Discussion Questions
Questions you might ask a group to consider to help your organization decide what behavior requirements and expectations should apply when adults receive or handle sensitive information about minors or vulnerable adults:
1. What Counts as Confidential
- What types of information should be treated as confidential (e.g., allegations of abuse, disclosures, medical info, behavior reports, family issues)?
- Are staff and volunteers clear on what information can be shared, and with whom?
- Do we treat all personal information as sensitive, or do we distinguish between levels of confidentiality?
2. Boundaries and Responsibilities
- Should staff ever promise to “keep a secret” for a participant? If not, what should they say instead?
- How do we balance a participant’s right to privacy with our obligation to report concerns, abuse, or safety risks?
- What’s our expectation for sharing information internally—within a team or across departments?
3. Communication and Documentation
- How should staff document sensitive conversations or disclosures?
- What systems or tools do we use to ensure that private information is stored securely?
- Do staff know how to communicate about sensitive issues with families without breaching confidentiality?
4. Culture and Trust
- How do we communicate our confidentiality expectations to participants and families?
- Are there cultural or community norms around privacy that we must respect or clarify?
- Do we create a culture where staff feel supported in reporting concerns, even if it involves breaking confidence?
5. Oversight and Feedback
- How do we monitor whether confidentiality is being handled appropriately?
- How do we handle breaches—accidental or intentional?
- Do participants know what information adults must share (e.g., mandated reporting) and what will be kept private?
Updated Behavioral Requirements & Expectations
Options to potentially help your organization describe how confidential information is handled safely, ethically, and in alignment with participant trust and legal obligations:
- Staff and volunteers must not promise to keep secrets. If a participant shares something serious, adults should say, “I’m here to help, and if I’m worried about your safety, I may need to share this with someone who can support you.”
- We recognize that trust depends on privacy, but not on secrecy. Information shared by participants must be protected, but not hidden from the systems that exist to support them.
- Confidential information may only be shared with staff who need to know to protect or support the participant. Gossip, curiosity, or casual conversation are never valid reasons to disclose.
- All sensitive information—medical, behavioral, legal, or family-related—must be stored securely and documented only in approved systems. Personal notebooks, phones, or messaging apps must never be used to record or transmit private details.
- Any allegation or disclosure of sexual abuse must be reported immediately to a supervisor and through the organization’s mandated reporting process. Staff are prohibited from investigating, sharing, or discussing the allegation outside authorized channels.
- Information about any investigation—internal or external—into a sexual abuse allegation must be treated as strictly confidential and only shared with individuals directly involved in oversight, reporting, or legal processes. Even discussing that an investigation exists may compromise safety, privacy, or legal outcomes.
- We understand that families often want updates. Staff must only share what they are authorized to share and must do so respectfully and appropriately.
- Staff must never discuss participants—or allegations involving them—in public spaces, shared vehicles, or casual group settings—even if names aren’t used. Confidentiality includes context.
- When a breach of confidentiality occurs—accidental or otherwise—it must be reported immediately. The organization will respond with transparency and correction, not punishment for honest mistakes.
- We believe that modeling confidentiality builds participant trust and professionalism. Staff are expected to regularly review what information they hold and whether they’re managing it appropriately.
- When in doubt, ask a supervisor before sharing. Respecting confidentiality means not making assumptions about what’s “OK” to say—even with good intentions.