---
title: Keeping members' information private | Project NEXUS
description: How to handle what you see as a broker, and how to keep good records.
canonical: https://app.project-nexus.ie/help/brokers/broker_good_practice/broker_privacy_records
generated: 2026-10-23T23:01:02.310Z
---Good practice for brokers

# Keeping members' information private

How to handle what you see as a broker, and how to keep good records.

---

As a broker you see information other members do not: notes, safeguarding choices, vetting decisions and some messages. Members trust you with it.

## Handling information

- Look only at what you need for the task in front of you.
- Do not discuss members with other members.
- Share concerns only with other brokers, your admin or your safeguarding lead, and only as needed.
- Do not copy information out of the site into personal notes, email or chat apps.
- Sign out when you finish, especially on a shared computer.

## Keeping good records

- Write notes as facts: what happened, when, and what you did.
- Leave out opinions and guesses.
- Write each note as if the member might one day read it. They may have the right to ask for the information held about them.
- Give clear reasons when you reject, suspend, monitor or adjust a balance. These reasons stay on record.

## What not to record

- Vetting certificates, certificate numbers or check results
- Health details, unless your community's rules say you may and it is needed
- Passwords or bank details, ever

If you think information has been seen by someone who should not see it, tell your admin straight away.

## More guides in this topic

[A simple daily routine for brokers](/help/brokers/broker_good_practice/broker_daily_routine) [Helping members exchange time fairly](/help/brokers/broker_good_practice/broker_fair_exchanges) [Helping members stay safe](/help/brokers/broker_good_practice/broker_safe_exchanges) [Welcoming new members](/help/brokers/broker_good_practice/broker_welcoming_members)

## Still need help?

If you can't find what you need, get in touch and a person will help you.

[Contact us](/contact)