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West London NHS Trust > Patients and carers > Your records

Your records

  1. What information does the trust hold?
  2. What information is collected
  3. Confidentiality
  4. Keeping your information up-to-date
  5. Request your records
  6. Accessing your children’s records
  7. Accessing records of a deceased relative
  8. More information

If you have used services at West London Mental Health NHS Trust, we will hold records about you and any treatment you have received.

You are entitled to be told if we hold information about you and if so to be given a copy of that information.
This is called the ‘right of subject access’. These rights are governed by the Data Protection Act 1998.

What information does the trust hold?

When you use services at West London Mental Health Trust, a health record will be set up to keep important information about your care.
Your health record contains the details of appointments, care and treatment received in any of our services.
Doctors, nurses, therapists and other health professionals use this information to make sure that you receive the best possible care.
Some health records are kept in folders (eg notes, letters and forms), others are kept on secure computer systems.
We also store non-health records as part of doing day to day business, such as staff records, security and other information relating to the running of the trust.

What information is collected?

Records may include one or more of the following information:

  • Basic details about you, such as your name, address and date of birth NHS number, National Insurance number and demographics
  • Contact we have had with you, e.g. clinic visits, therapy appointments
  • Notes and reports about assessments, treatment and care provided
  • Results of tests and investigations, training and next of kin details.
  • Letters relating to your care, e.g. letters to your GP or social services
  • Information from other professionals involved in your care or from relatives or other people who care for you

This list is not exhaustive.


Your information is kept confidential at all times and is only shared with people who need the information to support you effectively. All trust staff are bound by strict professional and contractual codes of confidentiality and by UK law.
If you have a question about your information you can discuss this with the person providing your care.

Keeping your personal information up-to-date

Always tell us when your information changes, such as your address, GP, telephone number, next of kin/emergency contact details or if you feel we should add something about you to your records.

Request your records

You are entitled to be told if we hold information about you and if so to be given a copy of that information.
This is called the ‘right of subject access’. These rights are governed by the Data Protection Act 1998.
In general, we will provide access to everything we hold about you, but certain exemptions may apply which mean we have to withhold information that may cause harm.

Access to health records application form

You will need to apply for your records in writing.
By email: 
By post:

Information Governance Manager
West London  NHS Trust
Trust Headquarters
1 Armstrong Way

Please give as much information as possible to help us respond to your request, including:

  • Your full name, address and contact telephone number
  • Proof of identity (see below)
  • Details of the specific information you require and any relevant dates, for example:
    – your medical records (between 2006 & 2009)

Proof of identity

You will need to send copies of documents to verify your identity before we can release any information.
We will need at least one of each type of document below:
Document type 1 (Proof of ID)

  • Driving licence
  • Birth or adoption certificate
  • Passport

Document type 2 (Proof of address)

These should be no more than three months old

  • Utility bill, e.g. gas/electricity/telephone bill
  • Official document, e.g. correspondence from bank/building society
  • Council tax statement

Accessing your children’s records

Information about children may be released to someone with parental responsibility. However, we will always consider the best interests of the child and whether they are mature enough to understand their rights. Exemptions may apply. Find out more.

Accessing records of a deceased relative

The Data Protection Act only applies to personal information about a living individual. You may be able to access information about deceased individuals through other legislation, such as the Access to Health Records Act.

More information

You can find out more about requesting personal information on the Information Commissioner’s website.