LSMC is the retail trading name of Leicester Sports Medicine Clinic. This SAR explains how you can collect your personal information and medical records held by LSMC. 

Purpose

This policy explains how you can request access to your medical records in accordance with the UK GDPR and Data Protection Act 2018.

How to Make a Request

• Requests must be made in writing (by email).
• Please include your:
  • full name,
  • date of birth,
  • address (current AND the address you had during your most recent treatment episode),
  • a description of the records you are requesting.

Proof of Identity

To protect confidentiality, we require proof of identity before releasing any records:

• One form of official photo ID (e.g. passport, driving licence)
• AND
• One proof of address (utility bill, bank statement, or official letter dated within the last 3 months).

If you are acting on behalf of someone else (e.g. parent, solicitor), you must also provide written authority and your own ID.

Method of Delivery

• LSMC will provide records electronically by secure email in PDF format.
• The file will be encrypted and the password provided separately.
• If you do not have access to email or require a paper copy, please state this in your request. Paper copies will only be provided in exceptional circumstances.

Timescales

• LSMC will respond within one month of receiving your request AND proof of ID.
• If requests are complex or numerous, this period may be extended by up to two further months (you will be notified if this applies).

What You Will Receive

• You will receive a copy of your medical records held by LSMC.
• Some information may be withheld or redacted if:
  • It identifies another individual who has not consented,
  • It could cause serious harm to your health, as assessed by a healthcare professional, or
  • It contains confidential staff or third-party information.
• You will be informed if any data is withheld and the reason why

Cost

• Requests are free of charge.
• A reasonable fee may only be charged if requests are manifestly unfounded, excessive, or repeat copies are requested.

Record Storage

• Your records are stored securely with a specialist medical records archive and remain under the control of LSMC.
• These records are only accessible to fulfil your GDPR rights.

Contact Details

To make a request, please email: info@sportsmedicine.co.uk