If you have spent time in care - whether all your life or just part of it - you might want to know more about your past and what is written in your records.
There are lots of valid and personal reasons for this, such as:
- Wanting to understand why you were taken into care or stayed in care
- Trying to make sense of what happened during that time
- Remembering things more clearly or checking if your memories match what really happened
- Looking back at important moments
- Finding out why certain decisions were made
- Trying to reconnect with your family or carers
- Learning more about your health or education history
Whatever your reason, it's completely okay to want answers. But it's also important to know that digging into your past can sometimes bring up strong feelings - especially if the support around you isn't quite right. That's why when someone who's been in care asks for this information, it should always be handled with care and respect, and we should always offer a plan of support to help you manage any strong feelings which come up for you.
Everyone has the right to ask for their own records
These are your records, and they belong to you - unless there's a specific reason (called an exemption) that stops some parts from being shared.
If you're around 12 or older and can understand what you're asking for, you can usually make a request yourself. That kind of request is called a Subject Access Request (SAR), and it just means you're asking to see the information the council has about you.
You don't have to do it all on your own
If you have a social worker, personal adviser, or someone else in your support network, they can help you write or say what you want to ask for and explain how it all works.
To help things go smoothly, it's best if you say clearly:
- What information you want to see
- What time in your life you're asking about (for example, "when I first went into care")
Here's an example: "I'd like to see my care records from when I first entered care in 1997."
You (or someone supporting you) should send your request to InformationGovernance@herefordshire.gov.uk
If someone from the council already knows you, they'll need to confirm it's really you making the request. But if you haven't met them before, they won't be able to do this step - so someone might need to help with that part.
For more information see the request information about yourself page.
Why life story work matters
When you're in care, it can sometimes feel confusing or hard to understand why certain things are happening. That's where life story work comes in. It's about helping you learn more about your own story- what's happening in your life, why certain decisions are being made, and how you've gotten to where you are.
It's also really important that your thoughts, feelings, and wishes are heard when big decisions are being made about your life. When you're involved in those conversations, it can help you feel more in control and help everything make more sense as you grow up.
Asking for your information
If you decide to ask for your records (a Subject Access Request or SAR), it's a good idea to first think about what you already remember. Some parts might be fuzzy or upsetting, and that's totally normal. Talking it through with someone you trust can help figure out the best way to prepare and support you.
If you're still in care, this should be part of your Pathway Plan, and life story work should be started as soon as possible to help you understand your past.
Taking care when reading your records
Some of the information in your records might be very personal or emotional. Reading it can bring back hard memories or feelings, even if you thought you were fine. That's why it's very important that the people around you take care when helping you access it - and support you through it with patience and understanding.
What to expect
Not everyone is in the right place to see their information when they first request it. Speak to your personal adviser about this first, and they can explain the process. It may be that your personal adviser can talk to you about the information you need without needing to get the records.
If you want to make a SAR, have a think about exactly what it is you want to see. A lot of young people we work with want to see the information that is recorded around the time they went into care. So, you could ask for the information within a specified time period.
The Information Governance (IG) team will contact your personal adviser to discuss the request – this is to confirm your ID but also to discuss what support will be in place for you when you get this information. This is important. Reading information from your files can be very emotional and distressing and we want to make sure you have the right support through this process.
When the IG team are preparing your request, they have to redact (black out) any information about other people (for example your parents or siblings) as this information is confidential to those people. So, be prepared for this - it can look very bitty, here is an example of what it could look like:
SAR form - original example
SAR form - redacted (blacked out)
This is why is sometimes better to just talk to your personal adviser about what information you want, and they can support you to help answer questions you may have about your history.
The sort of information you can expect to receive includes the following:
- Social care assessments
- Records of social worker visits
- Meeting notes
- Daily record sheets
- Chronologies (timeline of events)
- Case notes
Other information, such as court documents, will be withheld from disclosure under a SAR because exemptions apply under the data protection legislation to that sort of information.
The Information Governance (IG) team have one month to provide a response, but this can be extended for a further two months (three months in total) if the request is very complex or lengthy. It is often the case with care leaver SARs.
You'll get an acknowledgement which will give you the due date for a response. With that acknowledgement we will also attach some frequently asked questions which will explain more about the process and what you can expect.
When your information is ready, the IG team will contact you or your personal adviser. They will send a cover letter explaining why some information may have been withheld, and some handouts to help understand the documents and jargon used.
Your personal adviser will then arrange to meet with you to go through the information. This is really important as they will be able to help answer questions about the information and the process.
Your personal adviser can also make sure you have access to the emotional support you need as this is often a very emotional, and sometimes traumatic process, for some young people. Please do make use of the support we can offer you.