Medical Records

Individuals have a right to access their personal data, commonly referred to as a subject access request. The Medical Records Department co-ordinates requests for access to healthcare records providing advice and guidance, verifying requests and providing copies in accordance with the data protection legislation.

Your medical records

We ask you for information about you so that you can receive proper care and treatment. We keep this information, together with details of your care, because it may be needed if we see you again, and allows continuity of care.

Our guiding principle is that we hold your records in strict confidence.

How can I access my healthcare records?

The Data Protection Act 2018 allows you to find out what information is held about you on computer and in manual records. This is known as a Subject Access Request (SAR).

If you would like a copy of your healthcare records you can submit a request in writing or by email to the details below:

Healthcare Records Manager

Royal Surrey NHS Foundation Trust

Egerton Road





You may wish to use the application form below that provides further guidance on the application process. The use of this application form is not mandatory.

Application for Access to Health Records

Is there a fee for providing access to copies of health records?

Information will normally be provided free of charge.

A reasonable fee for administrative costs may be charged if a request is manifestly unfounded or excessive, for example if it is repetitive.

How long will it take to receive copies of my health record?

A copy of the notes will be sent within one calendar month of receiving the request. We will notify you if there are any difficulties in meeting this deadline.