Access to personal information
Subject access requests (living individuals)
The UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 gives individuals the right to access their own information, while at the same time protecting this personal information from inappropriate use or disclosure.
Please note that the UK GDPR and Data Protection Act 2018 does not cover deceased individuals. Access to deceased records falls under the scope of the Access to Health Records NI Order 1993.
How do I access my personal information?
If the Trust holds personal information about you, you can request access to your information. This is known as a Subject Access Request.
There are a number of ways that you can make this request.
- Download and complete a Subject Access Request Form and either email or post it to the Trust’s Information Governance Department.
If you wish to receive this form by post or email, please phone 028 2766 1293 or email SAR@northerntrust.hscni.net. - You can request information verbally by contacting the Information Governance Department or the service directly.
- Alternatively, we will providing access to an online form. Details will be published soon.
Who can request access to my personal information?
A third party can request access to your personal information, for example, a solicitor, provided they have your written, signed consent.
What happens when we receive your request?
On receipt of your request, we may need to contact you to clarify the information you have requested or obtain the necessary supporting documentation so where possible, please provide an email address or contact telephone number.
Subject access requests are currently free of charge.
Under the UK GDPR we have 30 days to provide the information you have requested. If the request is complex, we may have a further 60 days to respond if necessary, however we will advise you if this is the case.
If you are unhappy with any aspect of our response to your request, we would ask that you contact the Information Governance Department in the first instance.
You can also contact the Information Commissioners Office (ICO).
ICO Data Protection and Personal Information Complaints Tool
Information Commissioner’s Office
14 Cromac Place
Belfast
BT7 2JB
Email: ni@ico.org.uk
Access to health records (deceased individuals)
Requests for access to deceased individuals’ records are covered under the Access to Health (NI) Order 1993.
There are a number of ways that you can make this request.
- Download and complete the Access to a deceased patient’s healthcare records form and either email or post it to the Trust’s Information Governance Department.
If you wish to receive this form by post or email, please phone 028 2766 1293 or email SAR@northerntrust.hscni.net. - Write or email your request and relevant documentation to SAR@northerntrust.hscni.net.
- Alternatively, we will providing access to an online form. Details will be published soon.
Who can apply for a deceased individuals’ records?
Under this legislation, only the following people can apply for records of a deceased individual:
- Personal representative of the deceased (administrator or executor of deceased’s estate/will)
- Individual with a claim arising from the death of the individual, for example, a life insurance claim requiring supporting medical evidence
The role of Next of Kin to the deceased service user does not meet the criteria under the legislation.
Please note that the legislation only permits access to hospital records and does not include community or social care records.
What happens when we receive your request?
On receipt of your request, we may need to contact you to clarify the information you have requested or obtain the necessary supporting documentation. Please ensure you have provided either an email address or contact telephone number.
Access to Health Records requests are currently free of charge.
Under the Access to Health Order, we have 40 days to provide the information you have requested. However, if last point of contact with service was within the previous 40 days, the Order reduces the timeframe to 21 days for a response.
