Under the UK General Data Protection Regulation (UK GDPR), you have a legal right to request a copy of the health information we hold about you. This is known as a Subject Access Request (SAR).
How to Make a Request
How to apply: To help us process your request accurately and without delay, please complete our formal application form:
- In Writing: Requests can be made in writing to the Practice.
- Identity Verification: We must be satisfied of your identity before releasing any data. You may be asked to provide photographic ID or proof of address.
- Third-Party Requests: If you are requesting records on behalf of someone else, we require their clear, written consent or legal documentation (such as a Power of Attorney).
Children’s Records
- Aged 16 and Over: Young people aged 16 or over are generally considered competent to move their own data. We will usually require their direct consent before releasing records to a parent or guardian.
- Under 16s: Those with Parental Responsibility may apply for access. However, if a child is deemed “Gillick Competent” (having sufficient understanding), we will seek the child’s consent before disclosure.
Key Information
| Feature | Details |
|---|---|
| Cost | Under UK GDPR, this service is free of charge. However, we may charge a reasonable fee for “manifestly unfounded or excessive” or repetitive requests. |
| Timeline | We aim to respond within one calendar month. If your request is complex, we may extend this, but we will notify you within the first month. |
| Format | We provide permanent copies (usually digital or printed). We do not send original documents. |
Accessing Records of a Deceased Patient
Access to a deceased person’s records is governed by the Access to Health Records (Northern Ireland) Order 1993.
- Applications can be made by the Personal Representative (Executor) or anyone with a claim arising out of the patient’s death.
- We may withhold information if the GP believes it would cause serious harm or if the deceased person specifically requested that certain information remain confidential.
- Please Note: If the records have already been returned to the Business Services Organisation (BSO), you must apply to them directly.
Important Limitations on Disclosure
The Practice may legally withhold all or part of a record if:
- The GP believes disclosure would cause serious harm to the physical or mental health of the patient or another person.
- The record contains information relating to a third party (who has not consented to the disclosure).
- The information was provided by the patient with the expectation that it would not be shared with the person making the request.
Accuracy and Corrections
If you believe information in your record is inaccurate, you have the right to request it be rectified or erased.
- Step 1: Speak informally with the relevant health professional.
- Step 2: If unresolved, you may submit a formal request for rectification.
- Note: If we believe the record is clinically accurate, we may not delete the entry, but we will add a “note of dispute” to ensure your view is recorded alongside the clinical entry.
Other Agencies (Police and Solicitors)
- Police: We do not release information to the police without patient consent unless required by a Court Order or for the prevention/detection of serious crime where seeking consent would prejudice the investigation.
- Solicitors: We require clear, signed consent from you before releasing any information to a solicitor for legal proceedings.
Contact the Information Commissioner
If you are unhappy with how we have handled your request, you have the right to contact the Information Commissioner’s Office (ICO).