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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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People’s Personal Belongings Policy

1. Purpose

The purpose of this policy is to outline the approach of {{org_field_name}} in ensuring the safe management, respect, and protection of residents’ personal belongings. This policy aligns with Care Inspectorate Wales (CIW) regulations and supports the rights of individuals to retain, use, and personalise their belongings within the care home. It also ensures that all personal items are handled in a way that maintains dignity, promotes a homely environment, and minimises the risk of loss or damage.

2. Scope

This policy applies to all residents, their families, staff members, agency workers, and contractors at {{org_field_name}}. It covers the registration, storage, security, maintenance, and disposal of personal items, ensuring that residents’ property is safeguarded and respected at all times.

3. Principles of Managing Personal Belongings

{{org_field_name}} is committed to upholding the following principles in managing residents’ personal belongings:

• Respect and dignity: Residents have the right to keep and use personal items that provide comfort and a sense of identity.
• Ownership and autonomy: Residents maintain full ownership of their personal belongings and have the freedom to access and use them as they wish.
• Security and protection: The care home has a duty to protect residents’ possessions from loss, theft, or damage.
• Personalisation of space: Residents should be encouraged to bring personal items into their rooms to create a familiar and comfortable environment.
• Fair and transparent processes: Procedures for recording, safeguarding, and replacing lost or damaged items must be clear and accessible.

4. Managing Personal Belongings

4.1 Inventory and Recording Personal Belongings

Upon admission, each resident will be supported, as appropriate, to identify and record their personal belongings. The resident will be involved in this process and, where appropriate and with the resident’s consent or other lawful authority, their representative may also be involved.

A Personal Belongings Inventory will be maintained where appropriate and will include:

• valuable items such as jewellery, watches, electronic equipment and other items of significant monetary or sentimental value;
• photographs or other identifying information for high-value or significant items where this is appropriate and agreed with the resident;
• the resident’s preferences regarding the storage, security and use of their belongings; and
• any furniture brought by the resident into the room they occupy.

A record of furniture brought by a resident into their room will be maintained in accordance with Regulation 59 and Schedule 2 of the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended.

Where money or other valuables are handed to {{org_field_name}} for safekeeping or are received on a resident’s behalf, the specific statutory records described in Section 4.2 of this policy must also be completed.

The inventory will be updated when significant items are brought into or permanently removed from the care home and whenever inaccuracies are identified. Residents will be supported to check the information recorded about their belongings and to raise any concerns about its accuracy.

4.2 Safe Storage and Security of Belongings

Residents will be supported to retain control of their personal belongings wherever this is consistent with their wishes, assessed needs, safety and the rights and safety of others. Suitable secure storage will be made available for money and valuables where required.

Residents must not be required to surrender money or personal property to {{org_field_name}} merely because they are living at the care home.

Where a resident chooses to deposit money or another valuable with {{org_field_name}} for safekeeping, or where money or a valuable is received by {{org_field_name}} on the resident’s behalf, an accurate record must be maintained.

That record must include:

• a description of the money or valuable;
• the amount of money, where applicable;
• the date on which the money or valuable was deposited or received;
• the date on which the money or valuable was returned to the resident or used at the resident’s request on their behalf;
• where applicable, the purpose for which the money or valuable was used; and
• written acknowledgement when the money or valuable is returned.

Where {{org_field_name}} holds money for a resident other than money paid as charges under the resident’s service agreement, it must be held in an account in the resident’s name or in an account that enables the resident’s money to be clearly and separately identified. Residents’ money must not be pooled with or used as part of the finances of {{org_field_name}}.

Access to secure storage must be controlled. Staff must only access or handle a resident’s property where this is necessary as part of their role, at the resident’s request, under the resident’s personal plan, or pursuant to other lawful authority.

Where staff support a resident with money or valuables, the arrangements must also comply with the Supporting Individuals to Manage Their Money Policy and Procedures.

