Embedded Files
Reviewed: July 2025
Unless there are changes to regulations that affect this policy then this policy will be reviewed on an annual basis.
Introduction
The aim of the policy is to provide a framework of understanding of the concepts involved when we, at Play Coach, consider the issues of confidentiality in dealing with people, including the specific issues of confidentiality when working with teenagers and young people.
Every individual who works with Play Coach, regardless of age, gender, ethnic background, culture, cognitive function, physical ability, or sexual orientation have the right to have their privacy and dignity respected.
The need to report safeguarding concerns to the relevant agencies (ie Social Care or the Police) will hold greater weight than the need to maintain confidentiality. At Play Coach we recognise this as a dilemma and will always discuss this with individuals prior to any service being accessed. This will be agreed in our confidentiality agreement.
Roles, rights, and responsibilities
Play Coach adheres to the Professional Standards, Social Work England, 2025. Those that especially pertain to confidentiality are outlined here:
1.7 As a Social Worker, I will Recognise and use responsibly, the power and authority I have when working with people, ensuring that my interventions are always necessary, the least intrusive, proportionate, and in people’s best interests.
2.2 As a Social Worker, I will Respect and maintain people’s dignity and privacy.
2.6 As a Social Worker, I will Treat information about people with sensitivity and handle confidential information in line with the law.
2.7 As a Social Worker, I will Consider where conflicts of interest may arise, declare conflicts as early as possible and agree a course of action.
3.1 As a Social Worker, I will Work within legal and ethical frameworks, using my professional authority and judgement appropriately.
3.9 As a Social Worker, I will Make sure that relevant colleagues and agencies are informed about identified risks and the outcomes and implications of assessments and decisions I make.
3.11 As a Social Worker, I will Maintain clear, accurate, legible and up to date records, documenting how I arrive at my decisions.
3.12 As a Social Worker, I will Use my assessment skills to respond quickly to dangerous situations and take any necessary protective action.
3.15 As a Social Worker, I will Recognise and respond to behaviour that may indicate resistance to change, ambivalent or selective cooperation with services, and recognise when there is a need for immediate action.
4.8 As a Social Worker, I will Reflect on my own values and challenge the impact they have on my practice.
5.3 As a Social Worker I will not: Falsify records or condone this by others.
5.6 As a Social Worker I will not: Use technology, social media or other forms of electronic communication unlawfully, unethically, or in a way that brings the profession into disrepute.
6.1 As a Social Worker, I will: Report allegations of harm and challenge and report exploitation and any dangerous, abusive or discriminatory behaviour or practice.
6.5 As a Social Worker, I will: Raise concerns about organisational wrongdoing and cultures of inappropriate and unsafe practice.
At Play Coach, all staff will always endeavour to protect the confidentiality of the people that we work with. What this looks like in practice will be established through a written and signed, working agreement which will be agreed between the child, family or carer that is being supported, the Local Authority and Play Coach prior to the commencement of any piece of work.
All confidential information about the child, family or carer that is gathered will be stored and disposed of in accordance with GDPR (2018) the Data Protection Act (2018). At Play Coach, we work to ensure that the 7 principles of data protection are upheld. These principles are:
1. Lawfulness, Fairness, and Transparency: Personal data must be processed in a way that is lawful, fair, and transparent to the data subject. This means having a valid legal basis for processing the data (like consent or a contract), using the data in a way that is reasonable and expected by the individual, and being open and honest about how the data will be used.
2. Purpose Limitation: Data should only be collected for specified, explicit, and legitimate purposes and not further processed in a way that is incompatible with those purposes. Essentially, you can't collect data for one reason and then use it for something completely different without informing the individual.
3. Data Minimization: Only the personal data that is necessary for the intended purpose should be collected and processed. Data should be adequate, relevant, and limited to what is necessary.
4. Accuracy: Personal data must be accurate and kept up to date. Reasonable steps should be taken to rectify or erase inaccurate data.
5. Storage Limitation: Personal data should not be kept for longer than is necessary for the purposes for which it was collected.
6. Integrity and Confidentiality (Security): Personal data must be processed in a way that ensures its security, including protection against unauthorized or unlawful processing, accidental loss, destruction, or damage.
7. Accountability: Data controllers (organizations that determine how personal data is processed) are responsible for complying with all the GDPR principles and must be able to demonstrate that compliance.
As such, all data and documents are stored securely, either encrypted on a secure hard drive or in a locked cabinet. As far as possible, stored data and documents will be annonymised or will include minimum personal information. The time that data and documents will be stored with Play Coach is agreed when signing the working agreement at the commencement of any piece of work. Agreement will also be made as to when data and documents will be destroyed and deleted, as well as how reports will be shared with other agencies (including the Local Authority, police and courts as appropriate).
The document Working Together to Safeguard Children (2023), section 31 states that "the Data Protection Act 2018 and UK General Data Protection Regulation (UK GDPR) supports the sharing of relevant information for the purposes of keeping children safe. Fears about sharing information must not be allowed to stand in the way of safeguarding and promoting the welfare of children." This document goes on to say, "it is not necessary to seek consent to share information for the purposes of safeguarding and promoting the welfare of a child provided that there is a lawful basis to process any personal information required." This information will be discussed and agreed to as part of the working agreement signed prior to the commencement of any work.
Secure storage of data
At Play Coach, anything that is stored on record is considered 'data'. This includes but is not limited to: names, addresses, session notes, correspondence with families, children and other agencies (ie Local Authority, schools...). Any data collected will be stored on an encrypted, password protected electronic device that will be stored securely at Play Coach. All paper files will be scanned onto the electronic device in a timely manor.
Consideration will be given to what data to store, including what purpose it serves and how long data should be stored for. This will be discussed and agreed with the family and professionals prior to work commencing, however this may need to be reviewed should a safeguarding issue arise. Typically reports will be stored at Play Coach until the child reaches 18 years old or until any court work has concluded and the Local Authority, police and courts have copies of any reports and notes that have been relevant for proceedings.
Play Coach may ask families if they are happy for their reports to be stored and used as anonymous exemplars to be used for future training purposes.
Play Coach may store contact details for the purpose of follow-up questionnaires and potential future research, however this will be agreed with the families and of course, families will have the right to withdrawer there consent for this at any time.
Play Coach works in partnership with the Local Authority. Copies of reports and notes may be stored on their systems for future reference. This will be discussed and agreed with the families and Local Authority before data is shared inline with safeguarding considerations.
Loss of data and data breaches
At Play Coach, we seek to ensure that data breaches do not happen, However if a data breach does occur, guidance on reporting data breaches can be found: https://ico.org.uk/for-organisations/report-a-breach/personal-data-breach/
Play Coach will inform you if a data breach that concerns you, or your child's personal information as soon as the data breach has been identified and we will discuss what steps have been taken to remedy the data breach and retrieval of the data. Play Coach will also notify the ICO within 72 hours of any data breaches.
Jade Randall is the nominated person for managing data breaches at Play Coach.
Safeguarding
Reviewed: July 2025
Unless there are changes to regulations that affect this policy then this policy will be reviewed on an annual basis.
Introduction
Play Coach supports children and their families with all areas of family life trough therapeutic play coaching, family coaching and supporting family time (contact). Play Coach works in partnership with the Local Authority and other agencies (such as schools, fostering and adoption agencies, etc...) to ensure that all children and vulnerable individuals are safeguarded.
This policy applies to all staff working for or on behalf of Play Coach.
Jade Randall is the safeguarding lead at Play Coach.
Roles Rights and Responsibility
Legal Framework
This policy has been drawn up on the basis of law and guidance that seeks to protect children, namely:
Children Act 1989
United Convention of the Rights of the Child 1991
Data Protection Act 1998
Education Act 2002
Sexual Offences Act 2003
Children Act 2004
Mental Capacity Act 2005
Safeguarding Vulnerable Groups Act 2006
Protection of Freedoms Act 2012
Children and Families Act 2014
SEND code of practice 2014
Counter Terrorism and Security Act 2015
Prevent Duty Guidance 2015
Children and Social Work Act 2017
Domestic Abuse Act 2021
Online Safety Act 2023
Working Together to Safeguard Children 2023
SEND Code of Practice (Update) 2024
and will include from the Children's Wellbeing and Schools Bill and Mandatory Reporting Duty from the Crime and Policing Bill when it comes into place.
Play Coach recognises that:
the welfare of the child is paramount.
all children, regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity, have the right to equal protection from all types of harm or abuse.
some children are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues.
working in partnership with children, their parents, carers, Social Workers, teachers and other agencies is essential in safeguarding children from harm.
The purpose of this policy is:
to provide protection for all children who receive Tree Play Therapy Services
to establish Tree, Play Therapy’s roles and responsibilities regarding child protection.
to set out Tree Play Therapy’s procedures in the event we suspect a child may be experiencing or is at risk of harm.
We will seek to safeguard children by:
listening to them and respecting and valuing them
adopting child protection guidelines through procedures for staff and volunteers
recruiting staff and volunteers safely, making all necessary checks to ensure all have received full enhanced DBS clearance before working with children.
sharing details of child protection good practice with children, parents, staff and volunteers
sharing information about concerns with agencies who need to know, and involving parents and children appropriately
providing effective management for staff and volunteers through supervision, support and training
Safeguarding concerns and types of abuse
Practitioners of Play Coach should know how to recognise and act upon indicators of abuse or potential abuse involving children. There is an expected responsibility for Play Coach practitioners to respond to report of abuse or harm of a child in accordance with these procedures.
