Information Sharing in Safeguarding: A Guide for Social Workers UK

The Importance of Information Sharing

Effective information sharing is fundamental to safeguarding children and adults at risk. Time and again, serious case reviews identify failures in information sharing as a factor when things go wrong. Professionals may hold pieces of a puzzle, but without sharing them, the full picture of risk never emerges.

Fear of breaching data protection rules should never prevent sharing information that could protect someone from harm. The law supports appropriate sharing for safeguarding purposes.

The Legal Framework

GDPR and Data Protection Act 2018

Contrary to common misconception, GDPR and the Data Protection Act 2018 are not barriers to information sharing for safeguarding. They provide a framework for lawful sharing.

Lawful bases for sharing safeguarding information include:

• Legal obligation: Where you have a statutory duty (e.g., Section 47 enquiries)
• Public task: Exercising official authority or tasks in the public interest
• Vital interests: Protecting someone's life
• Consent: Where the person agrees to sharing

Children Act 1989 and 2004

Section 47 of the Children Act 1989 requires other agencies to assist the local authority with child protection enquiries. Section 11 of the Children Act 2004 places a duty on key agencies to safeguard and promote children's welfare.

Care Act 2014

For adults at risk, the Care Act 2014 provides the framework for adult safeguarding, including information sharing between agencies.

The Seven Golden Rules

Working Together sets out seven golden rules for information sharing:

1. GDPR is not a barrier: Remember that the Data Protection Act 2018 and GDPR do not prevent, or limit, the sharing of information for the purposes of keeping children safe
2. Be open and honest: With the person from the outset about why, what, how, and with whom information will be shared (unless this would place the child at risk)
3. Seek advice: From other practitioners if in doubt about sharing information
4. Share with consent: Where appropriate and possible. Where consent is refused, share anyway if there is sufficient public interest
5. Consider safety and wellbeing: Base your information sharing decisions on the safety and wellbeing of the person and others who may be affected
6. Necessary, proportionate, relevant, accurate, timely, secure: Ensure information shared is necessary, proportionate, relevant, accurate, timely, and shared securely
7. Record decisions: Keep a record of your decision and the reasons for it, whether you share or not

Sharing Without Consent

You can share information without consent when:

• It is not possible to gain consent (person cannot be contacted, lacks capacity)
• It is not reasonable to gain consent (would put someone at risk, would prejudice an investigation)
• Consent has been refused but the public interest in sharing outweighs the public interest in confidentiality
• There is a legal duty to share (e.g., court order, Section 47 enquiry)

What to Share

When sharing safeguarding information, include:

• The nature of your concerns
• Factual information about what you have observed or been told
• The source of the information
• Whether you have consent to share
• What action you have taken or want the recipient to take
• Your contact details for follow-up

What NOT to Share

• Information that is not relevant to the safeguarding concern
• Speculation or gossip without factual basis
• More information than is necessary
• Information with people who don't need it

Common Barriers and How to Overcome Them

"I can't share because of GDPR"

GDPR provides lawful bases for sharing safeguarding information. Understand these bases and use them confidently.

"I need consent and can't get it"

Consent is one basis for sharing but not the only one. For safeguarding purposes, you can share without consent when justified.

"I'm not sure if it's serious enough"

If you're worried, share. It's better to share a concern that turns out to be nothing than to stay silent about something serious.

"It's not my job to decide"

Everyone has a responsibility for safeguarding. Share your concern and let the appropriate agency assess it.

"They might be upset if I share"

A child's or adult's safety takes priority over concerns about upset. Be open about what you're sharing and why where safe to do so.

Recording Information Sharing

Always record:

• What information was shared
• With whom it was shared
• When it was shared
• Your rationale for sharing (or not sharing)
• Whether consent was sought and obtained (or why not)
• Any response or action taken as a result

Receiving Information

When receiving information:

• Acknowledge receipt
• Assess the information and its implications
• Take appropriate action
• Provide feedback to the referrer where appropriate
• Store securely and in line with data protection

Multi-Agency Working

Effective information sharing supports multi-agency safeguarding:

• Contribute to strategy discussions and conferences
• Share relevant information in a timely way
• Request information from other agencies when needed
• Use secure methods for sharing (not personal email)
• Follow up if you don't receive expected information

Conclusion

Information sharing is not just permitted for safeguarding—it is essential. The legal framework supports appropriate sharing, and the consequences of not sharing can be devastating. When in doubt, remember: if you're worried about a child or adult at risk, share your concerns. A good safeguarding decision is rarely "I decided not to share."

Develop your confidence in the legal framework, follow the seven golden rules, and always prioritise safety. The worst outcome is not being criticised for sharing—it's harm that could have been prevented if information had been shared.