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Coronavirus - Changes to our services

Due to the Coronavirus pandemic, some of our non-urgent services have been temporarily suspended and others are operating with reduced hours. Find out about service changes here.

Subject Access Requests (SARs)

Health records are extremely personal and sensitive. They can be held electronically or as paper files, and are kept by a range of different services in the Trust. You have a right to get a copy of the information that is held about you. These are known as Subject Access Rights.

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The Data Protection Act relates to living individuals and gives individuals the right to request access to personal records held about them by persons or organisations, such as this Trust.

A health record is any record or information relating to someone's physical or mental health that has been made by (or on behalf of) a health professional. This could be anything from the notes made by a therapist to results of an MRI scan or X-rays.

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What are "Subject Access Requests"?

Health records are extremely personal and sensitive. They can be held electronically or as paper files, and are kept by a range of different services in the Trust. You have a right to get a copy of the information that is held about you. These are known as Subject Access Rights.

How do I find out what information is stored on my personal health record?

  • Requests to see records and other related information are known as Subject Access Requests and you need to make this request to the service that is holding the information you want
  • In most cases the Trust does not make a charge for Subject Access Requests. A reasonable fee may be made in exceptional circumstances. Please see the Information Governance Policy for more information.
  • The Trust will need to verify your identity – guidance about this is given in our Subject Access Request Form which you may wish to use to make your application

...but what if I already work in the NHS - does this still apply?

  • Regardless of any professional or clinical position (e.g. a Health Visitor wanting to view an aunt's health record), this formal process is followed to ensure an individual's information remains private, personal and confidential.

Who can request this information?

  • The named individual
  • Personal representative with written authority
  • Parent/Legal Guardian

How to make a requestFor assistance with making a Subject Access Request (SAR), please use the Trust's Data Protection Liaison Officer (DPLO) contact list which will help you find the details of the each Service's Data Protection Liaison Officers so you can get in touch with them directly.

Only in circumstances where you have been unable to find the relevant Service contact or need further assistance please contact the Data Protection Officer by email or by phone.

Individual Rights

The General Data Protection Regulation (GDPR) provides the following rights for individuals:

Right to be informed

  • The right to be informed encompasses your obligation to provide ‘fair processing information’, typically through a privacy notice.
  • It emphasises the need for transparency over how you use personal data.

Right of access

  • Individuals have the right to access their personal data and supplementary information.
  • The right of access allows individuals to be aware of and verify the lawfulness of the processing.

Right of rectification

  • The GDPR gives individuals the right to have personal data rectified.
  • Personal data can be rectified if it is inaccurate or incomplete.

Right of erasure

  • The right to erasure is also known as ‘the right to be forgotten’.
  • The broad principle underpinning this right is to enable an individual to request the deletion or removal of personal data where there is no compelling reason for its continued processing.

Right to restrict processing

  • Individuals have a right to ‘block’ or suppress processing of personal data.
  • Then processing is restricted, you are permitted to store the personal data, but not further process it.
  • You can retain just enough information about the individual to ensure that the restriction is respected in future.

Right to object

  • processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling);
  • direct marketing (including profiling); and
  • processing for purposes of scientific/historical research and statistics.

More details on your Individual Rights can be found on the Information Commissioner's Office web page.

GP Records

If you want information about your GP records then you need to contact your practice directly, except if you have de-registered (e.g. you have emigrated). In this instance, you need to apply to your area's local Clinical Commissioning Group (Telford and Wrekin CCG or Shropshire CCG) as they hold the records in their archive.

Next review due: 1 September 2020

Contact us

Information Governance (IG) Team
William Farr House
Shrewsbury
Shropshire
SY3 8XL
Tel: 01743 871953
Mob: 07791165810
Email the IG Team