HM Inspectorate of Probation – Privacy Notice (April 2024)

Contents

Our legal basis for processing your personal data

When we will process your personal data

Who we might share your personal data with

Your rights

Requesting your personal data

How to make a complaint

How to make a query

Additional information

Our legal basis for processing your personal data

Article 6(1) of the General Data Protection Regulations explain where the processing of personal data is lawful. These are:

(a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes

(b) processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract

(c) processing is necessary for compliance with a legal obligation to which the controller is subject

(d) processing is necessary in order to protect the vital interests of the data subject or of another natural person

(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

(f) processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

HM Inspectorate of Probation process personal data (including special categories) under the terms of (a)(b)(c)(d)(e).

[a] for example, where data subjects have explicitly subscribed to communications, or given consent to be contacted for survey/consultation purposes

[b] for example, where data subjects have entered into a contract of employment with HM Inspectorate of Probation

[c] for example, where data subjects are under the supervision of organisations who provide probation or youth offending services, and whose work HM Inspectorate of Probation has a legal obligation to inspect

[d] for example, where data subjects have been identified as being at risk of harm in order to take preventative measures to reduce that risk of harm

[e] for example, to report on the quality of work resulting from the inspection of those who provide probation services.

Additional information on the remit of HM Inspectorate of Probation can be found in Section 2 of the Protocol between the Ministry of Justice and HM Chief Inspector of Probation (PDF, 1 MB).

When we will process your personal data

HM Inspectorate of Probation will process your personal data when:

– you are a member of staff (including prospective members of staff, Agency staff, Fee Paid staff, and short-term placements)

– you are a person that has a connection to an inspected case (including a person who has offended, victims, those with parental responsibility of children who have offended, staff within organisations who provide probation or youth offending services, either directly or under partnership arrangements)

– you have explicitly subscribed to receive communications or given consent to be contacted for survey/consultation and other purposes

– when we undertake research and analysis from information gained through inspection or other lawful means

– you make contact with us

– you enter into any contract to provide services to us

– to fulfil any contractual obligations.

Who we might share your personal data with

Other than internal staff within HM Inspectorate of Probation, we might share your personal data with:

– providers of probation or youth offending services who we have inspected

– third-party service providers in the course of service delivery

– partner Inspectorates

– other official bodies.

Your rights

You have the right to ask whether we hold your personal data. If you do this, we will conduct appropriate searches and confirm what personal data we hold about you, and provide a copy of that data. In addition to this, you can:

– ask for any incorrect personal data to be amended

– ask for your personal data to be erased (in certain circumstances)

– object to or request we restrict the processing of your personal data

– receive a copy of your personal data in a format that is accessible to you

– object to automated decision-making and profiling (HM Inspectorate of Probation does not process personal data this way).

Requesting your personal data

If you wish to make a subject access request, please write to:

The Data Protection Officer
Ministry of Justice
102 Petty France
London
SW1H 9AJ

or email: data.compliance@justice.gov.uk (E-mail address)

Please provide proof of identity with your request. We must provide a copy of your personal data, if held, within 30 days of receiving your request (or within 30 days of receiving proof of identity).

There may be instances where you have requested your personal data but we cannot provide it due to it being exempt from disclosure.

You can only request your own personal data.

How to make an FOI request

You must make a Freedom of Information (FOI) request in writing. You can do this by:

• letter*
• email
• social media

If you cannot make your request in writing because of a disability, public authorities should help you to make the request another way – for example over the phone.

*Please note that all staff within HM Inspectorate of Probation now work a mixture of office-based and home working. While you are free to submit a request by any of these methods, our preferred method would be by email to the address below.

hmip.enquiries@hmiprobation.gov.uk (E-mail address)

Publication scheme

Originally, the Freedom of Information Act required public authorities to create a publication scheme which needed to be approved by the Information Commissioner’s Office (ICO), and to make that scheme available to members of the public.

This requirement was superseded by the ICO introducing a model publication scheme which all public authorities must use.

You can view the ICO’s model publication scheme (PDF, 293 kB), and additional information about publication schemes on the ICO website.

How to make a complaint

If you wish to make a complaint because you feel your request has not been handled correctly, you can either contact our Data Protection Officer, using the email address below, or contact the Information Commissioner’s Office.

How to make a query

If you wish to make any queries relating to personal data, please contact:

hmip.enquiries@hmiprobation.gov.uk (E-mail address)

Additional information

HM Inspectorate of Probation is an Arm’s Length Body of the Ministry of Justice and, as such, follows its data protection and information security policies and procedures. The Ministry of Justice’s Information Charter can be viewed here https://www.gov.uk/government/organisations/ministry-of-justice/about/personal-information-charter