Guidance on subject access requests for mental health records
A step-by-step guide for requesters
If you wish to access your mental health records, you can make a subject access request (SAR) under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This guide outlines the stages involved in making a SAR, including identity verification and the redaction process.
1. Preparing your request
Before submitting a SAR, identify the mental health provider or organisation holding your records (e.g. NHS trust, private clinic, GP surgery). Gather relevant information such as your full name, date of birth, address, and any reference or patient numbers.
2. Submitting the SAR
Write a formal request (email, letter, or online form) stating you are seeking access to your mental health records under the UK GDPR.
Include your personal details and specify the records you wish to access. You may request all records or limit the request to specific dates or types of documents.
Depending on the area of the Service you have been treated by, send your request to:
Salford Services (Including Talking Therapies)
Email: sar.salford@gmmh.nhs.uk
Telephone: 0161 358 2420
Trafford Service (Including Talking Therapies)
Email: sar.trafford@gmmh.nhs.uk
Telephone: 0161 358 1423
Manchester North and Central
Email: sar.mcr.n.c@gmmh.nhs.uk
Telephone: 0161 358 2594
Manchester South
Email: sar.mcrsouth@gmmh.nhs.uk
Telephone: 0161 358 1640
Talking Therapies Manchester
Email: sar.mcriapt@gmmh.nhs.uk
Telephone: 0161 358 2595
Talking Therapies Wigan
Email: sarwigan.iapt@gmmh.nhs.uk
Telephone: 01942 631 822
Bolton, Wigan and Specialist Service Network (AFS)
Email: dsarhub@gmmh.nhs.uk
Telephone: 0161 358 2474
3. Identity verification
Two forms of identification are needed, one for the name and one for the address. The link below details acceptable documents for proof of identity.
Read the proof of identity checklist guidance on the GOV.UK website
4. Acknowledgement and processing
Once your request and ID are received, the organisation will acknowledge your SAR. By law, they must respond within one month. If your request is complex or involves a large volume of records, they may extend this period by up to two months but will inform you of this extension.
Reviewing and redaction
Mental health records often contain sensitive information about you and third parties (e.g. family members, friends). The organisation will review the records and redact information that:
- identifies or relates to third parties (unless consent is provided or it is reasonable to disclose)
- could cause harm to your health or wellbeing (e.g. clinical opinions on risk)
- is exempt under data protection law (e.g. legal privilege, safeguarding concerns)
Redacted sections will be marked or omitted, and the organisation may explain the reasons for any withheld information.
6. Receiving your records
Your records will usually be provided electronically via secure link or as paper copies. You can request a preferred format, but the organisation must comply if it is reasonable and possible.
7. Reviewing and raising concerns
Upon receipt, review your records carefully. If you believe information is missing, incorrectly redacted, or inaccurate, you may:
- contact the organisation for clarification or to request corrections
- complain to the Information Commissioner’s Office (ICO) if dissatisfied with the response or handling of your SAR
As a service user, relative or carer using our services, sometimes you may need to turn to someone for help, advice, and support.
Find resources for carers and service users Contact the Trust