A Subject Access Request (SAR) is a legal right. It allows you to see the personal information held about you by the police, probation, prisons, and other government bodies. On paper, the right exists for everyone. In practice, people in prison face serious barrier before a request is even sent.Outside prison, a SAR can usually be made by email or online. Inside prison, people are typically told to write a letter by hand and post it to a long, multi-line government address. That address must be copied exactly, without access to the internet, spell-check, or templates. One mistake can mean the request is delayed, returned, or never acknowledged.
This creates a hidden obstacle. Limited access to stationery, poor handwriting facilities, learning difficulties, or simple human error can stop a SAR before it reaches the correct department. Weeks or months can be lost before anyone even confirms the request exists. Delays matter. Information held about you is often relied on for parole decisions, licence conditions, recalls, and risk assessments. When a SAR is slow or blocked, you may miss the chance to challenge mistakes before decisions are made.
The law gives you the right to your data. The process should not punish you for trying to use it.
This is why using the Information Commissioner’s Office (ICO) is critical.
When you submit a Subject Access Request through the ICO, the request is sent via the ICO’s own systems. The organisation cannot claim it was never received. It creates a clear, independent record that the request was made and when the legal time limit started.
Subject Access Request (S.A.R)
To request a SAR from the HM Prison and Probation Service (HMPPS), you can use the following email addresses:
Use this service to ask an organisation for your personal information.
This service is via the Information Commissioners Office and will create an email to the organisation you specify with your request for personal information and everything they need to respond. You'll also get a copy for your records.
The organisation should reply to you directly. Nobody else will see the reply.
What you'll need
You will need:
the name of the organisation you're making your request to; and
the email address of the organisation.
Tip: you can usually find a suitable email address in the organisation's Privacy notice.
You should also provide:
proof of ID, either a copy of a passport or driving licence; and
proof of address, either a copy of a bank statement, utility bill, or TV licence.
If you are making the request for someone else, you should provide proof of ID and address for them (not for you). You will also need to provide evidence that you're allowed to make the request for them eg a signed letter of consent, a power of attorney document or proof of parental responsibility such as a birth or adoption certificate.
Request a basic DBS check
Apply for a basic Disclosure and Barring Service (DBS) check to get a copy of your criminal record. This is called ‘basic disclosure’. It’s available for people working in England and Wales.
You can make a request yourself, for your child under 13 (for whom you have parental authority), or for someone who you have a legal authority.
What you will need
A proof of identity - they require one of the following as proof of your identity:
Driving Licence
Passport
National ID card
Birth certificate
Adoption certificate
Access your POLICE Record
Apply to find a prisoner’s location
Use this service to find someone in prison if you do not know which prison they are in.
The prisoner must give their permission for their information to be shared.
You can only use this service to find someone in an English or Welsh prison.
To apply, you’ll need:
the prisoner’s name (or any other name they may have used)
the prisoner’s date of birth or age - if you know it
their prisoner number - if you have it
You’ll get a reply to your application within 4 weeks.
Request information from Prison Service and National Probation Service
Send money to someone in prison
You can use this service to make a payment by Visa, Mastercard or Maestro debit card. Money usually takes less than 3 working days to reach a prisoner’s account, but it may take longer.
This service is free, secure and available in all prisons in England and Wales.
You can no longer send money by bank transfer, cheque, postal order or send cash by post to any prison. You’ll need to use a debit card instead.
Prisons in England and Wales
Find information on prisons and young offender institutions in England and Wales, including how to arrange visits and how to stay in touch with prisoners.
