Data Protection Complaint Holding or Progress Update

This Data Protection Complaint Holding or Progress Update Letter is designed for use where an organisation has acknowledged a data protection complaint but has not yet completed its investigation.

The letter helps you keep the complainant informed, explain why the investigation is still ongoing, and confirm that you will respond once the investigation has been completed.

Note: While structured as a letter, this template can be easily adapted for use as an email or direct message response.

When Should This Letter Be Used?

This letter should be used where you have already acknowledged a data protection complaint and need to provide a progress update before sending your final response.

It is suitable for use where you are reviewing relevant records, making internal enquiries, considering the issues raised, waiting for information from another team, or contacting a relevant supplier, service provider, or processor.

What Does This Letter Cover?

This Data Protection Complaint Holding or Progress Update Letter helps you provide a clear update while a complaint investigation is ongoing, including:

• confirmation of the complaint being considered
• the date on which the complaint was received
• confirmation that the investigation is continuing
• a brief explanation of why the investigation has not yet been completed
• confirmation that you will respond without undue delay once the investigation has been completed
• an optional expected date for a further update or final response
• optional wording explaining that further information may be requested if needed
• accessibility and contact preference wording
• contact details for questions about the complaint

Legal and Compliant

This Data Protection Complaint Holding or Progress Update Letter is designed to support compliance with UK data protection law, including the UK GDPR, the Data Protection Act 2018, and the Data (Use and Access) Act 2025.

It helps you keep complainants informed during the complaints process and supports good accountability by recording progress where an investigation is ongoing.

How Should This Template Be Used?

This letter should be adapted to include your organisation’s name, contact details, complaint reference, date of receipt, reason for the update, and any expected date for a further update or final response.

It should be used where you are not yet ready to provide a final outcome but want to keep the complainant informed and show that the complaint is still being actively considered.

Once you have purchased access to the appropriate document folder click on the “Download Document” link below. You will be asked what you want to do with the file. It is recommended that you save the document to a location of your choice prior to viewing.

Data Protection Complaint Holding or Progress Update is part of Business . Just £38.50 + VAT provides unlimited downloads from Business for 1 year.