We are Strath Union, your Students’ Union - the beating heart of activity for students on Strathclyde campus since 1964.
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How Strath Union and the Advice Hub maintain confidentiality for users of the service.
Strathclyde Students’ Union Advice Hub is committed to providing a confidential service to its clients.
This policy will be reviewed annually and any amendments agreed by the Executive Officers. Copies will be available on request. Advice Hub staff will be responsible for ensuring the current policy is held on the shared drive and for the destruction of previous copies.
Advice Hub employees will not confirm a client’s attendance to the service without their expressed consent to do so.
Clients will be offered a confidential interview space online or in person.
Advice Hub employees may discuss cases between themselves but will ensure that no discussions which could identify clients of the service take place outside of the service or its staff. All statistical recording shall be anonymous.
Case files including case notes, copies of correspondence and calculation sheets will be held in lockable offices or password protected computer drives. We maintain case notes and information on Advice Pro, a secure online casework recording system.
Documentation will be kept in a secure archive for a maximum of six years after which time it will be destroyed using appropriate confidential waste procedures in line with data protection legislation.
Staff will clarify with clients their preferences in terms of contact and will record on the case file where clients have indicated that certain forms of contact are insecure or unacceptable.
When leaving voice messages for clients, staff will not identify themselves as working for an advice service.
Where clients request that no contact be made with certain parties this will be recorded and adhered to.
Where it becomes apparent that the client is committing or has committed crime the Advice Hub staff member will warn the client of the implications of their actions, bring the interview to an end, and refuse to give further advice on this matter. If such a situation arises, it must be treated with utmost seriousness and consultation with Strath Union Senior Management will be sought at the earliest opportunity.
The Advice Hub understands confidentiality to mean that no information regarding a client shall be given directly or indirectly to a third party without the client’s expressed consent except in the following cases:
Where the Advice Hub identifies a potential conflict of interest which necessitates informing one party that we can no longer act on their behalf this may draw attention to the fact that we are already acting on behalf of another party. In these circumstances the compromised party will be informed of the breach and no further action will be disclosed.
Where an Advice Hub staff member believes that there may be a need to breach confidentiality deliberately, they should inform the client then raise the matter with the Advice Manager. In their absence, the matter should be raised with the Head of Student Engagement or another member of Strath Union’s Senior Management Team.
The Advice Manager will explore the issues with the Advice Hub staff member and decide on whether confidentiality should be breached. A written record of the discussion and decision will be placed on the case file.
Where the decision is to breach confidentiality, a full briefing will be referred to the Union President and the Chief Executive Officer for information.
All members of staff at Strath Union Advice Hub will be made aware of this policy through their induction and training.
All Union employees or Executive Officers who may encounter confidential information will be required to be aware of the policy. This policy will be available in all Advice Hub staff offices and on the Strath Union website.