The Probation Service has a responsibility to hold personal data collected securely and to use it both effectively and ethically. There is a balance to be struck between an individual’s right to privacy and the legitimate business requirements of our organisation. It is critical that probation staff work to the highest attainable standards. Our integrity includes both the way in which we conduct ourselves and the way in which we collect, hold and manage data, ensuring it is compliant with relevant legislation.
In accordance with the EU General Data Protection Regulation, 2016/679 (GDPR) as given further effect in Part 3 of the Data Protection Act 2018, the Probation Service is a ‘Data Controller’ and, as such, has responsibilities for ensuring the privacy of data subjects and the protection of personal data processed.
As an agency of the Department of Justice, the Probation Service is committed to the implementation of the Department of Justice Data Protection Policy. This policy applies to all personal data collected, processed and stored by the Probation Service in respect of all individuals, (i.e. staff, customers and service providers) by whatever means including paper and electronic records. To view our Privacy Notice please click here:
Accessing Your Personal Data - Subject Access Request
Among the rights conferred by the GDPR on ‘data subjects’ is the right to obtain a copy of their personal data which is being processed by the Probation Service, Department of Justice. In order for the Department to identify and locate the personal data sought, you should complete and return our Subject Access Request (SAR) Form ensuring that you provide, in so far as is possible, details of your interaction with our various Offices and Divisions, as well as any specific identifiers (e.g. any previous addresses, date of birth, reference number from previous contact with the Department etc.).
In addition, as we need to verify the identity of anyone making a Subject Access Request, you will need to provide us with specific forms of identification (details contained in the SAR form). Your Subject Access Request will be responded to within one month of the date of receipt or, where difficulty arises in the verification of your identity, within one month of identity verification.
To make a Subject Access Request please complete this form Probation Service Subject Access Request Form (MSWord) and return it by email to firstname.lastname@example.org
or alternatively by post to:
Data Protection Liaison Officer,
Probation Service Headquarters,