Confidentiality Policy

Clarivive MedInsight Ltd

Confidentiality Policy

Policy number: CM-DP-006

Version: 1.0 ..

Approved by: Director and CEO

Applies to: Directors, CEO, employees, trainers, assessors, IQAs, EQAs, freelancers, contractors, learners, employer clients and company representatives iuxhgl

Review cycle: Annual LMS-triggered review, with earlier manual review where required

1. Purpose

Clarivive Medinsight Ltd is committed to protecting confidential information relating to learners, employers, staff, trainers, business operations, training materials, assessments and certification.

This policy explains confidentiality expectations and how confidential information must be handled.

2. Scope

This policy applies to:

1. Learner information
2. Employer booking information
3. LMS records
4. Assessment records
5. Certificate records
6. Reasonable adjustment information
7. Complaints and appeals
8. Safeguarding concerns
9. Trainer and staff records
10. Business contracts
11. Internal policies and governance records
12. Course materials and assessment content

3. Confidentiality principles

Confidential information must be:

1. Accessed only where needed
2. Used only for legitimate business purposes
3. Shared only where authorised
4. Stored securely
5. Protected from unnecessary disclosure
6. Returned, deleted or restricted when no longer required

4. Learner confidentiality

Learner information must not be shared unnecessarily.

This includes:

1. Course progress
2. Assessment outcomes
3. Certificates
4. Support needs
5. Complaints
6. Personal circumstances
7. LMS messages

Where an employer funds training, completion and attendance information may be shared where lawful and consistent with the booking arrangement.

5. Safeguarding and safety exception

Confidentiality is not absolute.

Information may be shared where necessary to:

1. Prevent harm
2. Respond to safeguarding concerns
3. Meet legal obligations
4. Support emergency action
5. Investigate serious misconduct
6. Comply with lawful authority requests

6. Trainer and freelancer responsibilities

Trainers, assessors, IQAs, EQAs and freelancers must:

1. Keep learner information confidential
2. Avoid discussing learner details unnecessarily
3. Not download learner records to personal devices
4. Not share assessment content
5. Not retain company data after work ends
6. Report confidentiality breaches immediately

7. Learner responsibilities

Learners must respect confidentiality during training, especially where discussions include real or realistic workplace, care, clinical or safeguarding scenarios.

Learners must not share personal information about others unless appropriate and necessary.

8. Course materials and intellectual property

Training materials, assessment questions, trainer guides, practical checklists, internal policies and quality assurance records are confidential company information unless published publicly.

They must not be copied, shared, reused or distributed without permission.

9. Internal LMS chat and communications

Internal LMS chat and messaging must be used professionally.

Messages may be reviewed where required for:

1. Learner support
2. Safeguarding
3. Complaint investigation
4. Quality assurance
5. System misuse investigation

10. Breach of confidentiality

A confidentiality breach may include:

1. Sending information to the wrong person
2. Discussing learner details inappropriately
3. Sharing certificates without authority
4. Downloading records without permission
5. Sharing assessment questions
6. Retaining company information after engagement ends
7. Publishing private information

Breaches must be reported immediately.

11. Consequences of breach

Possible actions may include:

1. Investigation
2. Access restriction
3. Removal from delivery
4. Contract review
5. Certificate or assessment review
6. Disciplinary action where applicable
7. External reporting where required

12. Records

Confidentiality concerns and breaches must be recorded and managed under relevant policies, including Data Protection, Data Breach and Incident Management, Safeguarding, and Malpractice and Maladministration policies.

13. Policy review

This policy will be reviewed annually or sooner if required by breach, complaint, legal change, system change, accreditation requirement or business need.

Approved by: Director and CEO

Date approved: [Insert date]

Next review date: [Insert date]