4.3 Responsibility for Personal Items

Residents retain ownership of their personal belongings and will be supported to exercise choice and control over those belongings.

Residents and their families or representatives will be encouraged, where appropriate, to label clothing and other belongings to reduce the risk of accidental loss or misidentification. Failure to label an item will not, by itself, remove any responsibility that {{org_field_name}} may have in relation to loss or damage.

{{org_field_name}} will take reasonable steps to safeguard residents’ belongings from loss, theft, misuse and avoidable damage.

Residents and their representatives will be provided with clear information about any insurance cover maintained by {{org_field_name}} for residents’ belongings, including any relevant limits or exclusions, and may be advised to consider arranging their own insurance for items that are not adequately covered.

Nothing in this policy, the resident’s service agreement or any other document issued by {{org_field_name}} will exclude or restrict a resident’s legal rights or any liability of {{org_field_name}} that cannot lawfully be excluded or restricted.

Where an item is reported lost, stolen or damaged, the circumstances will be investigated in accordance with Section 4.5. Where the evidence indicates that {{org_field_name}} is legally responsible for the loss or damage, appropriate action will be taken, which may include repair, replacement, reimbursement or another appropriate remedy.

Residents and their representatives may raise concerns or complaints about the handling, loss, theft or damage of personal property through the Receiving and Acting on Complaints Policy (CHW14).

4.4 Handling of Laundry and Clothing

All clothing should be clearly labelled with the resident’s name to prevent misplacement. {{org_field_name}} will take appropriate care when laundering residents’ clothing, using gentle washing methods whenever possible. However, some delicate fabrics or specialist garments may require external cleaning at the resident’s or their representative’s expense.

4.5 Managing Lost, Stolen or Damaged Items

Any report that a resident’s personal belonging has been lost, stolen, misused or damaged will be taken seriously and responded to promptly.

The following procedure will apply:

• Immediate action: Staff will take reasonable immediate steps to locate the item, prevent further loss or damage and preserve any relevant information or evidence.
• Recording: The concern and action taken will be recorded. Any theft or burglary occurring in the service will be recorded in accordance with Regulation 59 and Schedule 2 of the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended.
• Investigation: The Registered Manager or delegated senior member of staff will review the circumstances. This may include checking the resident’s inventory and safekeeping records, establishing when and where the item was last seen, speaking with relevant persons and reviewing other lawful and relevant evidence.
• Safeguarding: Where there is an allegation, evidence or reasonable suspicion that money or property has been stolen, fraudulently obtained, misused or that the resident has been placed under pressure in relation to their money or property, the matter will be considered as a potential safeguarding concern and managed in accordance with the Safeguarding Adults from Abuse and Improper Treatment Policy (CHW13) and the Wales Safeguarding Procedures.
• Police: Where criminal activity is suspected, the Registered Manager will consider referral to the police and will make a referral where this is necessary or appropriate to protect the resident or others or to report suspected crime.
• Resolution: Where the investigation identifies responsibility on the part of {{org_field_name}}, the matter will be resolved fairly and in accordance with the resident’s legal and contractual rights. This may include repair, replacement, reimbursement or another appropriate remedy.
• Learning: Any identified deficiencies in systems, staff practice, security arrangements or record keeping will be addressed and monitored.

The resident will be kept appropriately informed about the investigation and outcome in a manner they can understand. Their representative will also be informed where the resident consents to this, where the representative has relevant lawful authority, or where another lawful basis permits or requires the information to be shared.

Any complaint about the outcome will be dealt with under the Receiving and Acting on Complaints Policy (CHW14).

4.6 Use of Electrical Appliances and Personal Equipment

Residents may bring suitable personal electrical equipment into the care home, subject to reasonable health and safety requirements and any individual risk assessment.

Electrical equipment must be maintained in a condition that prevents danger. {{org_field_name}} will operate a risk-based system for checking and maintaining electrical equipment in accordance with applicable health and safety legislation and Health and Safety Executive guidance.

