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How to make a subject access request

How to make a subject access request to NHS Digital or personal information under the Data Protection Act 1998.

Anyone can make a subject access request for information that we hold about them.

To make a subject access request, you should:

  • make a request in writing.
  • provide enough personal information to identify you. This means when you send us your application you will also need to send us copies of at least two official documents, which show your name, date of birth and current address. These could be a driving licence, a birth or adoption certificate, passport or a recent utility bill.
  • include payment for your request.

NHS Digital does not hold medical records in the same format as a GP or Hospital would hold. For example case note files, x-rays or doctors notes.

To obtain a copy of your medical records, you should submit a request to your care provider(s) for example your GP or Hospital.

Please note medical records are defined as a "chronological written account of a patient's examination and treatment that includes the patient's medical history and complaints, the physician's physical findings, the results of diagnostic tests and procedures, and medications and therapeutic procedures."

The data that we do hold and process is used for secondary use purposes. For example, we can provide Hospital Episode Statistics (HES), and also Secondary Uses Service (SUS) data files.

HES holds records on hospital episodes of care including, inpatient, outpatient and A&E. SUS is the single source of comprehensive data to enable a range of reporting and analysis. NHS hospital trusts submit patient activity to SUS for performance monitoring, reconciliation and payments purposes.

Both of these systems may contain information in regards to you. However, should you request this, it will be presented to you in a spreadsheet format, which will provide you with statistical information on each hospital attendance, rather than any doctor's notes/files for each visit.

Complete the form below if you would like to know what information NHS Digital holds about you.

icon Subject Access request form [143.44KB]

Send your completed SAR form and copies of relevant official documents to:

Information Governance Department

The Health and Social Care Information Centre

1 Trevelyan Square

Boar Lane

Leeds LS1 6AE

To provide copies of patient health records

  • Health records held electronically: up to a maximum £10 charge.
  • NHS Digital will charge 20p per sheet for photocopying plus the cost of postage up to the maximum charge.

Have a question? Call us on 0300 303 5678 or contact enquiries@nhsdigital.nhs.uk.

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