Medical Records

When we at ShootCert prepare your medical report (for example for Form 201), we draw on the clinical information made available to us – typically your GP record and other relevant medical sources. Occasionally, our report may include details that you do not recognise, were unaware of, or actively disagree with. In that situation, it is important that you are aware of your options – and we want to support you every step of the way.

1. Tell Us What You Believe Is Inaccurate — We’ll Review It

If you believe that our report contains inaccurate or mis-interpreted information, the first step is to contact us and explain which part you believe is wrong, and why. For example:

  • Perhaps a diagnosis or condition is listed that you did not know you had.
  • Perhaps medication, dates, or other details are inconsistent with your recollection.

On receipt of your explanation:

  • We will compare the disputed part against the actual medical notes on which we based our report.
  • We will identify exactly where (which record(s), which date(s), which entry) that information appears.
  • We will feedback to you – transparently — showing that source.

If our review shows that the notes were mis-read or we made an error in transcription or interpretation, our doctors will work together, correct the mistake, and re-issue your Form 201. We recognise that getting this right is critical — not least because of the sensitive nature of firearms medical certification.

2. If It’s Not Our Error – You May Wish to Contact Your GP

If, after review, we find that the information in question faithfully reflects what appears in your GP (or other provider) record, but you believe that the record itself is wrong, then your next step should ordinarily be to make contact with the GP practice.

Under the guidance of NHS England, patients have a right to request changes to their health-care records where they believe the records are inaccurate or incomplete. (NHS Transformation Directorate)

When doing so, it helps to:

  • Clearly state what you believe is incorrect (e.g., “I was never diagnosed with X,” or “this medication was never prescribed”).
  • Explain how you would like the record corrected (for example, deletion, amendment, or addition of a clarifying note).
  • Provide any supporting evidence – hospital letters, past letters from your GP, dated prescriptions, etc.

GP practices (or whichever provider holds the record) are required to consider your request under the “right to rectification” under the UK GDPR (and Data Protection Act 2018), because personal data must be “accurate and, where necessary, kept up to date.” (ICO)

If the provider agrees there is a factual inaccuracy, they should amend or annotate the record — while retaining the original entry (with date/time and reason for change) so as to preserve audit trace and historical integrity. (NHS England)

If they decline to correct it because they consider the original entry to be factually correct or a legitimate professional opinion, they must — at your request — record your disagreement along with the reason you dispute the entry.

3. What Happens While The Dispute Is Resolved

While the record is being reviewed:

  • The record-holder (GP/practice) should take reasonable steps to verify accuracy. (ICO)
  • If you have indicated that you are disputing part of your record, you may also request a “restriction on processing” of the contested data — to prevent downstream decisions (e.g., third-party sharing) being based on potentially incorrect data. (ICO)
  • Whatever the outcome — whether the entry is corrected or a note of disagreement is added — you are entitled to a copy of the updated record (or your original request and the decision), under the right of access. (NHS Transformation Directorate)

4. Why This Matters for ShootCert Clinical Reports

Because we rely on your existing medical record when compiling a firearms-certification report, any inaccurate information — particularly if it relates to mental or physical health conditions, medications or past diagnoses — can materially affect suitability or compliance with legal requirements.

If erroneous data remains in your GP record and is not corrected, there is a risk that future medical reviews (for firearms or otherwise) may continue to base decisions on incorrect assumptions.

By offering you this review route, ShootCert aims to support full transparency and fairness. We respect your legal rights under UK GDPR and NHS record-keeping frameworks, and want to ensure you are not disadvantaged by legacy errors or misunderstandings.

What You Should Do — Step by Step

  1. If you spot something in your ShootCert report you don’t recognise or disagree with – email us as soon as possible, including: the section/paragraph of the report, the disputed detail, and why you believe it is incorrect.
  2. We will check the source medical records, identify where the information comes from, and let you know exactly what appears in those notes.
    • If it is our error – we correct and re-issue your Form 201.
    • If it matches the underlying record – we explain that to you, and suggest you raise it with the GP practice so you can exercise your right to rectification under UK GDPR / NHS record-keeping guidance.
  3. If you instruct your GP to correct or annotate the record, get a copy of the amended (or annotated) record – you can then supply this to us (if needed) so we can update your ShootCert file.

Key Legal & Regulatory Principles Backing This Process

  • Under the UK GDPR’s “right to rectification”, individuals have the right to request that inaccurate personal data be corrected. (ICO)
  • NHS guidance – including that from NHS England’s Information Governance policy – supports the right of patients / service users to request amendments to their health and care records. (NHS Transformation Directorate)
  • Where amendments are made, original records must remain legible and auditable, with clear documentation of who made the change, when, and why – a principle recognised across NHS record-keeping best practice. (NHS England)
  • If a healthcare professional does not accept the patient’s challenge (for example, because the entry is a professional opinion, or they believe the entry factually correct), the patient has a right to have their disagreement noted in the record.

Final Word from ShootCert

We appreciate that medical records – particularly older ones – may sometimes contain errors, omissions or misunderstandings. At ShootCert we are committed to fairness, transparency, and compliance with both data-protection law and firearms medical-certification guidance.

If you think our report is incorrect, please tell us. We will rigorously check the source, correct any error that is ours, and support you if the issue lies elsewhere – even if that means recommending you pursue rectification through your GP.

Because, when it comes to medical history and firearms certification, clarity is everything.

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