In early years settings, relationships matter. Trust between families, educators and management is the foundation of high-quality practice. But in today’s digital world, that trust can be quickly tested when concerns move from private conversations into public online spaces. 
WhatsApp groups, community forums and social media platforms have become common communication tools for parents. While they can build community, they can also create challenges when concerns, incidents or frustrations are shared publicly before being addressed through proper procedures. 

This is where confidentiality becomes more than just a policy. It becomes essential to protecting children, families and staff. 

Incidents Can Happen and  How We Respond Matters 

Even in well-managed services, concerns or incidents may arise. Early years settings are dynamic environments. Children are learning, developing and navigating relationships. Occasionally, misunderstandings occur or difficult situations arise. 

When this happens, families can understandably feel upset or worried. 

Professional services take concerns seriously. They record them, review them objectively and address them through clear procedures, as required under Tusla’s Early Years Regulations. This process only works when confidentiality is maintained. 

Confidentiality protects: 

When concerns are discussed publicly before being reviewed properly, the situation can escalate unnecessarily. Information may be incomplete. Assumptions can be made. Reputations can be affected. Most importantly, the child’s right to privacy can be compromised.
 
When Concerns Move to Social Media
It is natural for parents to seek reassurance or support from other parents. However, sharing details of incidents, naming staff members or discussing children’s needs in online groups can have serious consequences.
 
Public discussion can:

Even “private” WhatsApp groups are not confidential in a legal sense. Once information is shared digitally, control over it is lost.
For services, this can create additional stress and distract from what should remain the priority, resolving the issue calmly and professionally.
 
Practical Steps for Service Providers
Early years providers can take proactive steps to reduce the likelihood of concerns escalating online.

Set Clear Boundaries for Parent Messaging Groups
If WhatsApp groups are used, they should be structured clearly. Many services now use messaging groups for one-way communication only, where management shares reminders, updates and important information, but parents cannot comment within the group.

This approach:

Parents can be encouraged to contact the service privately if they have any concerns.
 
Encourage Direct and Private Communication
Parents should know exactly how to raise a concern and feel confident that it will be taken seriously. Clear communication channels like phone, email or scheduled meetings,  make it easier for families to approach management directly rather than turning to group discussions.
When families feel heard and respected, escalation is less likely.

Have a Clear Confidentiality & Social Media Policy
Every service should have a written policy outlining expectations around confidentiality, respectful communication and online conduct. This policy should reference GDPR and Tusla requirements and should apply equally to parents, staff and management.
Clarity creates consistency.

Use a Signed Declaration
Policies are stronger when formally acknowledged. Asking parents and staff to read and sign a confidentiality and respectful communication declaration sets expectations clearly from the outset.
This is not about creating fear. It is about reinforcing shared responsibility.

A Shared Responsibility 
Confidentiality is not about preventing concerns from being raised. On the contrary, it ensures that concerns can be handled properly, fairly and in the best interests of the child. 
Protecting confidentiality supports:

In a sector built on trust and partnership, everyone has a role to play.
When concerns are handled privately and professionally, children remain at the centre of the process, exactly where they should be.

 

You can download the Confidentiality & Social Media Declaration Form as this week’s Friday Freebie from our EY Shop here:
  https://earlyyearsshop.ie/product/confidentiality-social-media-declaration-for-parents-staff-and-students/