Your Right to Your Dental Records: How to Request Them and What It Costs
You have a legal right to copies of your dental records, X-rays included, and most practices can't charge for them. Here's what to ask for, how long they have, and what to do if they refuse.
You have a legal right to your records, whoever paid for the treatment
You have a legal right to a copy of your dental records, and in most cases the practice can't charge you for it. Ask in writing, and the practice usually has one calendar month to send everything it holds about you, X-rays included.
The rest of this guide covers how to get your dental records in the UK in practice: what to ask for, the rules on timing since they changed in February 2026, and what to do when a practice drags its feet.
The right comes from UK data protection law, not from NHS rules. It's called the right of access, and a request made under it is a subject access request. The Information Commissioner's Office explains it in plain terms.
It applies the same way to an NHS practice, a private practice and a mixed one. It also covers cosmetic and aesthetics clinics, because they hold personal and health information about you too.
Dentists have a professional duty on top of the law. The General Dental Council's Standards for the Dental Team say dental professionals must make sure patients can access their records. They also say you don't own the records. The practice keeps the originals, and you get copies.
What your dental records should include
People often ask for "my notes" and get two sheets of paper. Your record is much more than that. If you want the lot, say so.
| What to ask for | Why it's useful |
|---|---|
| Clinical notes from every appointment | Shows what was examined, found, discussed and done, and by whom |
| X-rays and other radiographs | The evidence behind most diagnoses, and a new dentist may not need to repeat them |
| Charting, including gum (periodontal) charts | Tracks changes in your teeth and gums over time |
| Medical history forms | Shows what the practice knew about your health when it treated you |
| Photos and digital scans | Common for orthodontic and cosmetic work, and useful for a second opinion |
| Treatment plans and estimates | Shows what was proposed and what you agreed to |
| Consent forms | Records what risks and options were explained to you |
| Letters, referrals and emails | Includes referrals to specialists and any complaint correspondence |
You can ask for everything, or narrow it to a date range or one course of treatment. A narrow request is often quicker. A full request is safer if you're thinking about a complaint and don't yet know what matters.
How to get your dental records in the UK: what to send
You don't need a special form, a solicitor or a reason. A request can be made by email, letter or even verbally, but writing it down gives you a dated record, which helps if things go slowly.
Send it to the practice manager, or to the data protection contact named in the practice's privacy notice if there is one. Keep it short:
I am making a subject access request under UK data protection law for copies of all personal data you hold about me. This includes my clinical notes, X-rays, charts, photos and scans, medical history forms, treatment plans, consent forms and correspondence, from [first visit or date] to today. Please send the copies electronically to this email address.
Include your full name, date of birth, address and any former names, so they can find your file. The practice can ask for proof of identity if it's genuinely unsure who you are, and the clock doesn't start until you've provided it. A recent appointment letter or your registered email address is often enough.
If you want your X-rays as digital image files rather than printouts, ask for that specifically. A printout is far less use to another dentist than the original image file.
What it costs: usually nothing
A subject access request is free in most cases. The practice can only charge a reasonable fee to cover its admin costs if a request is "manifestly unfounded or excessive", or if you ask for further copies of something it has already sent you.
That bar is high. Asking for your full dental history once is not excessive, even if the file is large. If a practice quotes you a flat fee for a first, ordinary request, ask it which part of the law it's relying on. The old standard charges for copying health records ended when the GDPR rules took effect in 2018, and some practices haven't caught up.
How long the practice has to reply, and the 2026 change
The practice must respond within one month. Under section 76 of the Data (Use and Access) Act 2025, in force since 5 February 2026, that month runs from the latest of three things: the day it receives your request, the day it receives any identity proof it asked for, or the day a permitted fee is paid.
There are two ways the month can stretch:
- Clarification. If the practice reasonably needs more information to find what you're asking for, it can ask you. The clock pauses until you answer. Reply quickly and keep your answer specific.
- Extension. For complex requests, the practice can take up to two more months. It has to tell you within the first month and give its reasons.
A single patient's dental file is rarely complex. If a practice says it needs three months to send ten years of notes from one computer system, it's fair to push back.
What the practice can hold back
You won't always get every page. A practice can withhold some information, but it should tell you that it has.
The common reasons are information about other people, such as a family member mentioned in your notes, and, rarely, health information where a clinician judges that releasing it would be likely to cause serious harm to your physical or mental health. That second exception is narrow, and it almost never applies to routine dental notes.
The practice can't refuse because you've complained, because you're leaving, or because you owe it money. Your right of access doesn't depend on any of those.
When you'll want your records most
Switching dentists. A new practice can work from your existing X-rays and history instead of starting from scratch. Our guide to finding a good dentist covers what to check before you move.
Making a complaint. If something has gone wrong, request your records before or alongside your complaint. They show what was recorded at the time, and they're the backbone of any complaint to the practice, the NHS or the GDC. Our guide on how to complain about a dentist explains each route and the time limits.
Getting a second opinion. A second dentist can say far more with your X-rays and notes in front of them.
Insurance or legal claims. Insurers and solicitors will usually ask for them. You can request them yourself, or authorise someone in writing to request them for you.
Records for a child, or someone who has died
Children. A parent can usually ask for a young child's records on the child's behalf. The right belongs to the child, though, so an older child who understands what they're asking for can make their own request, and the practice should consider the child's interests before releasing records to a parent.
Someone who has died. Data protection law covers living people only. For a deceased patient's records, requests go under the Access to Health Records Act 1990. The person who can apply is usually the executor or administrator of the estate, or someone who may have a claim arising from the death.
A practice that has closed or changed hands. Records normally stay with whoever took over the practice or its patient list. Start there, and ask the new owner directly.
If the practice doesn't reply or refuses
Chase first. A polite email that quotes the date of your original request and the date the month ran out often does the job.
If that fails, complain to the practice in writing about how it handled your request. Under the 2025 changes to data protection law, organisations have to make it easy to complain, acknowledge your complaint within 30 days and tell you the outcome.
If you're still stuck, you can complain to the ICO. It's free. The ICO can't get you compensation, but it can tell a practice to comply.
Once you've got your records and had time to reflect, think about leaving a review of how the practice handled things. How a practice deals with a records request says a lot about how it treats patients.
Frequently asked questions
Can a dentist charge for copies of dental records? Not usually. A first request for your records is free. A practice can only charge a reasonable admin fee if the request is manifestly unfounded or excessive, or you ask for extra copies.
How long does a dentist have to give me my records? One month from receiving your request, or from receiving any identity proof they asked for. They can pause the clock to ask what you need, and extend by two months for complex requests if they tell you why within the first month.
Can I get my dental X-rays? Yes. X-rays are part of your record and covered by the right of access. Ask for digital copies so another dentist can use them.
Can a dentist refuse to give me my records if I owe them money? No. Your right of access doesn't depend on paying a bill, and a practice can't hold your records back to settle a dispute.
Do I have to say why I want my records? No. You don't need to give a reason, and the practice shouldn't ask for one as a condition of sending them.
Do I get the original records? No. The practice keeps the originals. You're entitled to copies.
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