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Wye Valley NHS Trust

Subject Access Requests (SAR) – How to make a request

What is a Subject Access Request?

Under the UK General Data Protection Regulations (GDPR) and the Data Protection Act 2018, you have the right to make a request to obtain copies of your medical records or other information we, the Wye Valley NHS Trust, hold about you. These requests are free, the Trust will only make a charge in certain circumstances.

Please find more information about your individual rights here:

Who can request this information?

  • The named individual.
  • The personal representative of an individual (such as someone holding Power of Attorney).
  • The parent / legal guardian of a child.

When requesting information on behalf of another person, if the individual has capacity we may need to still obtain their consent to process the request.

How can I make a Subject Access Request?

You will need to provide us with copies of two forms of identification (we do not need to see the originals) so please get these ready before you start your request. Below is a list of examples of these documents however, is not exhaustive of all options so if you are unsure on this, please do not hesitate to contact us.

One document confirming your name

  • Full driving license
  • Passport
  • Birth certificate
  • Marriage or civil partnership certificate
  • NHS identity badge

One document confirming your address

  • Utility bill
  • Bank statement
  • Credit card statement
  • Benefit book
  • Pension book

Examples of documents that confirm you are allowed to act on behalf of the person you are making the request for

  • Health and welfare lasting power of attorney;
  • Court of protection order appointing you as a personal deputy for the personal welfare of the subject;
  • Full birth certificate of the child;
  • Full certificate of adoption;
  • Parental responsibility order;
  • Signed declaration from the subject.

There are a few ways you can request this information from us, so please choose the method that is easiest for you:

  • Fill in the webform below and attach your identification documents when prompted.
  • Print off the Subject Access Request form linked here and either send it back to us in the post or scan it over to us via e-mail. Please see the addresses at the bottom of this page.
  • Send us an e-mail with your two identification documents attached with details of your request in the body of the e-mail.
  • If you are unable to use any of these methods, please give us a call.


Subject Access Request Webform

The Wye Valley NHS Trust holds data about individuals, primarily within the hospital health records. The UK General Data Protection Regulations and the Data Protection Act 2018 gives the public the right to view or receive copies of the information that an organisation holds about them.

You can use this form to ask to see a copy of personal data that we hold about you. You can also use this form to ask to see the records on behalf of someone else, as long as you are legally allowed to act on their behalf. This includes:

  • Making a request for a child that you hold parental responsibility for.
  • Making a request for someone that you have power of attorney for.

Please note that if the person has capacity we may still need to gain their consent for processing the request.

You should fill in all fields that apply to you.

Are you making a request for yourself, or on behalf of someone else?

How long will it take for me to receive this information?

We usually have one month from when we receive your request and confirm your proof of identification, though if the request is complex we can extend the time further. If you are urgently needing the requested information, please do not hesitate to contact us to discuss further as we may be able to process this more quickly depending on workloads.

Radiology Imaging and X-Rays

If you are requesting information that includes Radiology imaging or X-Rays please be aware that we will have to send these out to you on a CD to the address you have provided, due to the software required to display the images.

Records of deceased people

If you are requesting information about a deceased person, we need to process your request under the Access to Health Records Act (1990).

Under the terms of the Act, you need to be either:

  • A personal representative (the executor or administrator of the deceased person's estate)
  • Someone who has a claim resulting from the death

Please use the Access to Health Records Form and either send it back to us in the post or scan it over to us via e-mail. Please see the addresses at the bottom of this page.

Mental Health Medical Records

Please note, the majority of Herefordshire’s mental health records are held under the Herefordshire and Worcestershire Health and Care NHS Trust, this includes the Stonebow Unit near the County Hospital. If you would like to access these records, please follow the link below to their website:

GP Medical Records

If you are wanting to access records recorded by your GP surgery, you will need to contact them directly for this information.

Contact details

Subject Access and Data Protection Act Administrator
Wye Valley NHS Trust
Monkmoor Court
31-34 Commercial Road
Hereford HR1 2BG
Tel: 01432 262064/262065

© Wye valley NHS Trust 2024