Ongoing Suitability and Confidentiality Agreement

Ongoing DBS suitability check – to be completed every 12 weeks with 1:1 meeting

Name

First

Last

Date of Review

Where do you work?

Have you any convictions pending during the period of the last 1:1 meeting?

Yes
No

Are you aware of any family members that have any convictions or convictions pending around safeguarding issues?

Yes
No

Do you live with any persons with convictions or pending convictions around Safeguarding issues?

Yes
No

If the answer is yes to any of the above please provide further details, this will remain private and confidential and will only be shared on a need to know basis.

aware that meeting?

I declare that the information above is correct, and I understand that if any of the issues change which will affect my suitability, I need to notify the Manager immediately:

Confidentiality and Safeguarding Agreement

Purpose

Wise Owls Childcare is committed to safeguarding and promoting the welfare of children, protecting personal data, and maintaining a culture of professionalism, respect, and trust.

All staff share a responsibility to:

Protect children’s safety and wellbeing

Safeguard confidential information in line with legal and regulatory requirements

Maintain professional conduct and confidentiality at all times

Uphold the reputation and values of Wise Owls Childcare

This agreement sets out the standards expected of all employees

Confidentiality and Data Protection

Data Handling

I understand that in the course of my role I will have access to sensitive and confidential information. I understand that my duty of confidentiality continues during and after my employment with Wise Owls Childcare.

Unauthorised sharing of personal data may constitute a breach of the UK GDPR and Data Protection Act 2018 and could result in legal action.

I agree that I will:

I agree that if I leave Wise Owls Childcare, I will not:

Disclose or misuse confidential or personal data obtained during my role
Retain copies of records, images, or information belonging to the setting
Make or share statements (including on social media) that could be considered misleading, harmful, or defamatory to the company, its staff, children, or families

Data Protection Responsibilities

I confirm that I will:

Ensure all records (digital or paper) are kept secure and protected from unauthorised access Immediately report any data breach or concern to management.

I understand that:

Confidentiality must never prevent the sharing of information where safeguarding is concerned
Information must be shared appropriately where a child is at risk, in line with Wise Owls Safeguarding and Child protection policy
Delays in reporting concerns are unacceptable, and I must seek guidance from the DSL if unsure

Safeguarding Responsibilities

I understand that I have a duty to:

Professional Conduct

I understand that my behaviour directly impacts children, colleagues, parents and the reputation of Wise Owls Childcare.

I agree that I will:

Act with professionalism, integrity and respect at all times and uphold Wise Owls Childcare’s Values
Maintain clear professional boundaries with parents, carers and colleagues
Represent Wise Owls positively in all environments (work and personal)
Not share unverified or unsubstantiated information or opinions
Not make negative, defamatory or damaging comments about the company, staff, children or families

Respectful Communication & Device Usage

I confirm that I will:

Communicate in a professional, respectful and appropriate manner at all times
Use communication channels appropriately and responsibly
Use company devices and systems for work purposes only

Employee Declaration

I understand that:

I am personally responsible for maintaining confidentiality, professionalism and safeguarding standards and that any breach of this agreement may result in Disciplinary action, Investigation and/or Dismissal

I confirm that:

I have read and understood this Confidentiality and Safeguarding Agreement
I understand my responsibilities in relation to safeguarding, confidentiality and data protection
I agree to comply with all policies and procedures

Employee Name

Employee Signature

Clear Signature

Manager's Name