Confidentiality Policy

Thrive Leicester Confidentiality Policy

(Reviewed and updated in February 2026 – next review due in February 2027)

Introduction

This Confidentiality Policy outlines how Thrive Leicester protects sensitive information, ensuring all representatives, contractors, and volunteers handle data securely and ethically. It mandates that personal data and the information of all who attend our groups and access our services remain confidential, strictly controlling access to a “need-to-know” basis.

Purpose and Scope

Thrive Leicester is committed to protecting the privacy of all our volunteers, representatives, and all who attend our groups and access our services. This policy applies to all of the above, as well as donors, contractors, oversight members, and anyone else we have dealings with at any time.

Definition of Confidential Information

Confidential information includes, but is not limited to:

Personal Data: Names, addresses, DOB, national insurance numbers, health records.
Financial Information: Financial data, fundraising strategies, donor lists, beneficiary lists, contracts. Thrive Leicester does not function as a business or make any profit, but we do receive donations and retain lists.
Sensitive Discussions: Any information shared in confidence or expected to be private.

Responsibilities of all Thrive volunteers & representatives

Strict Confidentiality: Do not disclose confidential information to unauthorised persons or use it for personal gain.
Secure Handling: Lock computers, use password protection, and keep paper documents in secure, restricted areas.
Clean Desk Policy: Do not leave sensitive documents on desks or printers.
Third Parties: Do not discuss confidential matters in public or on social media.

Data Sharing & Disclosure

Information should only be shared with colleagues who have a legitimate, authorized “need to know” to perform their jobs. Any external disclosure must be approved by the Thrive Coordinator or required by law.

Data Breaches & Penalties

If you become aware of a potential breach (lost files, unauthorised access, etc), report it to the Thrive Coordinator, Kat Gibson, immediately.

Breaches of this policy may lead to disciplinary action, up to and including termination of voluntary employment.

Termination of Volunteer Role

Upon leaving Thrive Leicester, all physical and electronic files must be returned. The duty of confidentiality remains in effect after the volunteer role ends. This applies to all volunteers regardless of role or term of involvement.

Authorised by Thrive Coordinator, Kat Gibson

Date of last review: February 2026

Next review due: February 2027

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