We need information about you to help us provide your healthcare and services. We also use your information for some healthcare related purposes like research and audit.
Information about you is used by authorised staff in the Trust. This is an important aspect of the care you receive and the information is kept in manual and electronic record systems.
We keep your information confidential and secure.
The Trust is required to use your information in accordance with the law and use it for healthcare or healthcare related purposes only. We will only share your information beyond these purposes with your consent or if we are required to by other law (Child Protection, for example).
The Trust has produced a leaflet called ‘Your Rights and Your Health Record’, which is available from your Care Team, or can be accessed via the link below. This leaflet gives a fuller explanation of how we use your information.
Download: Your rights and your health record (pdf)
Further information on the Trust Privacy Notice can be found by clicking here
You can apply for access to your records but this must be in writing. The application form is available from your Care Team or from the Health Records Department. More information on the process can be accessed here.
To obtain an application form from the Health Record Department, please contact us on 01865 325 660, email firstname.lastname@example.org or write to us at:
Oxford Health NHS Foundation Trust
Health Records Department
Littlemore Mental Health Centre
Oxford OX4 4XN
To access health records, please fill in the health records application form and send the form to the Health Records Department at the above address.
What is a/my health record?
Your health record contains information provided to us by you or other people involved in your care and treatment.
When you are first seen by the Trust, a record will be started and this will be added to by staff as your care or treatment continues. This information will be stored electronically. It is kept to ensure that you receive the best possible care, both now and in the future.
How does the Trust keep my information secure and confidential?
We take security and confidentiality very seriously. Staff are required to abide by strict codes of conduct and participate in regular training. Everyone in the NHS has a legal duty to keep information about you confidential. This means that we only share information with those who have a genuine need to know but may include people who provide care to you from organisations other than the NHS. They too have a legal duty to keep information confidential.
Can anybody else see my record?
Yes but the person applying must have written authorisation from you. If you become incapable of giving authorisation, the person appointed by a Court to manage your affairs can give it.
Are there charges to see my record?
There is no charge to look at your paper record if these have been added to within 40 days prior to the receipt of your written request. If your request were outside that period, a charge up to a maximum of £50 may be made.
If you wish to be given copies of your records, a charge up to a maximum of £50 may be made.
Please note that you will need to pay any charges before you can see your records.
How is my information used?
The main purpose is to provide you with the appropriate healthcare and treatment. People who may see the information include:
If you agree, your relatives, friends and carers will be kept up to date with the progress of your treatment.
Your information will also be used for other NHS purposes and if appropriate, passed on to other partner organisations so we can all work together for your benefit. The sharing of information is strictly controlled and wherever possible we will remove details that identify you.
Uses of your information will include:
There may be exceptional circumstances when staff have a duty to breach confidentiality, for example, where there is a child protection issue or a risk of death.
In some situations we have a legal duty to report information to the appropriate authorities, for example:
How can I see the information the Trust holds about me?
The Data Protection Act 1998 gives patients the right of access to their own records, held either on computer or on paper.
In exceptional cases, information from your medical record may be withheld:
National Data Opt Out
Oxford Health NHS Trust is one of many organisations working in the health and care system to improve care for patients and the public.
The information collected about you when you are using NHS services can be provided to other approved organisations, where there is a legal basis, to help with planning services, improving care provided, research into developing new treatments and preventing illness. All of these help to provide better health care for you, your family and future generations.
Anonymised confidential personal information about your health and care is only used in this way where allowed by law and would never be used for another purpose without your explicit consent.
You have a choice about whether you want your confidential patient information to be used in this way.
You can find out more about the wider use of confidential personal information and to register you choice by visiting:
Your choice can be submitted online, via email, letter or via telephone.
You can also read more about Oxford Health’s information sharing policies here: