Accessing information we hold relating to you or others
Under data protection laws (GDPR), you have rights relating to the personal information we hold relating to you. This includes the right to request access to information about you and, if information is inaccurate or incomplete, to ask for it to be corrected.
You may also be able to request access to information from a care record. This may be a request for information relating to yourself, information about someone you are acting for, or information about someone who has died.
We understand that you may be requesting this information at a difficult or sensitive time, and we are committed to handling your request carefully, respectfully and in line with data protection law, confidentiality duties and health records legislation.
Information about making a request, including the forms you will need to complete, can be found below. If you have any questions about your information rights or need further guidance before submitting a request, please contact our Information Governance team at information@severnhospice.org.uk.
You have the right to ask for a copy of personal information we hold relating to you – this is called a subject access request. You do not need to give a reason for asking, but it can help us respond more quickly if you tell us what information you need and the dates or services involved.
It’s easy to make a request – please use this form or email us at information@severnhospice.org.uk to let us know what information you’re looking for. If we need anything else, we will contact you. To keep this personal data safe, we will need to confirm your identity before sharing anything.
We will usually respond within one calendar month once we have enough information to confirm your identity and understand your request. If your request is complex, we may need more time, but we will tell you if this applies.
If you are asking for information about another living person, we will need their written consent before we can share their records with you. In some circumstances, you may be able to request information on their behalf, for example if you have legal authority to act for them.
We may ask for evidence such as written consent, a lasting power of attorney, deputyship order, parental responsibility documentation, or other information showing that you are authorised to act on the person’s behalf.
It’s easy to make a request – please use this form or email us at information@severnhospice.org.uk. Include as much detail as you can about the information you need, who it relates to and your relationship to that person. If we need anything else, we will contact you.
For these requests, we will usually respond within 30 days once we have enough information to process the request.
Requests for the records of someone who has died are considered carefully because confidentiality continues after death. Access is not automatic, even for close family members.
You may be able to request access if you are the personal representative of the person who has passed away, such as an executor or administrator of the estate. You may also be able to request relevant health records if you have a claim arising from the person’s death. If you are not the personal representative, we may need evidence of permission from the personal representative or another legal basis before we can share information.
It’s easy to make a request – please use this form or email us at information@severnhospice.org.uk. Include as much detail as you can about the information you need, who it relates to and your relationship to that person. If we need anything else, we will contact you.
Under the AHRA, the response deadline depends on whether the health record has been created, added to, or amended in the 40 days before the request is received.
If the record:
- has been created, added to, or amended in the previous 40 days, we will respond within 21 calendar days
- has not been created, added to, or amended in the previous 40 days, we will respond within 40 calendar days
To help us find the right records and make sure information is only shared with someone who is entitled to receive it, we may ask you for:
- the full name, date of birth and, if known, NHS number of the person the records relate to;
- your full name and contact details;
- proof of your identity, such as photographic ID;
- details of the information you are asking for, including dates or services involved if you know them;
- proof of your authority to request the information, where this is needed;
- if you are requesting information about someone who has died, evidence that you are the personal representative, have permission from the personal representative, or have a claim arising from the person’s death;
- any supporting information that helps us understand your request and the reason for it, where a reason is required.
Why are we asking for this information?
Health and care records are confidential. We need enough information to confirm your identity, understand what you are asking for, locate the correct records and check whether the information can be shared lawfully and appropriately.
We may also need to consider whether the records include information about other people, whether the person the records relate to had expressed any wishes about sharing their information, and whether disclosure could cause serious harm or distress.
After you’ve made a request, we will let you know we have received it and tell you if we need anything else from you.
We will then check your identity and the authority you have to access this information. This helps us protect confidential information and make sure records are only shared appropriately.
After verifying your identity and authority to access the information, we will locate and review the records. We will identify the relevant records and consider whether any information needs to be withheld or clarified.
We will then respond to you and either provide the information we can share, explain why some information cannot be shared, or let you know if we need more time.
We will consider each request individually. We may need to withhold or limit information if it includes confidential information about another person, if sharing it could cause serious harm, if the person had previously asked for information not to be shared, or if the law does not allow us to disclose it.
If we cannot provide all the information, you have asked for, we will explain this as clearly as we can.
If you notice that any of the personal information we have relating to you or someone else is wrong or incomplete, you can ask us to fix it. It’s important to us that data is accurate and up-to-date, so we’ll make the change as soon as possible once you let us know.
Please use this form to let us know what needs to be changed and provide any details we might need to make the correction. Like with access requests, we might ask for some proof of identity to ensure this personal data stays secure.
We want to make this as easy as possible for you, so please don’t hesitate to get in touch if you have any questions about the information or data we hold relating to you.
