Lakes Dental may receive requests to disclose information, documents or records held by the practice.
Requests for personal information are made under UK data protection legislation (UK GDPR and Data Protection Act 2018). Requests for information relating to NHS services provided by the practice may be made under Freedom of Information legislation where applicable.
All requests for information should be referred to:
Mrs Bhavika Patel
Lakes Dental
St John’s Surgery, Lake Road
Windermere, Cumbria LA23 2EQ
Email: info@morgandental.co.uk
Telephone: 015394 43378
This policy outlines who may request information, how requests must be made, and how Lakes Dental manages such requests.
Requests for Personal Information (Subject Access Requests)
Personal information is any information that identifies an individual, either directly or indirectly.
Under data protection legislation, individuals have the right to request access to their personal information.
Those eligible to request access include:
-
A person aged 16 years or older.
-
A parent or legal guardian of a child under 16, where the request relates to the child’s health and welfare.
-
A child under 16 who has sufficient understanding of the information requested. (Children aged 11 and under are generally considered too young to fully understand the implications.)
-
A third party (such as a solicitor) who provides valid written consent from the individual concerned. We may verify consent by checking signatures or contacting the patient directly.
Requests Concerning Deceased Patients
Where a request relates to a deceased person, access may be granted to:
-
The executor or administrator of the deceased person’s estate.
-
A person with a legal claim arising from the individual’s death (for example, next of kin), where the information requested is relevant to that claim.
If the requested information includes details about third parties, it will only be disclosed where consent has been obtained or where the third party is a healthcare professional involved in the patient’s care.
Making a Request
Requests must:
-
Be made in writing (email or letter).
-
Clearly describe the information required, including relevant dates where possible.
-
Include sufficient identification details (such as name, address and date of birth).
We may request proof of identity before processing a request.
We will respond within one month of receiving the request and confirming identity.
Providing the Information
Information will usually be provided electronically using secure methods unless a paper copy is specifically requested.
Alternatively, individuals may arrange to view records at the practice under supervision.
Where necessary, we will provide explanations to help interpret clinical records.
Unfounded or Excessive Requests
Where a request is clearly unfounded or excessive (for example, repetitive requests), we may:
-
Charge a reasonable administrative fee; or
-
Refuse to respond.
If we refuse a request, we will provide written reasons and inform the individual of their right to complain to the Information Commissioner’s Office (ICO) or seek a judicial remedy.
Requests for Information About the Practice (Freedom of Information)
Freedom of Information legislation allows members of the public to request information about NHS services provided by the practice.
Details of information available are outlined in the practice publication scheme and information leaflet.
Freedom of Information requests cannot include:
-
Clinical records
-
Personal data
-
Private financial records
Making a Freedom of Information Request
he request must:
-
Be made in writing.
-
Clearly describe the information requested, including relevant dates where possible.
The person making the request does not need to give a reason.
We will respond within 20 working days of receiving the request (or from receipt of any applicable fee or identity confirmation).
If additional clarification is required or legal advice is being sought regarding exemptions, we may extend the response period and will inform the requester accordingly.
Providing Information Under FOI
If the information is held by Lakes Dental, it will be provided:
-
In writing;
-
By allowing access at the premises; or
-
In an appropriate electronic format.
If we do not hold the requested information, we will inform the requester within the required time limit.
Exemptions
We are not required to respond to:
-
Vexatious requests intended to cause inconvenience, harassment or expense.
-
Repeated requests for the same or similar information (unless the information changes regularly).
Advice should be sought from Mrs Bhavika Patel in these circumstances.
Complaints
If an individual is dissatisfied with how their request has been handled, they may raise the matter with the practice in the first instance.
If concerns remain, they may contact:
Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk
Policy Review
Date Updated: February 2026
Review Date: February 2027