Your patient record

a worker scans medical records ready for filing

Why and how we store information about you

To make sure we can give you the best care, we collect personal information about you, your health and the treatments you have received.

In short:

  • We will ask you for relevant information to assist in supporting your treatment, we will confirm consent and will discuss your options with you
  • We have a legal duty to hold your information securely and prevent it from being lost or used for dishonest purposes.
  • You have the right to confidentiality and the right to access your medical records.
  • We will not disclose your personal information without your consent (or your next of kin in an emergency, or chosen contact), unless we have to by law.

Access to Health Records (Subject Access Request)

The Data Protection Act 1998 gives individuals or their authorised representative the right to apply to see their health records.

If you wish to access your health record held at any of the Trust’s health centres, clinics or other sites, please complete the Access to health records form [pdf] 285KB and return it by email or post to the address below.

If you are seeking copies of your child’s health records, you will also need to supply proof of your child’s identity and your parental responsibility.

The Access to Health Records Act 1990 allows us to share health records about a deceased person with a patient’s personal representative or any person who may have a claim arising out of that patient’s death. A personal representative is the executor or administrator of the deceased person’s estate.

If you are requesting information about someone who has died you will need to supply a copy of their death certificate and proof that you are the executor or a beneficiary within the last will and testament.

You can request health records by emailing

or writing to:  

Access to Health Records Team
Health Records Department
1st Floor Blue Zone, Queen’s Hospital

Your rights

You have the right to confidentiality under the Data Protection Act 1998, the Human Rights Act 1998 and the common law duty of confidence.

You may also ask for a copy of all records about you, and have errors in your details corrected.

What we store

As well as holding basic information such as your:

  • name, preferred name and maiden name
  • address, telephone numbers and contact details
  • date and place of birth
  • sex
  • next of kin
  • GP
  • responsible guardian if needed (for children or power of attorney)

We also hold more detailed information such as:

  • conditions and diagnoses
  • treatment, care and medications
  • results of scans, tests and examinations
  • hospital staff you have been in contact with and their
  • if you have a learning disability
  • school details
  • if you smoke
  • ethnicity and religion
  • country of origin and immigration status

Why we store it

We store information about you so we can provide you with the best care across our services.

We, and other NHS organisations, or researchers may also use your anonymised, non-identifiable data to:

  • plan healthcare services locally and nationally
  • help us understand the care we provide and its quality, effectiveness and safety

How we store it

We store your records in paper form and digitally in our computer systems.

We have regular training to ensure we handle your records properly within our IT and physical records systems.

Generally, only members of staff who are involved in your care are able to see your information, which may include our medical teams (doctors, nurses and allied health professionals) and clinical administrators.