Freedom of Information - accessing your data

Accessing your Personal records

If you wish to get a copy of your own records you can send your request in writing or complete the Subject Access Request Form also known as SARS request. 

Your request needs to contain the following:

• Your name at the time you were a patient, if it differs from your present name.
• Your date of birth.
• Your address at the time of treatment (current proof of address, dated in the last 3 months, in the form of a utility bill)
• Details of the information you are looking for (for example, requesting a copy of your xray results from 2023)
• Your present home address and telephone contact details.
• A photocopy of photo ID – either your passport or your driving licence. Please note that your ID must match the name on the records you are seeking, otherwise we may require you to provide us with further details.
• Any additional information which you feel is important to your request. 

You can send your request to us by email or by post

Allowing somebody else to access your records

• You may wish for somebody else to access your records, for example, your GP, legal representative or a family member.
• We will only give your records to someone else when we have your consent to do so.
• Requests should be made as stated above, but we must also receive a letter signed by you, stating that you give your consent to the release of the records.
• We will also need a copy of your passport or driving licence.
• We may contact you about the request to release your records

How long will the request take?

We will try to have your records ready for you in 30 days. We will send you an acknowledgement letter when we start to process your request with an indication of the timeframe. Please give us as much notice as possible.

How will I get the records?

Your records will be emailed/or posted to you at the email/address you have provided.

How much will it cost to get my records?

Generally, it is free of charge to obtain a copy of your medical records.  We may charge a reasonable fee when a request is excessive or repetitive.  We may also charge a reasonable fee for requests for further copies of the same information.

Freedom of Information (FOI)

What is Freedom of Information? 

The Freedom of Information Act 2014 gives you the right to access records held by the FOI body. 

If you have not been provided with the information you have requested, the FOI body must give you an explanation, and this must normally be made within 4 weeks (20 working days). There may be certain conditions when the deadline can be extended for a further 4 weeks.

What Record can I Request?

You can Request for any of the following.

• Personal Information
• All other Non-Personal records created after the effective date

Can I ask for a review or appeal a decision that has been made under the FOI Act 2014?

Yes. If you are not satisfied with the decision made by the FOI Body, you can seek an internal review of the decision which is a complete and new review of your request by someone more senior. The name of the internal reviewer will be provided on the Final Decision letter to you. If following this you are still not satisfied you can appeal this decision to the Office of the Information Commissioner.

Are there other ways of obtaining my own Personal Information if I did not wish to make a request under the FOI Act 2014?

Yes. Personal Information can also be obtained by making a Subject Access Request. See how to apply for your records HERE