Confidentiality Policy
The Grace projects' confidentiality policy aims to promote the rights and privacy of individuals by being committed to maintaining a high standard of confidentiality in all aspects of its work. Records,information and knowledge pertaining to issues and clients that touch and deal with HIV/AIDS ( those infected and affected) are covered and protected by this policy.
Others include primary carer clients, volunteers, employees, contacts and property. Breaching these policy jeorpardises the well being of all those mentioned above and committing this offense may lead to disciplinary action. Every member/person involved with this organization therefore has a responsibility to maintain confidentiality both to individual members and to the organization.
Given below are the present guidlines on maintaining confidentiality in the work place for The Grace Support Project where disclosure may be necessary and procedure for doing so.
1. It is essential that everyone involved with The Grace project is made aware of the need and reason for maintaining confidentiality
2. In all but defined cases the ultimate reference point for deciding who should be informed of a piece of confidential information is the individual to whom it pertains. It is important, however, that where consent is given it is informed consent. For this to be the case it is necessary to share with the person concerned why there is a need to share information , with whom, and what the likely consequences of their agreeing or not agreeing to the disclosures are. Once consent has been obtained, it is the responsibility of the person passing on any information to ensure that disclosure only takes place on the terms agreed with the person it concerns. Disclosure of confidential information will require written authorisation, which is signed by the individual concerned and specifies to whom disclosure is authorised.
3. All records and files held by Grace support project concerning HIV-positive clients, primary care clients, volunteers, employers, contacts and property. All records and files should be kept in locked and secure drawers or cabinets at all times. Access to these documents must only be granted to authorized individuals.
4. Membership of the organisation will be restricted to those willing to be bound by the confidentiality policy on initial contact/inducttion.
5. The location and nature of bulding/rooms used or owned by Grace support project will not be disclosed unless there is a legal obligation or it is in the interest of the organisation to do so.
6. Any involment of Grace support project members in media publicity referring to the Organization will only be allowed with the approval of the Board of trustees. The giving of any information pertaining to the organization to anyone outside the Organisation should be referred to the Board of Trustees.
7. The location of any meeting other than those advertised in publications produced by Grace Project shall be confidential. The actual content of any meeting held other than those deemed open or public shall be confidential.
8. Members are expected to be discreet concerning information obtained at open or public meetings. Members are also expected to treat information supplied in any meetings for members or minutes of those meetings as confidential.
9. Members must take care of any confidential documents in their possession and not leave them in a non-secure place
Your feedback is important to us, if we have missed any vital area of concern to you as a member or supporter as regards our confidential policy please contact us immediately by email or phone, graceproject@ nias.info or call Liz on 0845 2304844. We will take action as soon as such gaps are brought to our attention.