Keeping Records Safely: GDPR and Safeguarding in Daily Notes
Every phone call, every home visit, every observation you make as a foster carer or social worker—those details matter. They become part of the child’s story, a safeguarding tool, and sometimes, critical legal evidence.
But with that responsibility comes another: ensuring those records are kept securely, ethically, and legally.
In this post, we unpack the essentials of record-keeping in foster care, with a focus on GDPR compliance, safeguarding best practice, and your duty of care.
Why Good Record-Keeping Matters
Daily notes aren’t just paperwork—they are:
🧠 Memory aids: You won’t remember everything months later.
🔍 Evidence of care: For Ofsted, audits, or in the case of allegations.
🧒🏽 A child’s life story: Many children in care rely on these notes to understand their past.
🚨 Safeguarding evidence: Timely, factual records could prevent harm or protect you during investigations.
🔐 What Does GDPR Say?
Under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018, all foster care records are considered special category data. That means they must be:
✅ Accurate
✅ Up to date
✅ Kept securely
✅ Only shared with those who have a right to see them
This applies to handwritten notes, emails, apps, texts, photos, or anything else where child data is stored.
Tips for Writing Strong Daily Records
1. Stick to the Facts
Avoid assumptions. Say:
“Aaliyah was withdrawn and didn’t eat dinner”
Not:
“Aaliyah was sulking and being difficult again”
2. Use Descriptive Language
Include specific behaviours, tone of voice, and visible signs (e.g. bruises, clothing, appetite, sleep).
3. Record Safeguarding Concerns Promptly
If you suspect harm, log it immediately and notify your supervising social worker (if you are a foster carer).
4. Keep It Timely
Write records as soon as possible while the events are fresh.
5. Mind Your Tone
Your notes may be read by the child one day. Write with dignity and respect.
Storing Records Safely
Whether you’re writing in a physical logbook or using digital systems (like Starlight.inc (Starlight), make sure:
💻 Digital devices are password-protected and encrypted
🗂️ Paper files are stored in locked cabinets, not shared with family or friends
🔄 Notes are not duplicated across multiple personal devices
⏳ Records are only kept as long as necessary (your social worker will advise you of retention periods)
What About Sharing Records?
Only professionals who are directly involved in the child’s care have the right to access your records. Never share with:
Other carers
Friends or family
Unsecured platforms (e.g. WhatsApp, personal email)
Instead, always go through your supervising social worker or case manager.
If Something Goes Wrong…
If you lose a notebook, send an email to the wrong person, or your laptop is stolen:
Contact your Designated Safeguarding Lead immediately
Report the breach under Rainbow’s Data Protection Policy
Cooperate with internal GDPR reporting procedures
The quicker you act, the more we can contain risk.
🌈 Our Commitment at Rainbow Fostering
At Rainbow, we train all carers and staff on record-keeping, GDPR, and safeguarding. Our systems are built with security and transparency in mind—because we know how important it is to protect not just children, but the integrity of their stories.
💬 Final Thought
Behind every case file is a child. Behind every note is a voice—often a small one, hoping to be heard, protected, and remembered.
As carers and professionals, keeping records isn’t just a compliance task. It’s an act of care.
