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How to Make a Private Work and Subject Access Request (SAR)
You have the legal right to request a copy of the information we hold about you, in line with the General Data Protection Regulation (GDPR).
What Information We Hold
We collect information from your medical records. Where we process data about you, you can request to see it free of charge. A reasonable fee may be charged in some cases, for example if repeated requests are made or if you request a private work which is not covered by the NHS contract, such as letter, form, or certificate.
How to Make a Private Work and Subject Access Request for Yourself
We require proof of your identity before we can disclose personal data. This should include copy of document such as:
• UK Driving License (full or provisional)
• European driving licence (full)
• European national identity card
• UK residence card or biometric residence permit (BRP)
• Birth certificate
• Marriage or civil partnership certificate
• NHS England identity badge
The documents should include your name, date of birth and current address. If you have changed your name, please supply relevant documents evidencing the change.
Please submit the request via our online consultation form. You will also need to include copies of information that confirms your identity.
How to Make a Request for Someone Else
You can apply as a third party for someone that you are responsible for, including for a child, or for someone who has died. You will need to provide proof that you are allowed to act on their behalf. Health records are confidential so you can only access someone else’s records if you are authorised to do so.
Advice for Sending Requests to the Team
Due to the sensitive nature of the information needed to process your request, it would be preferable for us to receive your application via our secure online consultation form, rather than via email and post.
If you are unable or do not have access to internet, our postal address is on our website.
Thank you for your support and understanding.
No Refund Policy
Please be advised that our Practice has a no refund policy for such items of work. The practice takes significant time and effort to process and action your request outside of their usual NHS duties. This time is accounted for in the fees, and therefore, once the practice starts any work on your request, a refund cannot be issued. By submitting a request for private work, you are confirming the nature of the work you require, and that you accept the no refund policy.
Incomplete applications will be returned, therefore, please ensure you have the correct documentation before returning the form.
We will usually process your request within 30 days. As long as we have received proof of your identity.
Following your request, we may write back to you within the 30-day time frame to request you to narrow or modify your requirements. This may also result in an extension of a further 60 days whilst we examine your request.
Information is provided in line with the General Data Protection Regulations (GDPR), Chapter 3, Article 15 (Recitals 63 & 64).
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