Data Protection Policy

Data Protection Act 1998

The 1998 Act established the law with regard to the handling and processing of information relating to an individual. The Parole Board processes large amounts of such material, particularly with regard to prisoners, members of staff and Parole Board members.

Information under the Act includes

• Factual information about prisoners, Parole Board members and members of staff (e.g. prisoner files, members' addresses, staff Human Resources files etc)
• Expressions of opinions (e.g. staff reports, members' appraisals, minutes sheets on files etc)
• Indications of intent

The Act imposes a duty on the handler of the information

The Act gives individuals two broad rights in law - the right to have information about them held in a safe and secure manner; and to know what that information is. Staff are responsible as follows:

• The Board has a clear desk policy. All prisoners'  files, members' details, staff reports and any other documents relating to individuals must be locked away before leaving work at the end of the day.
• The Finance, Information Technology and Human Resources offices shall be locked at all times when no authorised person is present.
• No information will be given about an individual except to that individual or his/her legal representative, and only then in certain circumstances (see below)
• No information about an individual shall be given over the phone, except to a known individual or his/her known legal representative

On receipt of a request, the Board will log it as a data protection request and set a 20 day target for reply. Disclosure of personal information may be given in the following circumstances:

• Where the request is in writing (including e-mail / fax); and
• The request is from the individual concerned or his legal representative; or
• The request is from anyone else (including close family) and they enclose written signed consent from the individual concerned; and
• The request says clearly what information is sought.

The Act sets out specific exemptions whereby personal information may be disclosed to a third party. Any request for disclosure of information about an individual that does not come within the criteria above, or where the request is to be refused, must be referred to the Team Manager or Head of Casework.

The Board's destruction policy can be found in the Freedom of Information policy.

The Parole Board for England and Wales

Grenadier House, 99-105 Horseferry Road, London, SW1P 2DX

Telephone 0845 251 2220