Shaz Medics Limited (“Shaz Medics”) is committed to ensuring that individuals are able to exercise
their rights of access to personal information in accordance with UK General Data Protection Regulation
(UK GDPR) and the Data Protection Act 2018.
This policy outlines how Subject Access Requests (SARs) are managed for:
Private GP services
Medico-legal and independent medical expert services
Occupational health services
Website and digital healthcare systems
This policy applies to all staff, clinicians, contractors, and third-party service providers who process
personal information on behalf of Shaz Medics.
The policy applies to all personal information held in:
Electronic systems
Medical records
Medico-legal records
Emails and communications
Paper records
Digital and cloud-based systems
Under UK GDPR, individuals have the right to request access to personal information held about them.
Individuals may request:
Confirmation that personal information is being processed
Access to copies of their personal information
Information about how their data is used
Information regarding recipients or categories of recipients
Information regarding retention periods
Information regarding data sharing and processing activities
Subject Access Requests should preferably be submitted in writing by email or post.
Requests should include:
Full name
Contact details
Sufficient information to identify the records requested
Proof of identity where required
Data Protection Officer
Shaz Medics Limited
76 Hervey Road
London
SE3 8BU
Email: admin@shazmedics.com
Shaz Medics may request proof of identity before releasing personal information to ensure information
is disclosed only to authorised individuals.
Acceptable identification may include:
Passport
Driving licence
Utility bill
Official correspondence
Shaz Medics will normally respond to Subject Access Requests within one calendar month from receipt of:
The request
Any necessary identity verification
Where requests are complex or numerous, the response period may be extended by up to two additional
months where permitted by law.
Subject Access Requests are generally processed free of charge.
However, a reasonable administrative fee may be charged where requests are:
Manifestly unfounded
Excessive
Repetitive
Shaz Medics may also refuse requests where permitted under applicable legislation.
Certain healthcare and medico-legal information may be subject to legal or professional exemptions.
Information may be withheld where disclosure:
Could cause serious harm to the physical or mental health of an individual
Could prejudice legal proceedings
Contains third-party confidential information
Is subject to legal privilege
Is otherwise exempt under applicable legislation
Independent medical experts may act as independent Data Controllers in relation to medico-legal opinions and reports.
Personal information disclosed in response to a Subject Access Request will be provided securely.
Shaz Medics may provide information:
Electronically
By secure email
By secure portal
By post where appropriate
Appropriate security and confidentiality measures will be maintained throughout the process.
Shaz Medics may use Trikon Digital Ltd as a technology and software services provider for secure case management, communications, cloud hosting, and digital healthcare systems.
Trikon Digital Ltd acts as a Data Processor on behalf of Triam Health and processes information only under contractual instructions and applicable data protection legislation.
If an individual is dissatisfied with the handling of a Subject Access Request, they may contact:
Data Protection Officer
Shaz Medics Limited
76 Hervey Road
London
SE3 8BU
Email: admin@shazmedics.com
Individuals also have the right to complain to the Information Commissioner’s Office (ICO):
https://ico.org.uk
Shaz Medics Limited is registered with the Information Commissioner’s Office (ICO).
ICO Registration Reference: ZC271733
Dr Syed Nawaz Ali may also process personal information in his professional capacity as an independent
clinician and medical expert.
ICO Registration Reference: ZB652831
Policy Owner: Shaz Medics Limited
Approved By: Director
Version: 1.0
Date Issued: 01 October 2026
Review Date: 30 septerber 2026