Probation Service Victim Privacy Notice
Purpose (Back to top)
This privacy notice sets out the standards that you can expect from the Probation Service (in its capacity to administer post-conviction victim communication schemes) when we request or hold personal information (‘personal data’) about you; how you can get access to a copy of your personal data; and what you can do if you think the standards are not being met.
The Probation Serviceis part of HM Prison and Probation Service, an Executive Agency of the Ministry of Justice (MoJ). MoJ is the data controller for the personal information we hold. The Probation Service collects and processes personal data for the exercise of its own and associated public functions. These include: ensuring victims of eligible offences are offered their statutory rights as outlined in the Domestic Violence Crime and Victims Act 2004 and the Code of Practice for Victims through the Victim Contact Scheme, including informing victims of key stages of sentence, enabling victims to make representations in respect of licence conditions, and supporting victims to make a Victim Personal Statement to the Parole Board where applicable. It also includes facilitating requests for information under Section 44M of the Domestic Violence Crime and Victims Act 2004; and ensuring victims of other eligible offences are informed of the release of the offender in their case through the Victim Notification Scheme, and where applicable, offered the opportunity to make representations regarding licence conditions.
About personal information (Back to top)
Personal data is information about you as an individual. It can be your name, address, email or telephone number. It can also include information about the crime that you were a victim of and information associated with this.
We know how important it is to protect victims’ privacy and to comply with data protection laws. We will safeguard your personal data and will only disclose it where it is lawful to do so, or with your consent.
Types of personal data we process (Back to top)
We only process personal data that is relevant for the services we are providing to you. This may include addresses, email addresses, nationality and ethnicity, disability monitoring information, contact details, information about the crimes that you were a victim of and ongoing developments in relation to this crime.
Purpose of processing and the lawful basis for the process (Back to top)
The information that we collect is necessary in order to effectively deliver post- conviction victim communication schemes, and ensure that we provide you with up to date and accurate information. Processing is necessary to perform a task in the public interest or for official functions and based on statutory provisions in the Data Protection Act 2018, UK GDPR, Offender Management Act 2007, and the Domestic Violence, Crime and Victims Act 2004.
Who the information may be shared with (Back to top)
We sometimes need to share the personal information we process with the individual themselves and also with other organisations. Where this is necessary we will comply with all aspects of the data laws.
Retention period for information collected (Back to top)
We have a detailed policy as to how long we need to keep your personal information. If you have any questions about this please speak to your Victim Liaison Officer or point of contact in the probation service, who will discuss with the appropriate member of staff.
Access to personal information (Back to top)
You can find out what personal information we hold about you by speaking to your Victim Liaison Officer or point of contact in the probation service in the first instance. The Victim Liaison Unit will be able to release some information to you as routine information. Routine information will not fall under a subject access request (SAR).
If your request for information does not fall under the routine release of information, you will then need to submit a SAR which you can do by speaking to your Victim Liaison Officer who can discuss how you do this. Alternatively, or where you do not have a Victim Liaison Officer, you may send your request for personal information to the following address and we will process your request as required under the data protection legislation:
Disclosure Team
Post point 10.38
102 petty France
London
SW1H 9AJ
When we ask you for personal data (Back to top)
We promise to inform you why we need your personal data and ask only for the personal data we need and not collect information that is irrelevant or excessive;
- You can choose if you wish to receive information through our victim communication schemes, and you can opt in or out, or request information at any time during the sentence.
- You can discuss with your Victim Liaison Officer (if you have one) if you have any questions or concerns;
- You should protect your information and make sure no unauthorised person has access to it;
- We will only, where appropriate and necessary, share your personal information with other organisations for legitimate purposes;
- We will make sure we don’t keep your personal information longer than is necessary;
- We will not make your personal data available for sale to others; We will consider your request to correct, stop processing or delete your personal information if relevant and legal;
- Occasionally, we may use your contact information to ask you if you would like to complete a survey. We use this information to see where and how we could improve our services to you.
You can get more details on: (Back to top)
- Agreements we have with other organisations for sharing information;
- Circumstances where we can pass on personal information without telling you, for example, to help with the prevention or detection of crime or to produce anonymised statistics;
- Our instructions to staff on how to collect, use or delete your personal information;
- How we check that the information we hold is accurate and up-to-date;
- How to make a complaint;
For more information about the above issues, please contact the MoJ data protection officer;
Post point 10.38
102 petty France
London
SW1H 9AJ
For more information on how and why your information is processed please see the information provided when you accessed our services or were contacted by us.
Complaints (Back to top)
When we ask you for information, we will keep to the law. If you consider that your information has been handled incorrectly, you can contact the Information Commissioner for independent advice about data protection. You can contact the Information Commissioner at:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113