Multi-Agency Working

Information Sharing Between Agencies: Social Work Guide

January 2025•12 min read

Why Information Sharing Matters

Effective safeguarding depends on agencies sharing relevant information. Serious case reviews repeatedly highlight failures to share information as a contributing factor. Yet practitioners often worry about data protection—understanding the legal framework helps you share confidently and appropriately.

Legal Framework

Key Legislation

  • Data Protection Act 2018/UK GDPR - governs how personal data is processed
  • Children Act 1989/2004 - duties to safeguard and promote welfare
  • Crime and Disorder Act 1998 - information sharing for crime prevention
  • Common law duty of confidentiality - protection of private information

Lawful Bases for Sharing

Under GDPR, you need a lawful basis to share personal data:

  • Consent - person agrees to sharing
  • Legal obligation - required by law
  • Vital interests - life or death situations
  • Public task - necessary for official functions
  • Legitimate interests - balanced against individual's rights

Key principle: GDPR is not a barrier to safeguarding. The law allows—and Working Together requires—information sharing to protect children. Fear of GDPR should never prevent you sharing safeguarding information.

The Seven Golden Rules

Working Together sets out principles for information sharing:

1. GDPR and Data Protection Not a Barrier

Data protection legislation is not a barrier to sharing information for safeguarding purposes. Be open and honest about what information you share and why.

2. Be Open and Honest

Tell families what information you share and why, unless doing so would create risk.

3. Seek Advice When Unsure

Consult managers, data protection officers, or Caldicott guardians if uncertain.

4. Share with Consent Where Appropriate

Seek consent where possible, but don't let absence of consent prevent necessary sharing.

5. Consider Safety and Wellbeing

Base decisions on the safety and wellbeing of the child or vulnerable adult.

6. Necessary, Proportionate, Relevant

Share only what is needed for the purpose, accurate, and timely.

7. Keep Records

Record decisions about sharing—what you shared, with whom, and why.

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When Consent Is Not Needed

Safeguarding Concerns

You can share without consent when:

  • There are child protection concerns
  • A vulnerable adult may be at risk
  • Seeking consent would increase risk
  • Seeking consent would prejudice investigation
  • There is a statutory duty to share

Legal Requirements

  • Section 47 enquiries
  • Court orders requiring disclosure
  • Certain crime prevention duties
  • Regulatory requirements

What to Share

Relevant Information

  • Concerns about a child or adult
  • Risk factors identified
  • Family composition and whereabouts
  • Historical information relevant to current concerns
  • Observations and professional assessments

Proportionate Sharing

  • Share what's needed, not everything you know
  • Consider who needs the information
  • Be specific about the purpose
  • Distinguish fact from opinion

Recording Information Sharing

What to Record

  • Date and time of sharing
  • Who you shared with
  • What information was shared
  • Your reason for sharing
  • Whether consent was obtained or why not

Why Recording Matters

  • Demonstrates lawful decision-making
  • Provides audit trail
  • Helps future practitioners
  • Supports learning from cases

Receiving Information

What to Do

  • Record information received
  • Consider reliability and accuracy
  • Assess what action is needed
  • Store securely
  • Share appropriately within your agency

Challenging Information

If you receive information that seems inaccurate:

  • Clarify with the source
  • Record it as reported by [agency]
  • Note any challenge or correction

Common Challenges

Agencies Refusing to Share

  • Explain the legal basis for your request
  • Be specific about what you need and why
  • Escalate to managers if necessary
  • Record refusals

Third Party Information

Information about third parties (e.g., alleged perpetrator):

  • Can be shared for safeguarding purposes
  • Apply proportionality
  • Consider risk of disclosure to subject

Information Sharing Agreements

Multi-Agency Protocols

Most areas have:

  • Safeguarding Partnership information sharing protocol
  • MASH operating protocol
  • Specific agreements (MARAC, MAPPA, etc.)

Using Protocols

  • Know what protocols exist in your area
  • Follow them but don't hide behind them
  • Protocols support—not replace—professional judgement

Conclusion

Information sharing saves lives. Understand the legal framework, apply proportionality, and record your decisions. When in doubt about safeguarding, err on the side of sharing—GDPR was never intended to prevent protecting children and vulnerable adults.