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Access to Records

If you wish to see or have a copy of the information we hold about you, you can make a Subject Access Request or SAR. These requests can be made in writing, by email or by speaking to us. We provide Subject Access Application form which is available in reception or can be printed here (click for form). 

Note: Please be aware when emailing information to the Practice that we cannot guarantee the security of this information whilst in transit, and that by using this facility you are accepting the risk. If you choose to email us, we recommend that you do not include sensitive information with the body of the email.

Your request should specify you are making a request to access your own information, by clearly marking your request ‘subject access request’. Providing us with sufficient information will enable us to locate your required information in a timely manner. Please date your request and provide:

  • Your full name, including any aliases, if relevant;
  • Your up-to-date contact details, date of birth and NHS number if available;
  • A comprehensive list of what personal information you want to access, based on what you need;
  • Details, such as relevant dates/time periods, episodes of treatment, etc.

Where necessary, we may require acceptable proof of identification and address consisting of one item from List A and one from List B:

  • A - Birth certificate, marriage certificate, passport or driving license;
  • B - Bank/Building Society statements, recent utility bill, tax certificate, letter from Department of Work and Pensions.

All requests will be recorded and normally responded to within one month. If your request is complex or considered excessive, we may require extra time to consider your request which may take up to an additional two months. However, we will inform you if this is the case.

In most circumstances we will not charge to fulfil your request however, a reasonable fee may be charged for the administration of the request in certain instances, for example, if we think your request is manifestly unfounded or excessive or where further copies of information are requested.

The Practice is the data controller for the health records of Patients registered with us. Where an individual is not currently registered with a GP or is deceased, then these records are held by NHS Wales Shared Service Partnership (NWSSP). Please visit the NWSSP website for further information (click for link).