Letter to Request Child Medical Records and Health Information - Word & PDF Template Form Pro · UK-law
✓ Valid in United Kingdom · drafted to comply with local law
Create your Letter to Request Child Medical Records and Health Information - Word & PDF Template Form for use in United Kingdom. Answer a few plain-English questions and the document fills in automatically as you go — then download it in Word and PDF, ready to sign or share. This version has been professionally rewritten to comply with local law.
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The Data Protection Officer / Records Manager
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Dear Sir or Madam,
Subject Access Request (Patient Medical Records) made on behalf of a child — ________
I write to make a subject access request in respect of the personal data, and in particular the health records, of the child named below, who is registered as a patient with ________. This request is made by me as a person holding parental responsibility for the child.
1. Legal basis of this request
1.1 This request is made pursuant to Article 15 of the UK General Data Protection Regulation (Regulation (EU) 2016/679 as it forms part of the law of England and Wales by virtue of the European Union (Withdrawal) Act 2018) (the “UK GDPR”) and sections 45 and 94 and Schedule 2 of the Data Protection Act 2018 (the “DPA 2018”).
1.2 The right of access exercised here is that of the child as data subject. I exercise this right on the child’s behalf in my capacity as a person with parental responsibility, in accordance with sections 2 and 3 of the Children Act 1989.
2. Information requested
2.1 I request a copy of all personal data and the full medical and health records held by you, in any format, in respect of the child named below, including (without limitation) GP and consultation records, clinical notes, correspondence, test and laboratory results, imaging, referrals, prescriptions and immunisation records.
2.2 In accordance with Article 15(1) of the UK GDPR, I also request the supplementary information specified therein, including the purposes of processing, the categories of personal data concerned, the recipients or categories of recipient to whom the data have been or will be disclosed, the envisaged retention period, and the source of the data where not collected from the data subject.
2.3 My preferred method of receiving the information is: ________. Where any information is supplied in electronic form, I should be grateful if it could be provided in a commonly used and accessible format.
3. Data subject (child) details
Full name
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Date of birth
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NHS number
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Home address
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Proof of identity (enclosed)
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4. Requester details
Full name
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Date of birth
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Address
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Relationship to the data subject
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Proof of requester identity (enclosed)
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5. Authority to act on behalf of the child
5.1 I hold parental responsibility for ________ within the meaning of sections 2 and 3 of the Children Act 1989. The basis on which I hold parental responsibility is: ________.
5.2 By way of evidence of my authority and of my entitlement to make this request on the child’s behalf, I enclose the following:
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6. Consent and capacity of the child
6.1 I confirm that the child is of an age and level of understanding at which, in my assessment, the child does not have sufficient maturity or capacity to understand the nature of this request or to make it on their own behalf. I therefore make this request on the child’s behalf as a person with parental responsibility.
7. Time for compliance
7.1 Pursuant to Article 12(3) of the UK GDPR, I should be grateful if you would respond without undue delay and in any event within one month of receipt of this request together with any verification of identity reasonably required.
7.2 Where the request is complex or where I have made a number of requests, I acknowledge that you may extend the period of compliance by up to a further two months, in which case I ask that you notify me of the extension and the reasons for it within one month of receipt of this request.
8. Fees
8.1 I understand that, under Article 12(5) of the UK GDPR, no fee is generally payable in respect of this request.
8.2 If you consider that this request is manifestly unfounded or excessive, or if I request further copies of information already provided, and you intend to charge a reasonable fee based on administrative costs (or to refuse to act), please notify me of the proposed fee and the basis for it, or the reasons for refusal, before processing the request so that I may decide whether to proceed.
9. Verification of identity and further information
10. Complaints
10.1 If you are unable to comply fully with this request, please confirm in writing the reasons and the statutory basis for any information withheld. I reserve the right to complain to the Information Commissioner’s Office and to seek a remedy through the courts under sections 165 to 167 of the DPA 2018.
I look forward to receiving your acknowledgement and substantive response in due course.
Yours faithfully,
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Fields you complete are inserted into the document live. This template is general guidance only — not legal advice.