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Requesting information

Making a request your personal information

If you wish to request your own personal information from the Trust, be it health records, personnel files or other types of information specifically about you, you will need to provide the Trust with a written request. Although you are entitled to hand your request to any member of our staff, it is less confusing and quicker if you send your request to the Data Protection Officer. The Data Protection Officer address is the following:

Information Governance Office
Camden and Islington NHS Foundation Trust
First  floor, East Wing,
St Pancras Hospital
4 St Pancras Way
London, NW1 0PE

The Trust provides a form for your use in requesting your personal health information which you can download here, but can also receive any written request for information so long as:

  • It provides the full name and contact address (including telephone numbers) of the person requesting the information, and if different from the requestor's, the full name and address to which the information is to be sent
  • Be legible and usable for locating the information requested
  • Indicate if you wish to have a copy and/or a viewing of your information
  • Be informative enough on it own that it can be used for subsequent reference
  • Have your signature on the request*

*The Trust may need to verify your identity and may request copies of official documents in addition to your signature. You may also provide a witness although it is recommended if you chose to do this that they be a registered profession (i.e.: Doctors, Dentists, Lawyers, etc...)

You can choose to have a viewing and/or copy of your record. Viewings are provided free of charge and will be provided at a Trust site. If you have a large amount of information to review it may not be possible for the Trust to show it all to you in one session. If this is the case the Trust can arrange several viewing sessions. If you require copies of your information, the Trust may have to apply a charge, of a maximum of £50.00. The charge is calculated on the volume and cost of creating the copies, transport fees and the age of the records. If the Trust applies a charge it will notify you in writing and expect payment prior to releasing the information.

The Trust is obliged to provide you access to your records within 40 calendar days, starting the day that we receive your request or, where applied, receipt of the money to provide the copies. Where your request cannot be met with 40 days the Trust will write to you with an explanation as to why the request cannot be met and an estimated date of when you can expect to receive your information.

Please note: If the Trust contacts you in regards to a cost being applied to your request the 40 days time limit will only begin at such time as the cost is paid.

When information is provided by the Trust it is usually solely the information that was requested. Where further information is required, for instance the people who have had access to the data or the source of the information, please specifically request this in your written request.

Please consider the size and the relevance of your request. Although the Trust is obligated to consider your request for information, the resources and time spent to provide access to records can also be used to provide patient care. Focussing your request on the most relevant information or time period will help the Trust

The Information Commissioner, an independent organisation appointed by the Queen, is responsible for regulating the provisioning of personal information under the Data Protection Act 1998.

If you have any questions regarding your rights of access to personal information you are free to contact the Information Commissioner, found at www.informationcommissioner.gov.uk or the Trust's Data Protection Officer or Caldicott Guardian.

Making a request for personal information as a 3rd party

If you are making a request to access someone else's information, or wish to access someone's information with them being present, the process is basically the same as above. Please provide a written request to the Trust.

In the case of access to information as a third party the Trust must make a judgement of whether the subject of the information has the capacity or ability to grant consent. A clinically certified member of staff will make judgements of capacity. If in the professional clinical opinion of our staff the person does not have capacity to provide consent, access will not be given at that time, although capacity may be re-considered at a later date. Judgements of capacity will be the sole responsibility of the Trust.

Where consent is not given or cannot be given, the Trust may still be able to provide information if:

  • The Trust believes or can be convinced it is in the best interest of the subject of the information, or is in the best interest of the public to release the information.
  • The Trust receives, in writing, notification of a statutory "gateway" for the information to be released. Such notification needs to include justification as to why the information can be released via the "gateway" and where the description of this gateway can be found in legislation.
  • The Trust receives a court order for the release of the information. In the interest of protecting the Trust and requestors, court orders will often be a preferred vehicle for disclosure.

For further information on release of patient information to 3rd parties please contact the Trust's Caldicott Guardian:

Caldicott Guardian -  Jeff Halperin
Camden and Islington NHS Foundation Trust
First floor, East Wing,
St Pancras Hospital
4 St Pancras Way
London, NW1 0PE

Requesting personal health information about the deceased

Information about the deceased can be requested using the Access to Health Records Act 1990. The Trust, in line with NHS directives, considers the deceased to have the same rights of confidentiality and privacy as the living. Except for the statements below, where the Access to Health Records Act does not provide guidance or frameworks the Trust will use the equivalent in the Data Protection Act or those provided in the NHS Records management code of practice..

In order to obtain personal information about a deceased person, one needs to provide a written request (as above, using the form provide here or any other written request) as well as provide proof of the "claim" requiring the health records.

Under the Access to Health Records Act 1990 only those who may have a claim requiring access to the health records will be granted access. The Trust will consider any legitimate and justified requirement an acceptable "claim" so long as proof is given that the health records are required. Legitimate and justified requirements are more likely to be acceptable if they are legally supported or originate from authoritative organisations (e.g.: Executor of an Estate, Coroner, law courts, Social Services). In the instances of court proceedings, this will generally require a court order to request the records.

If an individual provides the Trust with consent for 3rd parties to access their records prior to their death, the Trust will endeavour to ensure their wishes are carried out after their death. Equally if an individual had expressed a wish that their records are not accessed after their death, the Trust will endeavour to ensure their wishes are carried out. 

For further information regarding legitimate and justified requirements to access deceased health records, please contact the Trust's Data Protection Officer.

Requesting Employee Records

If you are requesting employment records from the Care Trust, please contact either your line manager or the Trust's Human Resources Department. Human Resources can be contacted by writing to:

Human Resources
Camden and Islington NHS Foundation Trust
2nd floor, West Wing
St. Pancras Hospital
4 St. Pancras Way
London NW1 0P



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