Subject Access Request / SAR
While you are in hospital, you may ask to look at your health records.
Your notes will be prepared for you, and a qualified member of staff will talk you through the content.
Your right to see some information may be limited - for example, if it includes details about other people.
If you are requesting information on behalf of another healthcare provider, please contact the department who have been treating that patient. Please do not encourage the patient to submit an SAR themselves in this situation.
The Trust complies with the NHS records management code of practice and routinely destroys records that it is no longer required to hold. If you request data outside of the retention period, the most likely response will be that the data are not held.
If you are not a current patient
If you are not a current patient and require copies of data that the Trust holds, please follow the guidance below.
Your own medical records
For copies of your own medical records, please complete the form at the link below:
Request your own personal information from Oxford University Hospitals
The Trust will handle your request under GDPR and DUAA as a Subject Access Request.
Please give date ranges and details of which department you were seen by. The Trust will aim to respond to requests for specific parts of a record within one month.
Requests for 'all records' will require searching seven physical records libraries and over 20 electronic patient record systems, and are likely to be classed as 'complex', allowing the Trust to take up to three months to respond.
Acting on behalf of someone else
If you are acting on behalf of someone else, please complete the form at the link below:
Request someone else's personal information from Oxford University Hospitals
The Trust will handle your request under GDPR as a Subject Access Request.
Please give date ranges and details of which department you were seen by. The Trust will aim to respond to requests for specific parts of a record within one month.
Requests for 'all records' will require searching seven physical records libraries across four hospital sites, and over 20 electronic patient record systems, and are likely to be classed as 'complex', allowing the Trust to take up to three months to respond.
If you work for the police
If you work for the police, please email a completed and authorised Third Party Request form (or equivalent) to the address below.
Email: OUHFTpolicerequests@ouh.nhs.uk
Requesting the records of someone who has died
If you are requesting the records of someone who has died, please complete the form at the link below:
Request the personal information of someone who has died from Oxford University Hospitals
If you are the Personal Representative of the deceased, you must provide evidence such as a copy of the Grant of Probate or Letters of Administration.
The Trust will handle your request under the Access to Health Records Act 1990. Access can only be granted to information necessary to manage the estate, and depending on the recorded wishes of the deceased we may not be able to comply.
If you are not the Personal Representative of the deceased then your rights are limited and you may be asked to demonstrate that your request is necessary to make a claim against the estate of the deceased.
X-rays / other imaging
If you are requesting your X-rays or other imaging, please complete the forms at the links below and send them to the address at the bottom of the forms.
Patient Imaging Request (Requesting your own Radiology Studies) (pdf, 634 KB)
Patient Imaging Request (Requesting someone else's Radiology Studies) (pdf, 286 KB)
Occupational Health records
If you are requesting a copy of your Occupational Health record, please contact Occupational Health.
Email: OccupationalHealthJR@ouh.nhs.uk
CCTV footage
If you are requesting copies of CCTV footage, please complete the form at the link below:
Request CCTV footage from Oxford University Hospitals
Emails or files that contain your personal data / your HR record
If you are requesting copies of emails or files that contain your personal data, or to receive a copy of your HR record, complete the form here:
Request copies of emails or files that contain your personal data / your HR record from OUH
The Trust will handle your request under GDPR as a Subject Access Request.
Please give date ranges and details of which email inboxes or filing systems you wish us to search within.
The Trust will aim to respond to requests for specific parts of a record within one month.
Requests for 'all records' will require searching the entirety of the Trust's email and electronic filing systems, and are likely to be classed as 'complex', allowing the Trust to take up to three months to respond.
Non-personal data
To request non-personal data held by the Trust, please make a Freedom of Information Act request.
How to make a request - Oxford University Hospitals
Further information rights
- You have the right to know how we will use your personal information.
- You have the right to object to us making use of your information other than for your care.
- You can ask us to change or restrict the way we use your information and we have to agree if possible.
- You have the right to ask for the information we hold about you to be corrected or erased if it is incorrect.
If you object to how we are using your information, or wish us to restrict, erase or correct it, please contact our Information Governance team:
Email: information.governance@ouh.nhs.uk
Our default approach is to provide disclosure by secure email.
If you are unable to receive information this way, please let us know at the point of making the request so we can consider alternative arrangements.
