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Frequently Asked Questions
Policy on Confidentiality
VOICE UK will protect the identity of any person who contacts the office for help, advice or information. VOICE UK will also protect the personal details of the staff, trustees, volunteers and honorary advisors.
Requests for personal information
Where a request for release of personal information from the office systems is made, agreement for the release will be made before hand with the individual concerned. Additionally, this will also be agreed with the Chief Executive of VOICE UK. This is in order to protect the confidentiality of the calls to the office.
Our commitment to protect the identification of the callers to the office will remain a priority. However, there are exceptions when this will not be adhered to.
• If it is considered that the caller may be at risk of serious personal harm if the information is not passed to another party.
• If the caller is considered to be about to cause serious harm to another person or to property.
• Where a criminal offence has been committed and the caller has contacted the office and has admitted the offence.
The Chief Executive will be consulted on all occasions where the identification of a caller will be released to a third party.
Records
Records containing personal information relating to callers to the office will be kept up to date by the staff dealing with the case. Records will be kept in a secure place within the office when not in use. They will also be accessible to other staff at VOICE UK.
Within the bounds of the Criminal Procedure and Investigations Act, the facts of the case will be kept in as much details as possible. Where a criminal investigation takes place, is about to take place, or has taken place, the records (where relevant) may be requested by the police. In such an instance, it may be necessary for the author of the notes to be a witness in the case.
After a period of 12 months of 'no action', the file/information will be archived within the offices of VOICE UK.
Information will not be used for third party purposes without specific permission from the individual concerned. All information used in this way will be anonymised and all identifying facts removed.
Any work (including training and learning materials, publications, leaflets, minutes of meetings and so on) produced by VOICE UK shall be deemed to be the intellectual property of VOICE UK, and must not be used, except in the course of duties for and on behalf of VOICE UK, without the written permission of the Chief Executive.
Updated: May 2011
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