Committees often deal with matters which must remain confidential within the committee. Sometimes a matter is confidential until a public announcement is made.

Confidentiality requirements, and how to deal with them without compromising the ability to consult effectively is an issue faced by many consumer representatives.

Clarify the issue of confidentiality early on. Not all issues and decisions arising in meetings are necessarily confidential. If a matter arises and you are unsure if it is confidential, discuss it at the meeting.

Confidential information is likely to become a problem for you where it routinely hinders your ability to consult appropriately or where it is used to stifle discussion or compromise the independence of representatives. You must seek advice from your nominating organisation if this is the case.

Confidentiality requirements of the committee do not release you from any reporting or consulting duties. Representatives may need to clear written reports with the committee's Chairperson before they are distributed to nominating organisations or other consumers.

Use these useful tips for dealing with confidentiality issues:

• Ask the Chair/Committee Secretariat for guidance on what material is confidential and what isn't
• If confidentiality is applied 'blanket' fashion, raise concerns that this makes it difficult/impossible for the consumer representative to fulfil the role expected
• Clear reports with the Chair
• Prepare a report that draws on information available in the public domain prior to commencing on the committee. This helps provide a base for consumer consultation on non-confidential material (that can then be used to inform the confidential work on the committee). Look for a way to distinguish between publicly available information and confidential material

Tip

The Confidentiality Fact Sheet may assist you with issues around confidentiality. Remember you can clarify any issues with the Committee Chair and Secretariat or your nominating organisation.