Client: "I want to see my notes." Therapists - Here is what to do next
Resource - SARS Process and Policy Template
Have you settled into the groove of the 2018 data protection guidelines GDPR? There might be a temptation to sit back and relax, feeling confident you’ve ticked all the boxes, but there is actually still plenty to be vigilant on, to ensure we’re up to speed on managing our ongoing obligations under GDPR. If you want to be really comprehensive, Sophie created this pack. Here are the details.
What Happens When one of Your Clients ask for their Notes?
This is called a Subject Access Request (SAR) but what is it?
When a client (or their solicitor) asks to see the information you hold about them, this is known as a Subject Access Request (SAR). Under UK GDPR, clients have the right to ask you to provide:
The personal data you hold about them
Why are you storing or processing it
Who it is shared with (if anyone)
How long will it be stored
Information about their rights (e.g. correction or erasure)
As therapists, most of this information is already included in your privacy policy and therapy agreement; however, a SAR is the formal way a client can verify that their rights are being respected.
✦ What’s Changed in 2025
The Data Use and Access Act (DUAA) 2025 has clarified some key points around SARs:
One month still applies, but you can extend it by up to two months for complex requests.
The clock starts later, only once you have what you need (e.g. proof of ID, clarification, or a fee in the case of unfounded/excessive requests).
Searches must be “reasonable and proportionate”, you don’t need to turn your practice upside down, just be able to show you’ve made a fair effort.
These updates provide therapists with more clarity and protection, but also require you to be clear on your process so that nothing slips through the cracks.
💡 Paid subscribers can now access:
A step-by-step SAR handling process tailored for private practice
A ready-to-use SAR policy template
Guidance on refusing or extending requests under the new rules
How to handle police and court orders safely
Practical examples and template wording you can copy-paste