MOJ’s obligations under the Data Protection Act 1998
The processing of personal data is governed by the Data Protection Act 1998 (DPA). The Ministry of Justice (MOJ) is registered as a data controller under the act.
Access to personal information
You can find out if we hold any personal data about you by making a Subject Access Request (SAR) under the act. If we hold information about you we will:
- give you a description of it
- tell you why we are holding it
- tell you who it could be disclosed to
- let you have a copy of the information in an understandable form
We handle all personal data in a manner that respects the rights of individuals and which complies with the requirements of the DPA.
Should you wish to make a SAR about your personal data held by MOJ, please write to the Data Access and Compliance Unit (DACU) at the address below and provide the following:
Nature of your request
Please make sure you provide details of where your personal data may be held to enable us to trace your records. For example, details of which court you may have had business with, including any relevant case reference numbers and dates.
A fee of £10.00
Cheques and postal orders should be made payable to Her Majesty’s Paymaster General or the accepted abbreviation of HMPG.
Proof of identity
At least two forms of identification are required. Acceptable forms of ID include photocopies of the photograph page of your passport or driving licence. Please also provide recent utility bills or bank statements as proof of address. Please note that utility bills should not be more than six months old.
The SAR form will help us answer your request correctly. Once you have completed the form, please use the ‘print’ button at the top of the form. Print the form, attach your ID and £10 fee, and send it to us at:
Data Access and Compliance Unit
10th Floor 10.34
102 Petty France
Access to personal information for offenders and ex-offenders
If you are an offender or former offender and wish to make a SAR for a copy of your prison or probation records, please complete and send the form to the DACU at the address below. If you cannot use the form, please write to us and include details of the information you require.
Data Access and Compliance Unit
Building 16, S & T Store
Alternatively contact us by email.
If you are a serving prisoner please enclose your authority for the DACU to deduct the £10.00 fee from your prisoner monies account and sufficient details to enable us to trace your records. This should include your full name, date of birth, prison number and name of the establishment you are currently held in. If you have served a previous custodial sentence please also provide the details of your time in custody relating to this period. For example, previous prison number, dates held in custody and name of the prison(s) you were held in.
If you are a former prisoner, please ensure that you provide details of your time in custody to enable us to trace your records. This should include your full name, date of birth, prison number, dates and name of the prison(s) you were held in. Please also enclose the fee and ID that we require.
If you are an offender being managed by the National Probation Service (NPS), please provide the name of the relevant probation area and your PNC (Police National Computer) number, if known.
The fee is £10.00 and cheques and postal orders should be made payable to Her Majesty’s Prison Service or the accepted abbreviation of HMPS.
Acceptable forms of ID include photocopies of recent utility bills or bank statements, or photocopies of the photo page of a passport or driving licence. Please note that utility bills should not be more than six months old.
Accessing information on behalf of someone else
If you are requesting personal data on a person’s behalf you must satisfy all the requirements above plus include signed consent from the person who the data concerns. This includes requests from solicitors on behalf of a client.