How to request your information

You have the right to ask for a copy of the personal information we hold about you. This may include your health records, letters, emails, or other information that can identify you.

This is sometimes called a Subject Access Request (SAR).

What is a Subject Access Request (SAR)?

A Subject Access Request (SAR) is a formal request for access to personal information held about you by Surrey and Borders Partnership NHS Foundation Trust (SABP). 

How to make a request

You can ask for your information in different ways:

  • In writing (for example by email or letter)
  • Verbally (by speaking to someone)
  • Through a third party (for example a solicitor)

You do not need to use any special wording. If you ask for your personal information, this counts as a Subject Access Request (SAR). 

What happens after you make a request

Our Records Management Team will handle your request. They will:

  1. Log your request
  2. Check your identity
  3. Confirm what information you want (the “scope” of your request)
  4. Find your information (paper and digital records)
  5. Remove or withhold information where needed (see below)
  6. Send the information to you 

When you will get a response

We aim to respond within one month of receiving your request. 

When we may not be able to share everything

Sometimes we may need to remove or withhold parts of the information, for example:

  • Other people’s information (third-party data): we cannot share this without their consent
  • Legal exemptions: for example, information linked to ongoing legal cases or crime prevention
  • Serious harm: if sharing information could cause harm to you or someone else 

Contact the Records Management Team

Email: Records.Team@sabp.nhs.uk