The eight principles in plain English

The Caldicott Principles guide staff in deciding whether patient information should be used or shared: is there a valid reason, is the amount appropriate, are the right people involved, and would the patient expect this?

A reception-friendly summary

• Justify the purpose: be clear why information is needed or shared.
• Use it only when necessary: avoid using identifiable information if non-identifying details will do.
• Use the minimum necessary: provide only the information required for the task.
• Limit access: only staff who need the information for their role should see it.
• Know your responsibilities: follow your training, practice policy and local procedures.
• Comply with the law: data protection and confidentiality rules apply.
• Share when care requires it: sharing for individual care or safety can be as important as protecting confidentiality.
• Inform expectations: consider what patients would reasonably expect about how their information is used.

Protect and share

Caldicott does not mean keeping everything secret. Safe care often depends on sharing information with the right clinician, service, safeguarding lead or administrator. The test is whether the sharing is necessary, proportionate and routed correctly.

The principles balance confidentiality with the need to share information for care and safety.

Duty to share