There are many different types of abuse and harm that children should be safeguarded from. These include:
Physical Abuse
Neglect
Sexual Abuse
Emotional Abuse
Sibling abuse
Bullying and peer abuse
Online abuse
Sexual Exploitation
Domestic Abuse
Controlling or coercive behaviours
Criminal Exploitation (including county lines)
Radicalization
Parents and vulnerable adults may also need to be safeguarded from harm. This can include:
Physical Abuse
Self-Neglect
Sexual Abuse
Emotional Abuse
Sexual Exploitation
Domestic Abuse
Controlling or coercive behaviours
Criminal Exploitation (including county lines and cuckoo-ing)
Radicalization
Financial abuse and exploitation
Child-parent abuse
The Play Coach practitioner will make a decision about who to report concerns to (ie schools, local authority or police). Play Coach aims to work transparently with children and their families and in most cases any reports will be shared to the Local Authority with parental or the person's consent. However in cases of disclosure of sexual or physical abuse where there is risk of further harm to life and wellbeing, consent may not be sought. Consent may also not be sought if there is concern that the person does not have capacity to consent or if there is concerns of criminal activity.
For families who have been referred to Play Coach by the Local Authority, consent for information sharing will be secured prior to commencement of work.
Play Coach's commitment to safe practice and whistle-blowing
Play Coach recognises its duty to ensure that staff are kept updates with current safeguarding legislation and updates in policies and procedures and ensures that all staff have an enhanced DBS and are signed up to the update service. Whilst working with children and families, Play Coach will adhere to local authority and schools safeguarding policies and procedures, including procedures for lone-working with children in schools to ensure that children are kept safe and that also the worker is kept safe.
Play Coach will continue to maintain high safeguarding expectations for professionals, and where there are concerns that professionals are not keeping children safe Play Coach will contact the relevant Local Authority Designated Officer (LADO) who may chose to investigate the matter further.
Should concerns be raised about the conduct of a Play Coach partitioner, individuals and organizations can also contact the relevant refering agency (ie the Local Authority) or LADO for your area to determine a best course of action.
Equality and Inclusion
Reviewed: July 2025
Unless there are changes to regulations that affect this policy then this policy will be reviewed on an annual basis.
Introduction
Play Coach supports children and their families with all areas of family life trough therapeutic play coaching, family coaching and supporting family time (contact). Play Coach works in partnership with the Local Authority and other agencies (such as schools, fostering and adoption agencies, etc...) to ensure that all children and vulnerable individuals are treated fairly.
This policy applies to all staff working for or on behalf of Play Coach.
Jade Randall is the safeguarding lead at Play Coach.
Roles Rights and Responsibility
Legal Framework
This policy has been drawn up on the basis of law and guidance that seeks to protect people from discrimination and inequality, namely:
Children Act 1989
United Convention of the Rights of the Child 1991
Data Protection Act 1998
Mental Capacity Act 2005
Safeguarding Vulnerable Groups Act 2006
Equality Act 2010
Protection of Freedoms Act 2012
Children and Families Act 2014
SEND code of practice 2014
Online Safety Act 2023
Working Together to Safeguard Children 2023
SEND Code of Practice (Update) 2024
Play Coach is committed to providing a fair and inclusive services where all children, families and professionals are treated with respect and have equal access to the service and protection from unlawful discrimination by fully adhering to the Equality Act 2010 and Children's Act 1989.
The 9 protected characteristics included in the Equality Act 2010 are:
age
gender reassignement
being married or in a civil partnership
being pregnant or maternity leave
disability
race
religion or belief
sex
sexual orientation
There are also consideration is given to the protections for Care Leavers as defined by the Children Act 1989.
Complaints
Reviewed: July 2025
Members of the public and service users
If you are unhappy with the service provided by Play Coach, please in the first instance contact [email protected] to discuss your concerns. Play Coach will aim to respond to complaints within 3-5 working days, however emergencies or other extenuating circumstances, such as being on holiday may impact the length of the time needed for Play Coach to respond. If you remain unhappy with the outcome of this discussion, please discuss your concerns with your referring Local Authority or your child's school and they will be able to advice and support on next steps. For safeguarding concerns, please refer to our safeguarding policy.
Play Coach will ask for honest feedback at the end of the piece of work from children, parents, carers and referring agencies. Honest feedback will not effect the outcome of reports or future work undertaken by Play Coach. Feedback helps Play Coach to improve it's services for children and their families.
Local Authorities, schools and other professionals
If you are unhappy with the service provided by Play Coach, or families and children report that they are unhappy with the service provided by Play Coach, please follow your own procedures and consider what actions should happen next. Play Coach requests that Local Authorities, schools and other professionals act with transparency and integrity and would seek to resolve any complaints by having a discussion with Play Coach.
Play Coach will ask for honest feedback at the end of the piece of work from children, parents, carers and referring agencies. Honest feedback will not effect the outcome of reports or future work undertaken by Play Coach. Feedback helps Play Coach to improve it's services for children and their families.
If a resolution is not reached, or for concerns regarding serious misconduct, please contact Lado or Social Work England.
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