Admin: Subject Access Request (SARs)


Please complete the form below if you wish to access your health record as set out in the General Data Protection Regulations 2018. 

In Accordance with Article 12 of the GDPR 2016 - Copies of medical records will be made available to you within one month of your request (this period of compliance can be extended by a further two months where requests are determined to be ‘complex’ or ‘numerous’).

You will be expected to collect your records from Clarendon Lodge Medical Practice when they are ready – you will be informed by text or email.  

We will require you to bring a photographic form of identification for Reception to check when collecting your medical records.

A reasonable fee based on the organisations administration costs may be charged for SARs in the following instances:

  • where further copies are requested by the data subject
  • or the request is manifestly unfounded, or excessive 

Please do not write any clinical queries on this form. Any clinical queries or request for appointments via this form will be discarded. To make an appointment either book online via the NHS app/Patient access or by calling reception 01926 331401. We will start to process your form by the next working day but it will take up to 30 working days to complete. Please DO NOT call before 30 working days as you will not receive a status update from reception or the administrative team. If you are NOT a registered patient then your form will be discarded. This service is only for patients registered at the surgery aged 16 and over; and for parents or legal guardians of children. Forms must be completed in the UK due to GDPR regulations.

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Admin: Subject Access Request (SARs)
Medical Records Access Questionnaire
Link to document above

You may see that a test result is reported as ‘abnormal’ or information about you that concerns you.

For example, you may have seen a hospital doctor who will write to your GP. You may read information in their letter that you do not understand or you find upsetting.

You may have a test done that shows something ‘bad’ that you were not expecting. (e.g. an x-ray report which shows you have a ‘shadow’ on your lungs). You may be reading these results/letters when the surgery is closed, in the evening or at the weekend, before the GP has accessed them.

Privacy Protection

Information submitted through secure forms is used only for the purposes of processing your request. We may be in touch with you in relation to the information submitted.

Information submitted through all secure forms, with the exception of the Leamington Primary Care Network Coil insertion/replacement form and Implant insertion/replacement/removal form, is secured with a private key and is accessed over a secure connection by nominated staff. Information submitted through the Leamington Primary Care Network Coil insertion/replacement form and Implant insertion/replacement/removal form is sent to The Leamington Primary Care Network via secure email.

We have a strict confidentiality policy.

This information is not shared with any third party organisations.

This information is retained for up to 365 days.

Learn more about our Privacy Policy and Terms of Use. Should you have any concerns about sending your personal details using the web, please use one of the alternative methods offered by our organisation.