Personal electrical equipment brought into the care home will be subject to an appropriate visual or other safety check before use where this is necessary having regard to the nature, condition and intended use of the equipment.

Portable appliance testing or other electrical inspection and testing will be undertaken where the risk assessment, condition or type of equipment, manufacturer’s instructions, previous inspection findings or competent advice indicates that this is necessary. Portable appliance testing will not be treated as an automatic legal requirement for every personal electrical item.

Equipment that appears damaged, defective or unsafe must not be used until its safety has been established by a competent person. Where use of an item needs to be restricted on safety grounds, this will be explained to the resident and any proportionate alternative arrangements will be considered.

4.7 Personal Belongings and Mental Capacity

A resident will be presumed to have capacity to make decisions about their personal belongings unless it is established, in accordance with the Mental Capacity Act 2005, that they lack capacity to make the particular decision in question.

Staff must not assume that a resident lacks capacity because of their age, diagnosis, disability, appearance, behaviour or because they make a decision that others consider unwise.

Before concluding that a resident is unable to make a decision about their belongings, all practicable steps must be taken to support them to make the decision themselves. Information and communication support must be provided in a way that meets the resident’s individual needs.

Where there is reason to doubt the resident’s capacity to make a particular significant decision about their property, capacity will be assessed in relation to that specific decision.

Where the resident lacks capacity to make the particular decision, any decision made on their behalf must:

• be made in accordance with the Mental Capacity Act 2005;
• be in the resident’s best interests;
• take account of the resident’s past and present wishes and feelings, beliefs and values;
• involve the resident as far as reasonably practicable;
• consider the views of relevant persons where appropriate; and
• be the least restrictive available option consistent with the purpose of the decision.

Family members do not acquire authority to make decisions about a resident’s money or belongings solely because of their relationship to the resident. Where another person purports to make a decision on the resident’s behalf, staff must establish that the person has relevant lawful authority, for example under an applicable registered lasting power of attorney or deputyship order, and that the proposed decision falls within the scope of that authority.

Significant decisions about the sale, disposal, gifting or permanent removal of the belongings of a resident who lacks capacity must not be taken without appropriate lawful authority and a properly recorded best interests decision where required.

Assessments, decisions and consultations relevant to the resident’s care and support will be recorded appropriately and reflected in the resident’s personal plan where necessary.

4.8 End of Residency – Handling of Personal Belongings

When a resident permanently leaves the service or dies, their personal belongings will be handled securely, sensitively and with respect.

Where a resident is moving from the care home, arrangements for the return or collection of their belongings will wherever possible be agreed with the resident before they leave. Where another person collects property on the resident’s behalf, staff must take reasonable steps to establish that the resident has authorised this or that the person otherwise has lawful authority to receive the property.

An inventory or other appropriate record will be checked when belongings are released. Any money or valuables that have been deposited with {{org_field_name}} for safekeeping will be dealt with in accordance with the statutory record requirements in Section 4.2, including obtaining written acknowledgement of their return.

Following the death of a resident, their property will be secured pending release to the person lawfully entitled to deal with the deceased resident’s estate. Staff must not assume that a person is entitled to receive the deceased resident’s property solely because they are described as the next of kin. Reasonable evidence of identity and, where necessary, authority to deal with the estate will be obtained before valuable property, money or other significant assets are released.

A record will be maintained of the property released, to whom it was released, the date of release and any acknowledgement or receipt obtained.

Property that remains uncollected must continue to be kept reasonably secure. {{org_field_name}} will make reasonable attempts to contact the resident, their authorised representative or, following death, the person dealing with the resident’s estate, as applicable.

