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Wye Valley NHS Trust

Subject Access Requests (SAR) – How to access records

Subject Access Requests (Living Patients) 

Under the UK General Data Protection Regulations (GDPR) and the Data Protection Act 2018, you have the right to make a request to obtain copies of records of living people held by the Wye Valley NHS Trust which are about yourself or, under certain conditions, other patients.

Who can request this information?

  • The individual themselves whose information it concerns.
  • The personal representative of an individual (such as someone holding a power of attorney document).
  • The parent / legal guardian of a child who is too young to do this themselves. 

When requesting information on behalf of another person, if the individual has capacity we may need to still obtain their consent to process the request.

Access to Health Records (deceased patients) 

Under the Access to Health Records Act 1990, under certain conditions, you may have the right to be able to obtain copies of records of a deceased patient held by the Wye Valley NHS Trust. 

Who can request this information?

  • The deceased person’s personal representative (such as someone who is administrator/executor of the will)
  • If you have a claim arising from the person’s death and wish to access information relevant to the claim.
  • If you are neither of these, but still wish for your application to be considered, please submit your request or contact us via e-mail and we can discuss further.

How do I make my request?

We have an easy to use portal which allows you to submit a request using one of the forms, upload identification documents easily, view the status of your request as it processes and then receive the information to download, without the need for discs as used previously.

You will need to provide us with copies of documents to confirm your identity, so please get these ready before you start your request. Below is a list of examples of these documents however, is not exhaustive of all options so if you are unsure on this, please do not hesitate to contact us.

Examples of required documents 

One document confirming your name

  • Full driving license
  • Passport
  • Birth certificate
  • Marriage or civil partnership certificate
  • NHS identity badge

One document confirming your address

  • Utility bill
  • Bank statement
  • Credit card statement
  • Benefit book
  • Pension book

Examples of documents that confirm you are allowed to act on behalf of the person you are making the request for:

  • Lasting power of attorney for health and welfare, or for circumstances where information is needed for financial affairs, PoA for finance and property can be considered.
  • Court of protection order appointing you as a personal deputy for the personal welfare of the subject;
  • Full birth certificate of the child;
  • Full certificate of adoption;
  • Parental responsibility order;
  • Signed declaration from the subject.

For deceased patients

Identification documents as outlined above will be required for yourself as the requester, along with another document confirming you are the personal representative, for example:

  • Copy of the Will where you are named as executor.
  • Grant of probate.

How long will it take for me to receive this information? 

Depending on the type of request, we usually have one month (for subject access requests relating to living individuals) or 40 days (for access to health records requests relating to deceased individuals) to complete your request. We do try to complete all requests as soon as possible and at any rate, within this timeframe however, if we do need to extend the deadline due to its complexity, we will let you know before this date. 

Radiology imaging and X-rays

These can be requested through the online portal and received digitally in a downloadable diagnostic format. 

Where can I request other Health Records? 

Mental Health Medical Records

The majority of Herefordshire’s mental health records are held under the Herefordshire and Worcestershire Health and Care NHS Trust, this includes the Stonebow Unit near the County Hospital. If you would like to access these records visit the Herefordshire and Worcestershire Health and Care Trust website

GP Medical Records

If you are wanting to access records recorded by your GP surgery, you will need to contact them directly for their process on how to access this information.

Contact details

Subject Access and Data Protection Act Administrator
Wye Valley NHS Trust
Monkmoor Court
31-34 Commercial Road
Hereford

HR1 2BG

Email wvt.subjectaccess@nhs.net

View privacy notice about how we process your data

The Wye Valley NHS Trust is the Data Controller under data protection law and will use the information you provide on this form in order to process your request. The legal basis for processing this data is our legal obligations to process requests for information about individuals under the UK General Data Protection Regulations and the Data Protection Act 2018.

We will keep your data securely according to periods of time defined by the NHS Retention Schedule. Your information will be shared only as required to gather your information and to answer your request. If you approach a regulator, including the Information Commissioner's Office, we will share the information we hold with the regulator if they need it from us.

Individuals have a number of rights under data protection law, including the right to request their information. You also have a right to make a complaint about our handling of your personal data to the Information Commissioner’s Office

Find out further information about the processing of your data  

 

 

Subject Access Request Webform

The Wye Valley NHS Trust holds data about individuals, primarily within the hospital health records. The UK General Data Protection Regulations and the Data Protection Act 2018 gives the public the right to view or receive copies of the information that an organisation holds about them.

You can use this form to ask to see a copy of personal data that we hold about you. You can also use this form to ask to see the records on behalf of someone else, as long as you are legally allowed to act on their behalf. This includes:

  • Making a request for a child that you hold parental responsibility for.
  • Making a request for someone that you have power of attorney for.

Please note that if the person has capacity we may still need to gain their consent for processing the request.

You should fill in all fields that apply to you.

Are you making a request for yourself, or on behalf of someone else?

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