Request Access to Your Personal Data

Under UK data protection law, you have the right to ask whether IBCcare processes personal data about you and to request access to that information.

A request of this kind is known as a Subject Access Request, or SAR.

You do not have to use this online form to make a request. You may also contact us by email, telephone or post. However, completing the form below will help us identify the information you are requesting and respond more efficiently.

Parents or individuals with parental responsibility may submit requests on behalf of a child where permitted by applicable law.

What You Can Request

Depending on the circumstances, you may ask us to:

• confirm whether we process personal data about you;
• provide a copy of the personal data we hold;
• explain why we process your information;
• identify the categories of personal data concerned;
• explain who the information has been shared with;
• provide information about how long the data is retained;
• explain the source of the information where it was not obtained directly from you;
• provide details of any applicable international data transfers and safeguards.

Your right of access relates to your own personal data. It does not automatically entitle you to receive information about other people, legally privileged material or confidential information that is protected by law.

Before We Respond

To protect your confidentiality, we may need to verify your identity before releasing personal information.

We will only request information that is reasonable and proportionate. This may include photographic identification, proof of address or confirmation of information already held by IBCcare.

If someone is making a request on your behalf, we will also need evidence that they are authorised to act for you.

Please do not upload identification documents through the form unless specifically requested. We will contact you securely if identity verification is required.

Providing Clear Information

Please describe the information you would like to receive as clearly as possible.

For example, you may wish to identify:

• the relevant consultation or treatment period;
• the type of records or correspondence required;
• the approximate dates concerned;
• the clinic location;
• a particular service, appointment or communication.

If the request is unclear or very broad, we may contact you for clarification. Where clarification or identity verification is reasonably required, the response period may be paused until the requested information is received.

Response Time

We will respond without undue delay and normally within one calendar month.

Where a request is particularly complex or multiple requests have been made, we may extend this period by up to a further two months. If an extension is necessary, we will inform you within the initial one-month period and explain why additional time is required.

We are only required to conduct searches that are reasonable and proportionate in the circumstances.

Fees

There is normally no fee for making a Subject Access Request.

However, where a request is manifestly unfounded or excessive, particularly if it is repetitive, we may charge a reasonable administrative fee or refuse to act on the request. If this applies, we will explain our decision and your available rights.

Submit Your Request

Please complete the form below with as much relevant detail as possible.