C.07 Email to prisoners

  1. The Department has implemented a process to permit prisoners to receive emails from friends and family. Unlike mail, email is not an entitlement for prisoners and the conditions under which the Department will receive emails and dispatch them to prisoners is subject to the conditions that the sender agrees to. Each prison has a prisoner email address (see Resource C.07.Res.01 Prison email addresses) to which friends and/or family may send emails. Prisoners cannot ‘reply’ to emails but there maybe occasions when the prison needs to reply (e.g. when a prisoner has been released or transferred).
  2. Each prison has an email ‘owner’ (the only person who can reply to incoming prisoner emails) and at least two staff able to access the email inbox who will access the prisoner email inbox each working day, read all incoming emails, print off those that meet the acceptance criteria (the 'rules') and place those emails in the internal mail bag for delivery to the prisoner. The incoming email is then deleted.
  3. During ‘Induction’ prisoners should be advised of the opportunity to have emails sent to them and given a copy of C.07.Res.02 Information sheet for prisoners.
  4. Prisoners must ‘invite’ friends and/or family to email them using C.07.Form.01 Information sheet for family and friends. This form must be sent out by normal mail and contain the prisoners name, PRN and the email address for the prison.
  5. A prisoner, who has been identified as a named respondent in any Court order which prohibits contact between the applicant and the prisoner, will not permitted to invite the protected person to use the prisoner email service unless conditions of the Court order specifically allow contact via email.
  6. Each incoming email is automatically replied to (see Resource C.007.Res.03 Automatic response for Eprisoner email address).
  7. The following ‘rules’ apply to prisoner emails:

    Prisoner electronic mail rules
    • You can only email prisoners who are at this prison.
    • Do not send any attachments or inserts with your email. You must not send graphics, photos, games, music files, web links, movies, spread sheets, word documents or inserts of any kind. Attachments will be stripped from the email automatically. Emails with inserts will be deleted and not passed onto the prisoner.
    • Emails are read and moderated by Corrections staff to ensure the security and good management of the prison. If your email contains illegal or objectionable material it may be sent to our Corrections Intelligence team, or the Police to ensure the security and good management of the prison and the opportunity for you to send further emails may be denied.
    • Any unsuitable content will result in your email not being passed on to the prisoner. This includes illegal or objectionable material, profane, sexual or gang-related language and anything that threatens the security or management of the prison or any prisoner.
    • Coded messages will not be passed on.
    • If multiple emails (more than 2) containing illegal or unsuitable content are received then the senders address will be blocked and Corrections will no longer receive the emails. A notification will not be sent to the sender.
    • Sending emails to the prisoner is subject to review and may be stopped at any time.

    Sending an email to this address means you have read, understood and acknowledge that the rules relating to the prisoner emails above will apply.
  8. If a prisoner has transferred or been released and emails are still being sent to the prison, the email ‘owner’ will reply to the sender advising the prisoner is no longer at that prison. (Note, you may not advise that the prisoner has been released or where they may have been transferred to as this could be a breach of privacy). A prisoner who has transferred may send friends and/or family another invite from the new site.
  9. If an email is received that has attachments or inserts, the email ‘owner’ may reply advising that the email has not been passed onto the prisoner and that any further breach of the ‘rules’ will result in the sender being blocked from sending any further emails.
  10. Staff should read C.07.Res.04 Information sheet for staff and stakeholders.
  11. Any email received may be translated into English to determine whether the email meets the "rules' as detailed above.