A Note on Privacy

Respect for Privacy

Information shared during conversations, screenings, assessments, forms, reports, or ongoing school-based services is treated as private. This includes details about the student, family context, wellbeing concerns, and any records created as part of our work together.

We recognize that information related to children is especially sensitive and handle it accordingly, with care for dignity, safety, and emotional wellbeing.

Purpose of Information Collection

Information is collected solely to:

• Support school-based Nutrition and Psychology services
• Maintain accurate professional records
• Ensure continuity and quality of care
• Enable appropriate follow-ups and progress monitoring

Use of Information

Information is collected only to support student wellbeing, deliver Nutrition and Psychological services, maintain professional records, and ensure continuity of care.

Information is not shared with others without parent or legal guardian consent, except in situations where disclosure is required for safety, child protection, or by law.

Secure Storage and Access

• Physical records are stored in secure and protected locations.
• Digital records are maintained on secure systems with restricted, role-based access.
• Only authorized professionals directly involved in the student's care may access information.

Online and Tele-Services

For online consultations, assessments, or electronic communication:

• Reasonable measures are taken to protect privacy and confidentiality.
• Parents and students are encouraged to use private devices and environments.

When Information May Be Shared

In rare circumstances, information may need to be shared, such as:

• When there is concern about immediate safety or risk of harm to the student or others.
• When disclosure is legally required, including child protection obligations.
• When limited consultation within the professional team is necessary, using minimal identifying information.

Wherever possible, this is discussed with parents or guardians beforehand.

Parent and Guardian Rights

Parents and guardians have the right to:

• Seek clarification about how information is used or stored.
• Ask questions regarding privacy, confidentiality, and professional boundaries.

Escalation Protocol

There are moments when a student's situation may need additional attention or a different level of response. This approach exists to support responsible decision-making and safety while continuing to respect privacy and trust.

Escalation may be considered when a concern cannot be responsibly managed at the current level, when safety feels uncertain, or when a student appears significantly overwhelmed or distressed.

In such moments, the first response is always to pause, listen, and understand the situation before moving forward.

When Escalation May Be Considered

• A concern cannot be managed at the current level
• Safety feels uncertain
• A student appears significantly distressed
• Guidance beyond the immediate scope of care is required

Internal Review

If additional perspective is needed, the situation may be reviewed internally in a limited and focused manner, with only essential information shared.

External Support or Legal Requirements

In rare cases, external support or legal requirements may need to be considered. When this happens, it is approached carefully and, wherever possible, communicated with parents or guardians in advance.

Any such step is documented with discretion, stored securely, and accessed only by authorised team members.

Session Rescheduling & Attendance Guidelines

(Program-Based School Services)

Our services operate as structured programs rather than isolated sessions. Continuity is essential for meaningful progress.

• Rescheduling is preferred over cancellation
• Repeated late cancellations or no-shows may impact program flow
• Changes are confirmed only after a new time is mutually agreed

Transition and Termination Protocols

Pathway 1: Health Talk → Deep Dive (Direct Intervention)

This pathway may be recommended when:

• Teachers and parents report clear, consistent concerns
• Behavioural, emotional, or regulation difficulties are already evident
• The need for individualised support is well understood
• Both school and parents agree that intervention is required

Pathway 2: Health Talk → Discovery → Deep Dive (Clarity-Building)

This pathway may be recommended when:

• Teachers or parents are unsure or divided about concerns
• Symptoms are mild, mixed, or context-specific
• There is hesitation about the need for therapy
• The child's needs are not yet clearly defined

Termination

Termination may occur if:

• Extended non-responsiveness
• Discontinuation without communication
• Boundary or safety concerns
• Clinical inappropriateness

All closures are documented respectfully and confidentially.

Renewal Policy

Renewal refers to the planned continuation of services after a defined program period has been completed. Renewal is not automatic, assumed, or indefinite. It is a deliberate, reviewed, and mutually agreed decision based on the student's needs, progress, and readiness.

When Renewal May Be Considered

• Identified goals are partially met but still in progress
• The student is benefiting from continued structure and support
• Emotional, behavioural, nutritional, or regulation patterns require further consolidation
• Transitions make continued support helpful

Review Before Renewal

• Progress is reviewed across emotional, behavioural, nutritional, and functional indicators
• Observations from sessions, parents, and school inputs are considered
• The student's capacity for independence and self-regulation is evaluated
• Risks of over-support versus under-support are weighed

Voluntary Participation

Participation in My Health Passport services is entirely voluntary. As a parent or legal guardian:

• You have the right to ask questions or seek clarity at any stage.
• You may choose to discontinue services; however, program-related terms remain applicable.

No service is initiated without your informed consent.

Confidentiality and Privacy

All information shared during sessions, assessments, forms, or communication is treated as confidential. Information will not be shared without consent, except:

• When there is concern about immediate safety or risk of harm
• When disclosure is required by law or child protection obligations
• When limited internal professional consultation is required for quality care

Records are stored securely and accessed only by authorised professionals.

Core Principle

This framework exists to protect students, respect families, support schools responsibly, and uphold ethical, legal, and professional integrity at every stage of care.

Contact

For questions or concerns regarding privacy or confidentiality, please contact us at admin@myhealthpassport.in or call 7793925151.