Subject Access Requests

Data protection legislation gives you the right to get a copy of your personal data including the information in your Health Care Record or Medical Record. This is called a Subject Access Request (SAR). Each NHS organisation holds their own records. We can only supply records about your care at University Hospitals Sussex NHS Foundation Trust.

Children can also exercise their data protection rights. Even if a child is too young to understand subject access rights, it is still their right to access information held about them, rather than the right of a parent or guardian. But, in the case of young children this right is likely to be exercised by someone with parental responsibility for them. Before we respond to a subject access request for information about a child, we will consider if they are mature enough to understand their rights or if it is in the best interests of the child for someone to exercise the child’s rights.

If you would like to view your records or get a copy of them, you may submit your request in writing or verbally. To help us process your request faster, please include your name and address and describe the information that you are requesting. Give us as much detail as you can to help us correctly identify and find it. You will also need to provide proof of your identity.

• We must act on a subject access request within one month of receiving it.
• Your friends and family are not allowed to ask to see your records without your consent.
• In some circumstances your right to see details in your health care record may be limited in your own best interests.
• You have the right to request that any inaccuracies are corrected or annotated.

If you have any queries about your request, please contact the relevant Subject Access Request Team.

Submitting a request for access to your health records

A request does not need to be in a particular format, but it may help you to use our Subject Access Form.

Contacts

Requests in writing should be sent to:

Patient confidentiality

• By law, everyone working for or on behalf of the NHS or other qualified health care providers must respect your confidentiality and keep your information secure.
• We reassure you that the computer systems we use have strict access controls. Only staff who are involved in your care will have access to your records.
• We will always obtain your consent  before sharing your information with other health professionals unless exempted by law.
• When we do share your information we will always endeavour to use the most secure method available where possible

You can now also manage the letters you receive from the hospitals online using My Health and Care Record.

Further information

Visit the Information Commissioner’s Office website at www.ico.gov.uk

Please talk to your health professional if you are worried about the use of your medical information.

University Hospitals NHS Foundation Trust is a data controller under Data Protection Legislation. We collect and keep information about you in order to give you the best possible care.

We keep your information securely on paper and on computer. By law you are entitled to ask to see a copy.