Referrals & Information Sharing Policy for Organisations
1. Purpose of this policy
This policy explains how Calm Pathways works with organisations who refer young people to us, and how we handle the information you share.
Our aim is to:
- Keep young people safe
- Make sure support is appropriate and person‑centred
- Be clear, consistent and respectful in how we use and share information
We follow UK data protection and safeguarding guidance and always balance privacy with safety.
2. Who this policy is for
This policy is for organisations who refer or signpost young people to Calm Pathways, including:
- Schools and colleges
- Mental health and wellbeing services
- Social prescribing teams and community organisations
- Local authorities and social care teams
- Charities and voluntary sector services
It may also be helpful for professionals who are involved in a young person’s care or support plan.
3. What information we ask for in a referral
To understand whether Calm Pathways is the right service, we usually ask for:
- Young person’s name, age and contact details (where appropriate)
- Parent / carer contact details (where appropriate)
- Brief reason for referral and current concerns
- Relevant diagnoses, SEND needs or access needs
- Any known risks (for example self‑harm, suicidal thoughts, risk from others)
- Other services currently involved
- Any communication preferences (for example, email only, needs visual support)
We ask that information is accurate, up to date, shared securely and proportionate – only what is needed to support the young person safely.
4. How we use and store shared information
We use the information you share to decide suitability, plan safe support, offer consultations and keep basic records.
We store information securely and only for as long as needed, with access limited to Calm Pathways on a need‑to‑know basis, in line with our privacy notices. We do not sell or share information for marketing.
5. When we may share information with others
We aim to keep information private and only share with consent where possible. However, we may share without consent if there is risk of serious harm, safeguarding concerns, or legal requirements.
In these situations we may share with safeguarding teams, health services, school safeguarding leads or emergency services. Where safe, we will explain our concerns and involve the young person and family.
6. How we work together with organisations
We value collaborative working. This means agreeing the purpose of referral, keeping communication focused on the young person's needs, sharing updates appropriately and respecting professional boundaries.
We encourage referrers to inform us of changes in risk or circumstances, and early sharing of access needs.
7. How to make or update a referral
To make a referral, use our form or contact us to discuss. Please ensure the young person and family are aware/agree unless there is a safeguarding reason not to.
To update, contact us as soon as possible if risks, contact details or circumstances change, or if other services become involved.
8. Contact details and questions
Calm Pathways
Email: info@thecalmpathways.co.uk
Location: Based in Derbyshire, UK
If your query is urgent or relates to immediate risk, please follow your own organisation’s safeguarding and emergency procedures.