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KAIZEN Continuous Improvement Coaching Studio Confidentiality Policy

KAIZEN Continuous Improvement Coaching Studio hereinafter referred to as ‘the Organisation’ is committed to providing a confidential service to its users.  No information given to the Organisation will be shared with any other organisation or individual without the user’s expressed permission.

For the purpose of this policy, confidentiality relates to the transmission of personal, sensitive or identifiable information about individuals or organisations (confidential information), which comes into the possession of the Organisation through its work.


The Organisation holds personal data about its staff, users, members, etc., which will only be used for the purposes for which it was gathered and will not be disclosed to anyone outside of the organisation without prior permission.


All personal data will be dealt with sensitively and in the strictest confidence internally and externally.



The purpose of the Confidentiality Policy is to ensure that all staff, members, volunteers and users understand the Organisations requirements in relation to the disclosure of personal data and confidential information.



  • All personal paper-based and electronic data must be stored in accordance with the Data Protection Act 1998 and must be secured against unauthorised access, accidental disclosure, loss or destruction.

  • All personal paper-based and electronic data must only be accessible to those individuals authorised to have access.


Statistical Recording 

The Organisation is committed to effective statistical recording of the use of its services in order to monitor usage and performance.

All statistical records given to third parties, such as to support funding applications or monitoring reports for the local authority shall be produced in anonymous form, so individuals cannot be recognised.


All records are kept in locked filing cabinets.  All information relating to service users will be left in locked drawers. This includes notebooks, copies of correspondence and any other sources of information.

Breaches of Confidentiality

The Organisation recognises that occasions may arise where individual workers feel they need to breach confidentiality.  Confidential or sensitive information relating to an individual may be divulged where there is risk of danger to the individual, a volunteer or employee, or the public at large, or where it is against the law to withhold it. In these circumstances, information may be divulged to external agencies e.g. police or social services on a need to know basis.

Where a worker feels confidentiality should be breached the following steps will be taken:

  • The worker should raise the matter immediately with their Line Manager.

  • The worker must discuss with the Line Manager the issues involved in the case and explain why they feel confidentiality should be breached and what would be achieved by breaching confidentiality. The Line Manager should take a written note of this discussion.

  • The Line Manager is responsible for discussing with the worker what options are available in each set of circumstances.

  • The Line Manager is responsible for making a decision on whether confidentiality should be breached. If the Line Manager decides that confidentiality is to be breached then they should take the following steps:


The Line Manager should contact the Chair in the first instance, or Vice Chair of the Executive Committee. The Manager should brief the Chair/Vice Chair on the full facts of the case, ensuring they do not breach confidentiality in doing so. The Line Manager should seek authorisation to breach confidentiality from the Chair/Vice Chair.

If the Chair/Vice Chair agrees to breach confidentiality, a full written report on the case should be made and any action agreed undertaken.  The Line Manager is responsible for ensuring all activities are actioned.

If the Chair/Vice Chair does not agree to breach confidentiality then this is the final decision of Organisation Name.

Legislative Framework

The Organisation will monitor this policy to ensure it meets statutory and legal requirements including the Data Protection Act, Children’s Act, Rehabilitation of Offenders Act and Prevention of Terrorism Act.  Training on the policy will include these aspects.

Ensuring the Effectiveness of the Policy

All Executive Committee members will receive a copy of the confidentiality policy.  Existing and new workers will be introduced to the confidentiality policy via induction and training.  The policy will be reviewed annually and amendments will be proposed and agreed by the Executive Committee.


Breaches of this policy will be dealt with under the Grievance and/or Disciplinary procedures as appropriate.

Cookies Policy

Company uses cookies on the website (the “Service”). By using the Service, you consent to the use of cookies.

Our Cookies Policy explains what cookies are, how we use cookies, how third-parties we may partner with may use cookies on the Service, your choices regarding cookies and further information about cookies.


What are cookies

Cookies are small pieces of text sent by your web browser by a website you visit. A cookie file is stored in your web browser and allows the Service or a third-party to recognize you and make your next visit easier and the Service more useful to you.

Cookies can be “persistent” or “session” cookies. Persistent cookies remain on your personal computer or mobile device when you go offline, while session cookies are deleted as soon as you close your web browser.


How we uses cookies

  • Session cookies

Cookies allowing to remember the choices made by the user and used, among others at login. They remain on the user’s device until logging out of the site or closing the browser.

  • Files for analysis

Website traffic is monitored by Google Analytics statistics. This is to collect data about the way and popularity of using the site. By using the website, you agree to the analysis of your data by Google Analytics for the purposes described herein.

  • Cookies used for targeting

Cookies that store information provided by the user to personalize the use of the site or allow the user to offer promotions and other information tailored to his / her preferences.


What are your choices regarding cookies

If you’d like to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser.

Please note, however, that if you delete cookies or refuse to accept them, you might not be able to use all of the features we offer, you may not be able to store your preferences, and some of our pages might not display properly.


Where can you find more information about cookies

You can learn more about cookies and the following third-party websites:

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