. If they see information being treated carelessly, trust breaks down.

Practical ways to show trustworthy behaviour include:

• Holding sensitive conversations in private spaces
• Keeping personal records in locked cabinets or secure electronic systems
• Only discussing issues with colleagues who have a clear role in dealing with them

The Limits to Confidentiality

It is important to explain that confidentiality has limits. Staff cannot promise to keep all information secret. There are times when it must be shared to protect the safety and welfare of a child, young person or adult. This is not a breach of trust. It is a duty to safeguard.

The main exceptions to keeping information fully confidential are:

• Where there is risk of harm to the person or others
• Where abuse or neglect is suspected
• Where a crime has been committed or is likely to occur
• Where required by court order or legal duty

For instance, if a young person reveals that they are being physically harmed at home, staff must share that information with the safeguarding lead, and possibly social services or the police. This is to protect the person’s welfare, even if it means breaking the promise of keeping it private.

Explaining these limits before someone shares sensitive details helps to avoid feelings of betrayal later.

Communicating the Limits Clearly

When a child, parent, carer or colleague begins to talk about something sensitive, staff should explain the boundaries straight away. This lets the person choose how much they wish to share and avoids misunderstandings.

Example statements can include:

• “What you tell me will stay between us and the staff who need to know to help you.”
• “If you tell me something that suggests you or someone else is at risk of harm, I will need to share it with the safeguarding team so you can get help.”

Using plain language is important, especially with younger pupils. Avoid complex terms. Make sure they can repeat back their own understanding of the limits before going ahead with the conversation.

Legal and Policy Requirements

Schools and colleges must follow national laws and local safeguarding policies. These policies set out when and how information should be shared. Training for staff will cover confidentiality, data protection, and safeguarding duties.

Key points from the Data Protection Act 2018 and UK GDPR include:

• Personal data must be processed lawfully, fairly and securely
• Only relevant information should be collected
• Information should not be kept longer than necessary
• Access should be restricted to authorised people

Breaking these rules can result in legal action against the individual or organisation. More importantly, mishandling information can cause distress or harm to those involved.

Respecting Privacy While Safeguarding

There is a balance between respecting privacy and protecting from harm. Staff must be skilled in assessing situations to decide if sharing is needed. Always weigh the potential harm of keeping information secret against the harm of sharing it.

For example, if a child speaks casually about being hungry because food is not available at home, this could suggest neglect. Although it may feel like a private matter, it should be raised with those responsible for pupil welfare.

Good practice includes:

• Listening fully before deciding
• Consulting the safeguarding policy and designated staff member
• Keeping unnecessary details private where possible

Supporting Children and Young People

Children and young people often lack full awareness of their rights and the responsibilities of adults around them. They may feel that anything they say should be kept secret. This can make them fearful when staff have to share information for safety reasons.

To support them:

• Give advance warning about limits to confidentiality
• Use examples they can understand, such as protecting someone from being hurt
• Reassure them that information will only be shared with people who can help
• Keep them informed about what will happen next after sharing

This helps them feel respected and included in the process, even if they are not happy about the sharing.

Supporting Parents and Carers

Adults also need reassurance. Parents and carers may share sensitive details about family health, finances, or personal struggles. Trust is built when school staff handle this sensitively.

Ways to reassure include:

• Explaining who will see the information and why
• Showing written confidentiality policies if needed
• Following up promptly to confirm information has been received and handled in line with agreed procedures
• Avoiding casual or public discussion of details

When limits to confidentiality apply, be honest about these from the start to maintain respect and trust.

Professional Conduct and Confidentiality

Professional behaviour means acting with discretion at all times. This includes:

• Avoiding gossip about pupils, families or colleagues
• Speaking quietly and privately about sensitive matters
• Not posting personal details about others on social media
• Keeping written and electronic records secure

Training and refreshers help staff to keep up to date with procedures. Mistakes in handling information can damage reputations and relationships quickly.

Building a Safe Environment

A safe environment encourages children, young people and adults to speak up when they have worries. Trust and reassurance are the foundations of this. Staff play a big part in creating an atmosphere where people feel they are listened to and supported.

Signs of a safe environment include:

• People know how to approach staff with concerns
• Sensitive topics are handled calmly and respectfully
• Staff are consistent in their promises and actions
• Information is only shared when protective action is needed

Practical Examples in a School Setting

Example 1:
A pupil tells a teaching assistant they have seen another pupil being hurt at home. The assistant listens carefully, reassures the pupil about keeping the conversation private, then explains that they must share the information with the safeguarding lead to protect their friend. This is an example of balancing reassurance with clear limits.

Example 2:
A parent explains in confidence that their child has epilepsy. The teacher reassures the parent this will be shared only with staff directly involved in the child’s care to keep them safe during the school day. Here the limit exists for health protection without breaching general privacy.

Example 3:
A young person admits to self-harming. Staff explain they cannot keep this a secret and will alert the pastoral team so support can be arranged. Reassurance is given by emphasising that sharing is for their safety and wellbeing.

Final Thoughts

Reassuring children, young people and adults about confidentiality is more than a courtesy. It is a professional duty. Without reassurance, people may hesitate to share important details. This can leave needs unmet and risks undiscovered. By explaining both the privacy they can expect and the limits under which information must be shared, staff prevent misunderstandings and protect relationships.

Clear, honest conversations at the very start of a disclosure can make all the difference. They demonstrate respect, build trust and ensure that everyone understands the steps that may follow. Combining reassurance with professional boundaries is the best way to create safe and supportive learning environments where people feel secure in seeking help.