Subject Access Request Portal
Summary
Right of Access - also known as a Subject Access Request(SAR). You have the fundamental right to obtain a copy of your personal data in any accessible format, as well as other supplementary information about how your data is processed. You can do this by using this secure SAR platform.
How do we identify you when you make a request? We ask for identity documentation which helps us to verify your identity. The quicker we receive your identity documentation the sooner we can start to process your request for your information.
What if I cannot provide identity documentation easily? You can still request your information through this portal. Please complete the relevant form adding your personal information in the boxes provided. We can contact you, by email, to consider alternative ways to verify your identity.
What if I am a child/young person? You have the same rights as an adult when it comes to making requests for your personal data, however we need to be satisfied that you have the correct level of understanding and responsibility to receive your sensitive health records. Form 1 (request your own personal data) is the form you will need to complete to request your personal data.
We do need to make sure we know who you are and may need to make identity checks in a different way. If you can add as much detail as you can onto the form, this will help us to locate your patient record. We will then contact you, by email, and we can check your details and any additional information we may need. We can also answer any questions you may have.
We will always make sure you are fully informed about what your personal data includes to help with your request. We may need to ask the clinician involved in your care to support with reviewing your request. You can raise any questions with us by emailing health_records@psychiatry-uk.com or you can add a note to your portal account and we will contact you as soon as we can.
How long does it take to receive a copy of my personal data? It takes up to one calendar month from the date of your request for you to receive a copy of your personal data.
If however we find your request to be complex in nature we can apply an extension of up to 2 further months, but we will always contact you in advance to let you know and keep you informed of when you can expect to receive your personal data.
How much does it cost to receive a copy of my personal data? There is no fee to make a subject access request, although we can charge a reasonable administration fee if extra copies are required.
How to make a request
How do I make a subject access request using this portal? Create a login by using your email address and creating a password.
Please find a link to the SAR Portal User Guide here: User Guide
Once your account has been created, you can use one of the forms listed below to request a copy of your personal data:
1. Request for your own personal data.
2. Request for the personal data on behalf of a child/young person.
3. Third party request for patient personal data by an individual (i.e. friend or relative).
4. Third party request by an agent/organisation for patient personal data with consent (i.e solicitor).
5. Third party request for patient personal data under statutory obligation (i.e. where the information is required by law) .
6. Request by a Health Provider for ongoing and direct care.
7. Request for access to the personal information of the deceased by personal representative. (i.e., Executor of the deceased estate, copy of Grant of Probate or Letters of Administration)
8. Request under a legal right for the personal information of the deceased (i.e. Coroner).
9. Request for Staff Data
Get Started Online
1. Go to the Sign-up button.
2. Add your email address and create your password.
3. An email will be sent to you from "Psychiatry-UK SAR Portal No Reply" . This is your activation email.
4. If you cannot see your activation email, please check your junk/spam folder.
5. You can then log in and compete the relevant form to raise your request for your personal data.
6. You can use the SAR portal anytime you wish to make a request for your personal data.
If you have any questions or concerns, or need any help using this portal, please email the Health Records Team, at health_records@psychiatry-uk.com
Please find the link to our Data Protection Privacy Notice here
which provides detailed information on how we use your data.
With many thanks,
The Health Records Team