Current trends, methodology and Varsity Directory campaigns
As you will know, as a member of the Varsity Directory of Investigators and Process Servers we personally serve documents in UK prisons – a lot of process servers are happy to “Pass” on this task as the arrangements to serve are completely different, between prisons. Sometimes long-established practices are thrown into the proverbial “Bin” between visits.
The starting point for investigation firms / Process servers is Findaprisoner if the actual prison is not known.
If you believe the prisoner is in a Scottish prison, please contact – [email protected]
There are other online search services available for Northern Ireland, Isle of Man, Jersey and Guernsey.
For most of the time with court hearings dictating urgency Findaprisoner’ published time to process your request is too long: “Within 4 weeks” – certainly the month that Findaprisoner adds to the process means that actually arranging the visit with the prison identified can make it 6 weeks or longer before you can serve.
On behalf of Varsity Directory members I have spoken with a manager at Findaprisoner to try and understand why they have massive delays in processing data – they claim a lack of staff.
Perhaps the Information Commissioners Office (ICO) can intervene here – one of the only sources of data that is available to private sector investigators / process servers is prisoner location information. They should ensure the data centre in Birmingham is fully staffed.
A secondary annoyance is that once you make your application for prisoner location information (Using the Data Protection Act 2018) – Findaprisoner insist that your application covers GDPR….and they send you, perhaps the most annoying, “GDPR application Form” ever seen to complete.
On 6th August 2025, a clerk from: Find a Prisoner Service, Family Services, Rehabilitation Strategy and Interventions, Rehabilitation and Change Directorate, Edward House, Quay Place, Birmingham, B1 2RA wrote:
Thank you for your email below.
Before the personal data can be disclosed, HMPPS (acting on behalf of The Ministry of Justice) must be satisfied there is a lawful basis for processing this request under UK GDPR and the Data Protection Act 2018 (both Parts 2 and 3). The requester must satisfy the requirements for lawful basis under UK GDPR (Article 6) and Data Protection Act 2018 Part 2 (notably, depending upon the facts, Schedules 2-4).
Please complete the attached form ensuring that both sections have been answered.
Alternatively, we could continue processing your request but are required to seek consent from the prisoner.
Please advise us as to the course of action you wish to take in view of our above-mentioned.
Our petition to the Information Commissioners Office is to confirm to Findaprisoner ([email protected]) that GDPR simply modifies DPA legislation and separate applications for data is not required. That is the case, right?
Please find a “Model” email to Findaprisoner that contains the prisoner locate information request using both DPA and GDPR legislation that you are free to use.
The second stage of the process is getting your visit booked in.
Every prison has a different way of working…HMP Manchester like you to email the documents into the prison ahead of your visit ([email protected]) and they print off the documents and hand them to you just before your visit – the idea is that you are not bringing in documents that are pre dipped in spice!
Always take your passport and driving licence to prove who you are when visiting prisons – a letter from your client authorising your visit is also required by some prisons.
Be careful that you explain to the prison that you need a “Face to face” visit or they will book you in for a Video link.
As you do not have a CJSM secure email you cant arrange a Video link. People like the probation service, solicitors, are permitted to use the CJSM facility.
One technique we use is to post the documents to the prisoner using Royal Mail tracked…this will only confirm that the documents were received at the prison.
This is worth doing if you cant arrange your visit or if the prisoner declines the visit – at least he should get the documents (And notice of the hearing time, date and place), but, the drawbacks are “Obvious” – there is no certainty that “Personal service” has occurred.
Another tip is that Solicitors send documents to prisoners using the Rule 39 system (They have barcode they can place on the correspondence) – whilst we cant use a bar code – we can write “Rule 39” on the envelope and the censors at the prison won’t open the documents – maybe that could get the documents to the prisoner a bit quicker?
If all else fails we recommend to our clients that they consider getting an Order from the Court directing the prison to produce the prisoner at the hearing or for the prison staff to effect the serve.
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