At Practice 2, we are committed to protecting your personal information while ensuring you can access your health records when you need them.
Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have the right to request access to personal information that we hold about you. This is known as a Subject Access Request (SAR).
A SAR can be made at any time and, in most cases, is provided free of charge. Requests may be submitted in writing, by email, or verbally.
Many patients can also view parts of their GP medical record online through the NHS App and other approved NHS digital services. For some patients, this may be the quickest and easiest way to access their health information.
You may request:
Please note that GP practices only hold records relating to care provided within primary care services. If you require records relating to hospital treatment, specialist clinics, community services, or other NHS providers, you will need to contact the organisation that provided your care directly.
Completed forms can be returned to the practice in person or sent by email.
Many patients are unsure whether they need a Subject Access Request or a medical letter. The table below explains the difference.
| Subject Access Request (SAR) | Medical Letter / Report |
|---|---|
| Provides copies of information already held within your medical record. | Requires a clinician to prepare a new document or professional opinion. |
| Usually provided free of charge. | May incur a fee. |
| Covered by data protection legislation. | Considered a private service. |
| Includes records, consultation notes, letters and results. | May include fitness letters, insurance reports or specialist summaries. |
| No clinical interpretation is required. | Clinical judgement, explanation or opinion is required. |
A SAR may be suitable if you want:
A Medical Report or Letter may be required if you need:
These requests are not covered under NHS contractual services and may attract a charge. Fees must usually be paid before work is undertaken.
For further information, please visit Private Services - Practice 2 Keir Hardie Health Park
To request access to your records:
Most requests are completed within one calendar month, although a longer timeframe may be required in exceptional circumstances permitted by law.
Please wait until you have been contacted before attending the surgery to collect records or requesting an update.
Before releasing confidential information, we must confirm the identity of the person making the request. This helps protect patients against unauthorised access to personal data.
If somebody is making a request on your behalf, we will require evidence that you have given them permission to do so.
Please provide two forms of identification, such as:
The documents provided should confirm:
If your name has changed, please also provide evidence of the name change.
One document must confirm your identity and a separate document must confirm your address.
Proof of address should usually be dated within the last three months.
Children have data protection rights and may be able to request access to their own records.
In general, young people aged 13 years and over will usually be considered capable of making their own request unless there is evidence to suggest otherwise.
Where a child does not have sufficient understanding to make the request independently, a parent or individual with parental responsibility may make a request on their behalf.
Each request is considered individually and the practice will always take into account:
There may be occasions where information cannot be disclosed to a parent if doing so would not be considered to be in the child's best interests.
Patients may authorise another person or organisation, such as a solicitor, to request records on their behalf.
Before releasing records to a third party, we must receive:
This helps ensure personal information remains secure and confidential.
In most circumstances, there is no charge for a Subject Access Request.
However, the practice may apply a reasonable administration charge where requests are repetitive or excessive in nature
If a fee applies, you will be informed before your request is processed.
Please note that charges for private medical reports, letters, certificates, and forms are separate from Subject Access Requests and are detailed on our Private Services page.
Most Subject Access Requests are completed within one calendar month of receiving all required information and identity documents.
Yes. You may request records from a specific date range, consultation, treatment episode, or type of document.
Many patients can access parts of their GP record, test results, medications, and other information using the NHS App without submitting a SAR.
Yes, provided they have your written authority or legal authority to act on your behalf.
Most SARs are free of charge. Fees may only apply in limited circumstances where requests are excessive or repeated.
No. Hospital and specialist records are usually held by the organisation that provided your treatment. You should contact that provider directly.
Requests for new letters, reports, forms, certificates, or medical opinions are considered private services and may incur a fee. Please speak to our reception team for further information.
Yes. We must verify your identity before releasing confidential information to ensure your personal data remains secure.
If you are unsure whether you require a Subject Access Request or a medical report, please contact our reception team who will be happy to guide you through the most appropriate process.
A detailed Practice 2 SAR Policy is available upon request.
For further information on your rights as a data subject, you can visit the Information Commissioner’s website.