Subject access requests for employees and ex-employees

Under Data Protection Regulations, employees and ex-employees have the right to gain access to personal information held about them by their employer or ex-employer. This applies to both manual and electronic information and includes the employees’ personal file, and any separate sickness records, disciplinary records, performance review notes, or emails etc.

To make a subject access request, please download and complete the DSAR 2 - application form and return it to: cddft.workforcecompliance@nhs.net.

Alternatively, you can make a request in writing to: Compliance Business Partner, Workforce and Organisation Development, First Floor, Bishop Auckland Hospital, Cockton Hill Road, Bishop Auckland, DL14 6AD.

Staff health and wellbeing data requests

The majority of requests to our staff health and wellbeing department receive are from current or ex-employees requesting 'proof of vaccination status'. Staff, either within or outside of the organisation, usually request this type of information when they are starting a new job. 

When someone requests a copy of their occupational health records we need the following information in order to process the request:

  • First name and surname (including any previous names if you were employed when you used that name)
  • Date of birth
  • Current home address (including any previous addresses if you have moved house since working for the Trust)
  • Signature
  • How you would like to receive the information e.g. collection in person, electronically by email, or by post

Collection in person from the department is recommended. 

If the information is emailed to a non NHS.net email account, the documentation will be password protected. If the information is sent out in the post, it will be mailed as recorded delivery.

You can make a request to our staff health and wellbeing department by:

Email requests must include signed documentation (e.g. signed, scanned and then emailed). 

We aim to process requests for information within 21 days of receipt, however if the request is from an ex-employee whose medical records may have been archived, this can take up to one calendar month. 

If we have any issues supplying the requested information, a member of the health and wellbeing department will contact you. 

To apply for your immunisation record, please download and complete the SARS Request for Immunisation Records Form.