Access to Records Policy


This policy outlines the process for patients to access their medical records at Brixton Hill Group Practice.  We are committed to providing timely access to health records in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.


The purpose of this policy is to ensure that patients understand their rights regarding access to their personal health information and the process for requesting such access.

Subject Access Requests (SAR)

A request by a patient, or a third party authorised by the patient, for access under GDPR and the Data Protection Act 2018 is called a Subject Access Request (SAR). Patients do not need to provide a reason for requesting access to their records.

How to Access Your Medical Records

Patients can request access to their medical records by:

  • Completing a Practice Subject Access Request Form, available at our reception.
  • Writing to us directly at Brixton Hill Group Practice, 22 Raleigh Gardens,
    Brixton Hill, London, SW2 1AE or via email at [email protected]
  • Upon receiving your request, the Practice will contact you to arrange a time for you to come in and collect or read your records.

Verification of Identity

To ensure the confidentiality and security of patient information, we will require proof of identity before processing any request. Acceptable forms of identification include:

  • Passport
  • Driver’s License
  • Birth Certificate
  • Utility Bill (for address verification)


The Practice has up to 28 days to respond to your request. If additional information is needed before copies can be supplied, the 28-day time limit will begin as soon as the additional information has been received.

The 28-day time limit can be extended by two months for complex or numerous requests. You will be informed within 28 days if an extension is necessary and provided with an explanation.


Access to records is generally free of charge. However, a reasonable fee may be charged for:

  • Excessive, unfounded, or repetitive requests.
  • Additional copies of previously provided information.

Format of Records

When making a request, you should specify:

  • Whether you want a copy of your healthcare records or just to see them.
  • If you want all or part of your records.
  • The format you would like your records to be provided in (paper or electronic).

Third-Party Requests

If you authorise a third party, such as a solicitor, to access your records, we will require written consent from you. The third party must also provide proof of their identity.

Access by Children and Young People

  • Competent Young People: Competent young people (generally those over 12 years old) can access their own records and may authorise others to do so.
  • Children under 16: Must demonstrate sufficient understanding of the request.
  • Children over 16: are presumed competent.
  • Parental Access: Requires the child’s consent if the child is deemed competent.

Access by Next of Kin

The term “next of kin” has no formal legal status in terms of accessing medical records. Next of kin cannot give or withhold consent to the sharing of information on a patient’s behalf.

Deceased Records

Access to the records of deceased patients is allowed if you are their personal representative, administrator, or executor. Proof of identity and relationship may be required. Records are typically retained for ten years after death before being destroyed.

Power of Attorney

If you hold a valid Power of Attorney for health and welfare, you can access the health records of the person you represent. The document must be registered with the Office of the Public Guardian.

Information that Cannot be Disclosed

There are certain exemptions under GDPR and the Data Protection Act 2018. If we are unable to disclose information to you, we will inform you and discuss the reasons.


If you are not satisfied with our response to your request, you may contact:

  • The Information Commissioner’s Office (ICO) at:

Wycliffe House

Water Lane Wilmslow

Cheshire, SK9 5AF

Telephone: 01625 545745

Review of Policy

This policy will be reviewed annually or in response to any significant changes in legislation or guidance.

Contact Information

For any queries or further information, please contact: Brixton Hill Group Practice, 22 Raleigh Gardens, Brixton Hill, London, SW2 1AE or email at Lamccg.brixtonhill@nhs