Sharing information with families and professionals

Good care relies on sharing the right information with the right people at the right time. Data protection law does not prevent safe care. The main risks are sharing too freely with people who have no right to the information, or refusing to share information needed for care because of a mistaken belief that "GDPR says no". Neither is acceptable practice.

When deciding whether to share, staff should consider the purpose of the request, who has authority to receive information, whether there is consent or another lawful basis, the resident's wishes and capacity, any safeguarding concerns, and the minimum necessary detail to share. If in doubt, escalate rather than guessing.

Common requests in care homes

• Family members: check whether the resident has agreed to information being shared, whether anyone holds legal authority, and whether the request is proportionate.
• Attorneys and deputies: pass requests to a senior or manager so authority can be verified before disclosing information.
• GPs, district nurses, pharmacists, ambulance crews, and hospital teams: share the information needed for direct care and safety.
• Social workers, safeguarding teams, police, and regulators: follow local procedures and escalate promptly; some requests require manager or safeguarding-lead involvement.
• Other residents or visitors: do not discuss another resident's health, behaviour, family, finances, or care needs.

Safeguarding and confidentiality

Safeguarding concerns must not be hidden behind confidentiality. If an adult is, or may be, at risk of abuse or neglect, staff must share relevant information through the correct safeguarding route. Information should be timely, accurate, and proportionate.

Sharing does not mean broadcasting every detail. Give the people involved enough information to assess risk and protect the resident or others. If there is immediate danger, follow emergency and safeguarding procedures without delay.

Information-sharing decisions

Data protection should not prevent safe care or safeguarding, but information must be shared for a clear purpose, be proportionate and accurate, and go through the correct route.