Personal Information

Our duty to you

Everyone working for the Western Health and Social Care Trust has a legal duty to keep information about you confidential, as does anyone who receives information about you from the Trust. We will process your personal information in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

Why we need information about you

We ask you for information about you so that we can give you proper care and treatment and plan services for you. We keep this information in your notes and on our systems because it may be needed if we see you again.

Other reasons for which your information may be needed include:

  • Helping to review the care given to you to ensure it is of the highest standard. This is done through internal audits of our standards or external inspections of our services
  • Training and educating staff
  • Looking after the health and social welfare of the general public
  • Investigating complaints or legal claims.
  • Preparing statistics on the Trust’s activity and performance

To find out more about how we protect and use your information please see the Trust Privacy Notice

Read the Western Trust Privacy Notice.

Getting access to your personal information

If you want to see the information we hold about you or ask about how we use it, you can speak to the person in charge of your care or you can request a copy of your information.

There will be many occasions when staff involved in your care or treatment can appropriately share your personal information with you. However if you wish to request a copy of your own Health and Social Care records or to apply on behalf of another living individual, you can do so by making a ‘subject access request’. To make it easier for you to provide all the details we might need to help locate the information you want, we would ask that you complete our standard application form which is available to print here: Access to Patient or Client Records – Application Form (July20). You can also ask us to send you a blank Application Form by telephoning 028 8283 5440.

Before completing the Application Form we would recommend that you also read the following guidance notes: Access to Patient or Client Records – Guidance Notes (July20)

(This Form can be used in limited circumstances to request access to restricted information about a deceased person).

When sending us your completed application, please ensure you also provide any relevant additional documents as indicated on the Form (i.e. proof of identification, written consent, and/or other legal documentation). These documents are necessary to validate your request.

In most cases, access to personal information is provided free of charge; however the Trust reserves the right to charge a fee or to refuse to respond to a request that is manifestly unreasonable or excessive. For this reason please ensure your request for information is as concise and focused as possible.

Please remember to sign and date the Application Form and provide a return postal address. If necessary, we will contact you to clarify what information you require.

Data Protection legislation allows 90 days for providing a response to complex requests. As requests for medical and social work records require review by clinical/social care professional staff, the majority of requests will be deemed to be complex and will take up to 90 days to respond to. Requests that are not deemed to be complex will be responded to within 30 days (e.g. a request for a single report or attendance record). If you require information by a particular date or for a particular reason, you are asked to allow time for your request to be processed.

Please contact us if you have any queries about this process or about completing the Application Form, using the contact details on the form.