Part 6. Privacy and safety in practice
6.2 Restricted details
Court orders, protected addresses, restricted pastoral entries and counselling notes: who reads them and what everyone else sees.
Written forPrincipal and executiveWellbeingCounsellorChild safety officerTeacherFront office
What is restricted
A few facts could put a child or a family at risk if they were read widely. Kestrel keeps them behind narrow capabilities and records each read. This chapter explains what the facts are and what staff outside the group see in their place.
| Fact | Who reads it | What others see |
|---|---|---|
| Parenting orders, exit reasons, a recorded death, the merge history behind an identity decision | Roles with "Read restricted person facts" (the principal and executive) | A notice beside the name, for a court order |
| A protected address | Only the staff named on the protection | No address or contact details |
| A restricted pastoral entry | The pastoral team | That the entry exists, and not what it says |
| A counselling note | The counsellor | Nothing |
| A child-protection concern | The child safety officer | Nothing |
Court orders
The principal records an order on the student's page, on the "Family and contact" tab under "Orders". The fields are "Kind", "Court", "Made on", "Lapses on", "Who it keeps away", "Reference" and "Terms". The person chosen under "Who it keeps away" is named on the order's row, and while it is in force Kestrel sends them no messages about the student. Once it is recorded, staff read a notice beside the student's name that a court order limits who may collect, so the office does not release a child to the wrong person. The terms and the reasons stay with the principal.
- Record a court order. Record a court order
Protecting where a family lives
A family in danger can have their address and contact details hidden from all staff except those named. The principal does this on the person's page, "Family and contact" tab, under "Address protection". The principal chooses who may still see it, gives a "Why", and later clears the protection with a reason.
- Protect where a family lives. Protect where a family lives
Restricted pastoral entries
When a wellbeing team member records an entry, they can tick "Restricted". Staff outside the pastoral team then read that the entry exists and not what it says. An alert works the same way: its "Notice" is the one line every member of staff reads beside the name, and the reason is withheld with the words "Only the pastoral team can see why."
- Record a restricted entry. Record a restricted entry
Counselling notes and child-protection concerns
Counselling notes are for the counsellor role, and no other shipped role reaches them. A child-protection concern is recorded by the child safety officer, whose role includes nothing of the pastoral or medical record. Neither appears in the family portal.
- Write a counselling note. Record a counselling note
- Record a child-safety concern. Record a child-safety concern
Screens
A person's page
/app/people/[id]Where orders, address protection and wellbeing entries are recorded.
Needs
person.restricted.readRoles
/app/settings/rolesWhich roles include which of these capabilities.
Training notes
- Teach office staff to read the notice beside a name before releasing a child.
- Say plainly that a family's protected address is not available to the office, even on request.
- Practise reading a restricted entry's placeholder, so staff know it means ask the pastoral team.