Access To Your Information

Access To Your Information

We ask for, and keep information about you, so that you can receive proper care and treatment when you need it, for as long as you need it.

What information do we keep about you?

The information we hold may include:

  • Basic details, such as your name, address and next of kin,
  • Contacts we have had with you, such as clinic visits
  • Notes and reports about your health and treatment or care needed
  • Details about your treatement and care
  • Results of laboratory tests and X-rays
  • Information from other healthcare professionals, relatives or those who care for you

Anonymised information may also be used to help us:

  • Obtain Payment for the care we provide
  • Make sure our services meet patient needs in the future
  • Review the care we provide to ensure it is of the highest standard
  • Teach and train healthcare professionals
  • Prepare statistics on our performance

Who can see your information?

Organisations that we often share information with:

  • Social Care
  • NHS Hospitals & Clinics
  • General Practitioners
  • Ambulance Services
  • Voluntary Sector Organisations
  • Community Health Providers
  • Also, Subject to Strict Protocols : Education Services, Local Authority Services, Private Sector Providers, Commissioners of Our Services

Your information will only be accessed by those who have a legitimate need to know and who are involved in your direct care.

How can you access your health records?

The Data Protection Act 1998 allows you to find out what information we hold about you and this includes your health records. If you want to access your health records, you should make a written request to:

Subject Access Request Quality and Safety Team, 900 The Crescent, Colchester Business Park, Colchester, Essex CO4 9YQ

We will then send you full details on how to proceed. Under most circumstances, you are entitled to receive a copy of your records. However, you should be aware that in some cases your right to see some details in your records may be limited in your own interest or for other reasons which will be explained to you. Please note that a charge will usually be made.

The application to access your records can be made by you, a person authorised by you in writing, or a person appointed by court to manage your affairs if the court has decided that you are not able to do so yourself.

Alternatively you can download a copy of the application and consent form here.

Important notes

Applications must be made in writing. A signed consent form must be sent with the application, along with appropriate identification.It is the responsibility of the applicant to provide enough information to enable Provide to identify his/her records. Solicitors and third parties must provide evidence to show they are authorised to act on the patient’s behalf.

Time Period

Once we have received your application and consent form, we will respond within 40 days to provide the information you have requested. Very occasionally it may not be possible to comply within this time frame, but you will be informed if this is the case. In order to avoid a delay, please specify the nature of the information you require on the application form..

Sending the information

You can choose to have the information requested sent to you by recorded delivery, you can collect the records personally or you can choose to come in to view the records with an appropriate health professional. Please choose which method you would like on the application form.

Requests made on behalf of Children and Young People

Those with parental responsibility have a statutory right to apply for access to their children's health records although if the child is capable of giving consent, he or she must consent to the access. We may require sight of a child's birth certificate or a certified copy in order to establish parental responsibility.

Limited Access

Current legislation allows for limited access in certain cases, such as:

  • If a clinician believes that the patient or another person would be harmed by the access, the request may be refused in part or whole.
  • Third person involvement - where a third party has divulged information in confidence to a clinician concerning the patient, and the information was given on the basis that it would not be shared with the patient, these parts of the record will not be released.
  • The patient has requested that information is not disclosed to any third party.


Charges to provide copies of patient records (requested under the Data Protection Act 1998). With effect from 1st August 2011, the following charges will apply. Please note that the maximum we are allowed to charge is £50. We have found it necessary to charge the maximum charge in many cases to better reflect our costs in locating and copying the records required. These charges, however, still only reflect a contribution towards our costs. You will be advised of the cost of providing the information you require once you have submitted your request. Please make cheques payable to 'Provide'.

  • Records held electronically on computer: £10
  • Records held manually (ie: paper records) and do not exceed 20 pages: £25
  • Records held both manually and electronically and do not exceed 20 pages: £25
  • Records held manually and exceed 20 pages: £50
  • Records held both manually and electronically and exceed 20 pages: £50

If you wish to come in to view the records rather than have a copy sent to you, there will be no charge so long as the records that you are requesting have been added to in the past 40 days. Otherwise there will be a £10 charge.


If you are dissatisfied with the way we have dealt with your subject access request, please write to:

Provide Customer Service Team, 900 The Crescent, Colchester Business Park, Colchester, Essex CO4 9YQ.

If you are still not happy with the outcome of our review you can contact the Information Commissioners Office at:
Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Tel: 0303 123 1113

Further information

For further information about the type of information we hold about you, how we use this and how you can access it, please download a copy of our 'Your Information, Your Rights' leaflet below.

All of our staff and those who work with us to provide your care, have a duty to treat information about you confidentially, hold it safely and share it only when necessary in accordance with the 1998 Data Protection Act and the Caldicott Principles.

We have a legal duty to keep information about you confidential.

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