Access to your records

Under the 1998 Data Protection Act, anyone who has received social care services provided by Southampton City Council is entitled to apply to see their records.

How to apply

You can either speak to your social care professional or fill in the Access to records application form that is inside the leaflet Your Records. For a copy of the leaflet, or for further information, contact the Customer care and complaints team. You can write or call in person to any social care office. Alternatively, you can print off the online Access to Records form to complete and send to the above address (link on the right-hand side of the page).

Customer care and complaints team
Floor 8, Marlands House
Southampton
SO14 7PQ

Telephone: 023 8083 3154
Fax: 023 8083 3815
e-mail: adults.services.complaints@southampton.gov.uk

If you are under 18 and you want to see your records, you should talk to your social worker about it or email childrens.services.complaints@southampton.gov.uk

Personal documents you will need

We must have proof of your identity, such as a copy of your passport or driving licence, with your address and signature on. We will also need to see a recent bill, such as a council tax bill, showing your name and current address.

How much it will cost?

If you are currently receiving a service from us you will not have to pay to access your records. If you are not currently receiving a service there is a non-refundable charge of £10.

How to pay

You can pay by cheque or Postal Order made payable to Southampton City Council.

How long does it take?

As long as there are no unusual circumstances, you will be able to see your records within 40 days.

What your records contain

Personal details:

• Your name, date of birth, address, the names of brothers, sisters and children.
• The name of your doctor.
• The name and contact details of your next of kin.

• Your ethnic background.

Services provided:

• Details of any help that you have had from us.

• Details of any other organisation that you have had help from (such as Meals on wheels).

The information in people’s files will vary, but other information could include:

• Details of assessments and your situation.
• Details of correspondence, such as letters, emails and telephone calls.
• Financial details (if you have to pay for any services that you receive from us).

• Relevant information about you and your situation, provided by other people.