5. Statistical recording and case files

5.1. It is the Chief Executive’s  responsibility to ensure that:
A. all paper case files and records are kept in locked filing cabinets or locked drawers at the end of each working day. This includes note books, copies of correspondence, calculation sheets and any other sources of information. 
B. all records kept electronically are bound by similar confidentiality and need to be password protected and machines switched off when the office is closed.

5.2. All individuals have a right to see any files or records held by Gingerbread containing personal information about them. Where an individual asks for access, arrangements must be made for a visit to the offices of Gingerbread to see the file within normal office hours.  If the individual questions the accuracy, validity or legitimacy of any information held on file, they should be asked to write to the Chief Executive of Gingerbread.

5.3. Gingerbread is committed to effective statistical recording of service users to enable it to monitor take-up of service and to identify any policy issues arising from the helpline and advice service. It is the Chief Executive’s responsibility to ensure that all statistical records given to third parties (other than those acting as agents for Gingerbread and bound by this policy), such as to support funding applications, are produced in anonymous form, so individuals cannot be recognised.

5.4. Gingerbread does wish to make public the number of users of a particular type and may do so with composite case histories.