Parent Access to Confidential Records Procedures

Parent Access to Records Procedures

Parents may request access to any confidential records held on their child and family following the procedures below:

The parent is the ‘subject’ of the file in the case where a child is too young to give ‘informed consent’ and has a right to see information that the setting has compiled on them.

Any request to see the child’s personal file by a parent or person with parental responsibility must be made in writing to the playgroup manager.

We will acknowledge the request in writing, informing the parent that an arrangement will be made for him/her to see the file contents, subject to third party consent.

Our written acknowledgement allows one month for the file to be made ready and available. We will be able to extend this by a further two months where requests are complex or numerous. If this is the case, we will inform the parent within one month of the receipt of the request and explain why the extension is necessary

A fee may be charged for repeated requests, or where a request requires excessive administration to fulfil.

We may seek legal advice before sharing a file.

The manager will go through the file with the deputy manager and ensure that all documents have been filed correctly, that entries are in date order and that there are no missing pages. They note any information, entry or correspondence or other document which mentions a third party.

Third parties’ include each family member noted on the file; so where there are separate entries pertaining to each parent, step parent, grandparent etc. we write to each of them to request third party consent.

Third parties also include workers from any other agency, including children's social care and the health authority for example. Agencies will normally refuse consent to share information, preferring instead for the parent to be redirected to those agencies for a request to see their file held by that agency.

We write to each of those individuals explaining that the subject has requested sight of the file, which contains a reference to them, stating what this is. They are asked to reply in writing to our manager giving or refusing consent for disclosure of that material. Copies of these letters and their replies are kept on the child’s file.

Members of our staff should also be written to, but we reserve the right under the legislation to override a refusal for consent or to just delete the name of the staff member and not the information. We may grant refusal if the member of staff has provided information that could be considered ‘sensitive’ and the staff member may be in danger if that information is disclosed; or if that information is the basis of a police investigation. However, if the information is not sensitive, then it is not in our interest to withhold that information from a parent. In each case this should be discussed with members of staff and decisions recorded.

When we have received all the consents/refusals our manager will photocopy the complete file. On the copy of the file, our manager will remove any information that a third party has refused consent for us to disclose and blank out any references to the third party, and any information they have added to the file, using a thick marker pen.

The copy file is then checked by the deputy manager (and legal advisors if necessary) to verify that the file has been prepared appropriately.

What remains is the information recorded by the setting, detailing the work initiated and followed by them in relation to confidential matters. This is called the ‘clean copy’.

We photocopy the ‘clean copy’ again and collate it for the parent to see.

The manager informs the parent that the file is now ready and invite[s] him/ her to make an appointment to view it.

The manager and deputy manager meet with the parent to go through the file, explaining the process as well as what the content of the file records about the child and the work that has been done. Only the person(s) with parental responsibility can attend that meeting, or the parent’s legal representative or interpreter.

The parent may take a copy of the prepared file away; but, to ensure it is properly explained to and understood by the parent, we never hand it over without discussion.

It is an offence to remove material that is controversial or to rewrite records to make them more acceptable. Our recording procedures and guidelines ensure that the material reflects an accurate and non-judgemental account of the work we have done with the family.

If a parent feels aggrieved about any entry in the file, or the resulting outcome, then we refer the parent to our complaints procedure.

The law requires that the information we hold must be held for a legitimate reason and must be accurate (see our Privacy Notice). If a parent says that the information we hold is inaccurate, then the parent has a right to request for it to be changed. However, this only pertains to factual inaccuracies. Where the disputed entry is a matter of opinion, professional judgement, or represents a different view of the matter than that held by the parent, we retain the right not to change that entry, but we can record the parent’s view of the matter. In most cases, we would have given a parent the opportunity at the time to state their side of the matter, and it would have been recorded there and then.

If there are any controversial aspects of the content of a child’s file, we must seek legal advice. This might be where there is a court case between parents, where social care or the police may be considering legal action, or where a case has already completed and an appeal process is underway.

We never ‘under-record’ for fear of the parent seeing, nor do we make ‘personal notes’ elsewhere.

Telephone advice regarding general queries may be made to 

  The Information Commissioner’s Office Helpline

  0303 123 1113.

All the undertakings above are subject to the paramount commitment of our setting, which is to the safety and well-being of the child. Please see also Safeguarding and Confidentiality policies .

This procedure was agreed by Laleham Church Playgroup at a meeting on....5th September  2018

Signed on behalf of Laleham Church Playgroup...........................................