How to make a request for my personal information?

Data Protection legislation gives individuals the right to know, subject to certain exemptions, what information is held about them, what it is used for and a copy of their information. 

Applications for personal information should be made to the following departments:

 

Health Records

If you require access to your health record, you should apply in writing to:

  • Via email - Access.HealthRecords.HDD@wales.nhs.uk
  • Via post - Access to Health Records, Hywel Dda University Health Board, Amman Valley Hospital, Glanamman, Ammanford, Carmarthenshire, SA18 2BQ

 

GP Health Records

If you require access to your GP health record and are currently registered with a GP, you should apply in writing directly to your Doctor.

If you are not currently registered with a GP in the UK, for example; if you are overseas, in the armed forces or currently imprisoned, your GP health record will be stored by the Business Service Centre. You should apply in writing to: The Registrar, NHS Wales Shared Services Partnership, Mid & West Region - Oldway Centre, 36 Orchard Street, Swansea SA1 5AQ.

When a patient dies their GP health record is stored by the Business Service Centre. If you require access to the GP health record of a deceased patient, you should apply in writing to:

The Registrar, NHS Wales Shared Services Partnership, Mid & West Region - Oldway Centre, 36 Orchard Street, Swansea SA1 5AQ

 

Personal Records (Non-medical Records)

If you require access to personal information that is not contained within your health record, you should apply in writing to:

  • Via email - Information.Governance.HDD@wales.nhs.uk
  • Via post - Information Governance, Hywel Dda University Health Board, IT Suite, Withybush General Hospital, Fishguard Road, Haverfordwest, SA61 2PZ

 

When making a request

Provide your contact details - please provide your correspondence address, and your telephone number or email address should you need to be contacted to discuss your request further.

Provide proof of your identity – please provide proof of your identity when you make your written request, for example, a passport, driving licence, or birth certificate together with relevant information which can confirm your address, for example a utility bill.

Be specific – please help us identify the exact information you require, for example, do you require information regarding your health record or your NHS staff record? Also, if possible, please provide any reference numbers that can be used, such as your patient number of staff number, and any specific periods of time or treatments that relate to your request.

Provide proof of relationship – if the information is regarding another person, please provide proof of relationship and any necessary consent. You will also need to state why you require the information if the person is deceased.

If your request is purely for a copy of your health record/personal information, no fee will be charged, however, if the request is asking for a report to be written or an interpretation of information within the record then an appropriate fee may be charged. 

For more information, please email the Access to Health Records team at Access.HealthRecords.HDD@wales.nhs.uk

 

Further Information

Further details regarding the processing of, or accessing, your personal data are available from Information Governance Team.  

Telephone: 01970 63 54 42
Email: Information.Governance.HDD@wales.nhs.uk

Further details on helping people understand how organisations use their data can be found on the ICO website.

Share: