3.4: Records & Confidentiality
Powerhouse® participants and families may share personal and sensitive information about both the young caregiver and the person they support. Once this information is collected, your organization is responsible for ensuring it is appropriately documented, accessed, stored, and protected. Follow your organization’s documentation and record-keeping practices to determine what information should be maintained as part of a participant’s record.
Confidentiality & Access
Participant information should only be accessed by staff or others who need it to carry out their role. Your organization should have clear expectations for how information is accessed, shared, discussed, and documented.
Staff, volunteers, students, and others who may have access to confidential participant information should understand and follow your organization’s confidentiality requirements, including any confidentiality agreements required by your organization.
Confidentiality has Limits
There may be circumstances where information must be shared to protect a young person or meet legal reporting requirements. Staff should understand these limits and communicate them clearly to participants and families. Responding to disclosures and duty to report will be explored later in this lesson.
Store Records Securely
Follow your organization’s privacy and records-management policies and the requirements that apply in your province or territory. Physical records should be securely stored, and electronic records should be protected using your organization’s approved systems and access controls.
★ Powerhouse® Tip: Decide before your first session where Powerhouse® records will be stored, who can access them, and who is responsible for keeping them up to date. Establishing this upfront helps prevent records from becoming scattered across inboxes, desktops, or other informal storage locations.
✅ Key Takeaway: Families may share sensitive information about themselves and the person they care for. Keep records secure, limit access to those who need it, and explain confidentiality, including its limits and any circumstances where information may need to be shared, from the outset.