Uncollected property will not automatically be disposed of after six weeks or any other arbitrary period. Before selling, disposing of or otherwise dealing with uncollected property, {{org_field_name}} will comply with the applicable requirements of the Torts (Interference with Goods) Act 1977, including the relevant notice requirements, and will obtain legal advice where there is uncertainty concerning ownership, entitlement or disposal.

Items must not be sold, donated, destroyed or otherwise disposed of where ownership or entitlement is disputed until the matter has been appropriately resolved or lawful authority for disposal has been established.

4.9 Preventing and Reporting Theft, Financial Abuse or Misuse

Residents must be protected from theft, fraud, coercion, financial abuse and the unauthorised use of their money or personal property.

Staff must immediately report to the Registered Manager or designated safeguarding lead any allegation, evidence or reasonable suspicion that:

• a resident’s money or property has been stolen;
• a resident has been defrauded;
• a resident has been placed under pressure in relation to money or property;
• money or property belonging to a resident has been misused;
• another resident, member of staff, visitor, representative or other person has improperly used or attempted to obtain a resident’s property; or
• there is another concern that may amount to financial or material abuse.

Immediate action must be taken where necessary to protect the resident and any other person who may be at risk.

The matter must be considered and managed in accordance with the Safeguarding Adults from Abuse and Improper Treatment Policy (CHW13), the Wales Safeguarding Procedures and the service’s statutory safeguarding responsibilities. Appropriate referrals must be made to the relevant local authority safeguarding team and other agencies where required by the circumstances.

Where theft, fraud or another criminal offence is suspected, the Registered Manager must consider referral to the police and make a referral where required or appropriate.

All thefts or burglaries occurring in the service must be recorded in accordance with Regulation 59 and Schedule 2 of the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended. Records of safeguarding referrals, allegations, evidence, action taken and referrals made must also be maintained as required by the Regulations.

Where the allegation concerns a member of staff, additional action must be considered under the organisation’s disciplinary, safeguarding, whistleblowing, Disclosure and Barring Service and professional referral procedures, as applicable.

The resident will be supported to understand the action being taken and, where appropriate, to access independent advocacy.

5. Communicating the Policy to Residents and Families

Residents and their families will receive information about this policy upon admission and will be encouraged to discuss any concerns with staff. The policy will also be displayed in communal areas and made available upon request. Regular resident meetings will provide an opportunity for feedback and discussion on how personal belongings are managed.

6. Related Policies

This policy must be read in conjunction with the following policies and procedures, where applicable:

• Supporting Individuals to Manage Their Money Policy and Procedures – for arrangements to enable and support residents to manage their own money, protect residents from financial abuse, maintain financial records and safely manage money or valuables held on their behalf.
• Safeguarding Adults from Abuse and Improper Treatment Policy (CHW13) – for preventing, identifying, responding to and reporting financial, material or other abuse.
• Mental Capacity and Deprivation of Liberty Safeguards Policy (CHW39) – for assessment of capacity and decision-making where a resident may lack capacity to make a particular decision concerning their belongings, money or property.
• Receiving and Acting on Complaints Policy (CHW14) – for concerns and complaints relating to loss, theft, misuse or damage to personal belongings.
• Health and Safety at Work Policy (CHW16) – for the safe use, inspection, maintenance and management of residents’ electrical equipment and other personal equipment.
• Risk Management and Assessment Policy (CHW18) – for assessment and management of risks associated with personal belongings while preserving residents’ autonomy, choice and independence.
• Staff Disciplinary Policy and Procedure – where concerns about theft, misuse, financial abuse or other misconduct involve a member of staff.
• Whistleblowing Policy and Procedure – to enable staff to raise concerns regarding suspected abuse, theft, fraud, unsafe practice or misconduct.

7. Policy Review

This policy will be reviewed annually or sooner if changes in legislation, regulatory requirements, or operational needs occur. Any updates will be communicated to staff and residents, ensuring compliance with CIW standards. Staff will receive regular training to ensure best practices are followed in managing residents’ personal belongings.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
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