Accessing Information / Subject Access Requests (SAR)

In order to be an open and transparent organisation, the Trust is committed to making the maximum amount of information publically available at minimum inconvenience and cost.

We aim to make information available via our website and send out information electronically by email or secure data transfer.

Where necessary and upon request, we will also provide information in alternative formats, such as hard copy, if asked to do so.

From time to time, individuals may request access to information held by the organisation and, depending on the nature of the information being sought, requests will be considered under different legislation and one of four different access regimes:

• Requests from an individual (or their authorised representative) about their own personal data and information about them will be handled and dealt with in accordance with the Data Protection legislation – UK Data Protection Act 2018 (UK DPA 2018) and the UK General Data Protection Regulation (UK GDPR). More information available here

• Requests from a relevant authorised representative (the executor or person with a claim arising from the death) about a deceased patient's care record will be handled and dealt with in accordance with the Access to Health Records Act 1990. More information available here 

• Requests for environmental information will be handled and dealt with in accordance with the Environmental Information Regulations 2004 (EIR). More information available here

• All other requests for information will be handled and dealt with in accordance with the Freedom of Information Act 2000 (FOI). More information available here

For independent advice and guidance about the Data Protection legislation, Environmental Information Regulations and the Freedom of Information Act, you can contact the Information Commissioner's Office or visit their website.

Click here for more detailed information on the process.

These requests are handled within the Trust by specific Subject Access Request (SAR) leads within each division. Please contact the relevant divisional SAR lead directly for advice and guidance.

Please note that several of our generic email accounts have recently been consolidated and merged together. If you are experiencing any difficulties emailing these accounts or replying to emails from the previous email accounts, please delete the email address from your auto complete box in Outlook and try reselecting the new email address from the global address book.  

All Subject Access Requests (SAR) and access requests must be logged on Datix RFI.

It is imperative that the type and requested by fields are correctly identified and recorded on Datix RFI since requests may have different legal deadlines dependent on which legislation they are being requested under. The following categories must be used on Datix RFI: