Whether you’re moving practice, preparing for an appointment, or supporting a legal or insurance matter, you can ask us for the records we hold.
What you’re entitled to:
Under the GDPR and the Data Protection Act 2018, you can ask for a copy of your personal data — including your medical history, test results, letters, and clinical notes. We’ll respond within one calendar month of receiving your completed request and proof of identity.
For complex or unusually large requests we may extend this by up to two further months, and we’ll let you know inside the first month if that applies. Access can only be limited were, in a clinician’s judgement, releasing certain information would be likely to cause serious harm to your physical or mental health.
Who can ask?
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Yourself — You can request your own records directly. You’ll just need to confirm your identity.
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On behalf of a living patient — A parent or guardian, an attorney under an Enduring Power of Attorney, a representative under the Assisted Decision-Making (Capacity) Act 2015, or anyone with the patient’s written consent. We’ll need evidence of your authority.
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For a patient who has died — A different legal route applies; see the note below:
Records of someone who has died
Data protection rights end when a patient dies. Access then depends on how the patient was registered with us. For medical card / GMS patients, requests are handled under the Freedom of Information Act 2014.
For private patients, there’s no automatic statutory route, so we consider each request individually and may need to take advice. You can still submit the form and we’ll be in touch.
What to have ready:
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One form of photo ID — passport or driving licence.
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If you’re applying for someone else: proof of your authority to act (consent letter, Enduring Power of Attorney, court order, or grant of probate).
Please complete the below form to make a request to the practice
Receiving Your Medical Records
The preferred method for receiving medical records is a paper copy collected from the practice.
Patients who are unable to collect their records in person may nominate an authorised representative to collect them on their behalf, subject to the practice's verification requirements.
In extenuating circumstances, where neither the patient nor their nominated representative is able to collect the records, the patient should contact the practice to discuss alternative arrangements for the secure provision of their medical records.
I confirm the information given is correct, and I understand the practice must verify my identity — and, where relevant, my authority to act — before any records are released.
Date received: ______________________________________________________________
ID verified by / date: __________________________________________________________
Authority to act confirmed: _____________________________________________________
Response due date (1 month GDPR / 20 working days FOI): ____________________________
Extension applied? (Y/N) – patient notified within 1 month: _____________________________
Clinician review (S.I. 121/2022 harm test; third-party data): ______________________________
Records released – date & method: _______________________________________________
Logged on practice register (Y/N): ________________________________________________
By submitting this form you will be sending personal/sensitive information about yourself across the Internet. Please read our privacy statement to discover how we protect and manage your submitted data. Whilst every effort is made to keep this information secure, you should be aware that we cannot offer any guarantees of absolute privacy. If this matter concerns you then you should use another method of contacting the practice.