Patient Records Access Request


Subject Access Request - For Adult's and Children's Records

The UK GDPR and the Data Protection Act 2018 (both referred to here as the Data Protection legislation) give individuals (data subjects) certain rights regarding information held about them (personal data). One of these is the "right of access". This commonly referred to as a Subject Access Request or "SAR". A third party can also make a SAR on behalf of another person.

Access to Health Records Request - For Deceased Patients Records

The Access to Health Records Act 1990 (AHRA) provided a small cohort of people with a statutory right to apply for access to information contained within a deceased person's health records. These individuals are defined under section 3(1)(f) of the Act as the patient's personal representative and any person who may have a claim arising out of the patient's death. A personal representative is the executor or administrator of the deceased person's estate.

How to make a request

This Online portal may be used if to make a Subject Access Request or Access to Health Records Request to Hampshire Hospitals NHS Foundation Trust (HHFT) for access to our patient records.

Please find a user guide here on how to use the portal.

HHFT is Andover War Memorial Hospital, Basingstoke and North Hampshire Hospital, and The Royal Hampshire County Hospital, Winchester.


There is no fee for processing a subject access request unless it is manifestly unfounded or excessive, or a request for additional copies of data already disclosed to the requester. There is also no fee for Processing an Access to Health Records request for a deceased patient's health records.


Individuals making a request will be required to provide documentation proving their identity. Eg. A copy of either their passport or photographic driving licence. (photo ID);

If you are requesting records on behalf of the data subject your will need to provide evidence that they have consented to the request or that you are entitled to act on their behalf or in the case of a request for a deceased patients records individuals will need to provide evidence they are the patients personal representative, or evidence that they have an established claim arising from the patients death.


We will usually be able to respond to you within one calendar month of receiving your request.  We may extend the time to two months if the request is complex.

Health Records Retention

Hampshire Hospitals NHS Foundation Trust retains patients records according to the Trusts Health Records policy. It is rare for records to be retained indefinitely. Most record types are retained as long as the patient has been seen by us within the last twelve years. Some record types are retained for other lengths of time such as Maternity Records which are retained for at least twenty five years.


Please view our Frequently Asked Questions here.

Get Started Online

We will aim to acknowledge receipt of your request within two working days. We may ask you to clarify the request where its terms are not clear to us or where we need additional information in order to search for the requested information.