Rights of Access to Personal Data

Individuals have the right, under the General Data Protection Regulations (GDPR) to make a request in writing for a copy of any information an organisation holds about them. This information may be held on computer or in a manual paper system, video, digital image, photograph, x-rays, email, text message or by any other new or existing medium or media. This is called a subject access request (SAR).

Anyone making such a requested is entitled to be given a description of the information held, what it is used for, who might use it, who it may be passed on to, and where the information was gathered from.

Personal Data held by a Clinical Commissioning Group

Personal data is information that relates to an individual who can be identified either directly or indirectly and includes any expression of opinion about the individual and any indication of the intentions of the information holder or any other person in respect of the individual.

The Clinical Commissioning Group (CCG) is a commissioning organisation and does not hold individual medical records except with consent as part of processes such as Continuing Care, Individual Funding Requests, and Complaints, or where there is a specific legal basis for doing so.

The CCG does hold personal data relating to employees and contractors.

If you want to access medical records relating to a stay in hospital or from your GP, you will need to contact them directly.

• Useful Contacts:

Sheffield Children's Hospital NHS Foundation Trust - scn-tr.schsars@nhs.net 

Sheffield Teaching Hospital NHS Foundation Trust - sht-tr.sars@nhs.net

Sheffield Health and Social Care NHS Foundation Trust - sct-ctr.accesstorecords@nhs.net

Making a SAR to the CCG

Requests for information can be made verbally or in writing. Contact details for written requests below:

Post - Information Governance Lead, NHS Sheffield CCG, 722 Prince of Wales Road, Darnall, Sheffield S9 4EU

Email - sheffieldccg.subjectaccess@nhs.net

The CCG has provided a form for applicants to use which ensures all the relevant information is collected and recorded to assist the applicant and the CCG. But there is no requirement in law to use a specific form. Click here to see our Access to Records Policy.

Proof of identity will be required for access requests.

Requests should be dealt with within a maximum of one calendar month (28 days in practice).