Privacy policy
Who we are
When you use Send legal mail to prisons, some of your personal data is used and stored by the organisation that owns the service: His Majesty's Prison and Probation Service (HMPPS).
This document, also called a privacy policy, explains what this data is, when and why it is stored, and how you can make a request for more information.
HMPPS is an Executive Agency or 'Arm's Length Body' of the Ministry of Justice (MoJ). MoJ is the data controller for the personal data we hold.
What data we collect
We collect some of your personal data to help this service operate securely and efficiently. This data is limited to:
- your name
- your CJSM (Criminal Justice Secure Mail) email address
- the name of the company or organisation your CJSM email is associated with
- the address of this company or organisation
- the name, prison number, date of birth, and prison of anyone you send mail to using this service
If you request support, your personal data may also include:
- your email address or other contact details
- information about yourself that you include as part of your questions, queries or feedback
Cookies and analytics
We collect information on how you use this service using cookies and page tagging techniques (Google Analytics). This information does not contain any personal data and is only collected if you consent to this. You can find out how to give or remove consent on our Cookies page.
What we do with your personal data
Your personal data is used so that the service can:
- confirm you meet the eligibility criteria for sending legal and confidential access mail
- display relevant information to prison staff so they can process mail correctly
- assist the prevention, detection and investigation of crime or unlawful activity
- respond to support requests if this is the best way to resolve an issue
Data is collected and processed in accordance with the General Data Protection Regulation and Data Protection Act 2018 and the lawful basis for processing is substantial public interest.
Who your data might be shared with
We may share your information with our staff, so they can manage any legal mail sent through the service. Staff will only use your personal data in line with what we have set out in this privacy notice.
We will not:
- sell or rent your data to third parties
- share your data with third parties for marketing purposes
We share your personal information with Zendesk, the company that handles support requests. You can read their terms and conditions (opens in a new tab).
Legal obligations
We may share your data or disclose information because of a law, regulation or court order and to protect our interests and legal rights.
Where your data is processed and stored
Data we collect is stored within the UK and Ireland. However, due to the global nature of the internet, data may transit through other countries outside of the European Economic Area (EEA) while going to and from the database. Data is not stored in a non-EEA country.
Feedback about the service may be stored outside of the EEA, where it could be viewed by our staff or suppliers. By submitting your personal data, you agree to this.
How long we keep your data
Data is kept in accordance with the HMPPS retention policy .
Protecting your personal data
Any personal data we collect will be protected using varying levels of encryption, and only kept for the required duration.
Access to your personal data
You can find out if we hold personal data about you, and ask for a copy of such data, by making a 'subject access request'. To make a request, follow the guidance in the Ministry of Justice personal information charter .
If you want us to correct, stop using or erase your personal data, or you want information about how your data is processed, you can contact the Data Protection Team.
Post
Data Protection Team
Ministry of Justice
5th Floor, Post Point 5.18
102 Petty France
London
SW1H 9AJ
Complaints
If you consider that your information has been handled incorrectly, you can contact the Information Commissioner's Office (opens in a new tab) for independent advice about data protection.
Telephone
Post
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Changes to this policy
We may change this privacy policy. In that case, the ‘last updated’ date at the bottom of this page will also change. Any changes to this privacy policy will apply to you and your data immediately.
We encourage you to review this privacy policy regularly to find out how we are protecting your data.
Last updated: 08 January 2024