Data Protection Complaints Form

This Data Protection Complaints Form is designed to help organisations receive clear and structured complaints from individuals about the handling of their personal data.

The form provides a practical way for individuals to explain what their complaint is about, provide relevant contact details, identify any preferred contact method, and give information that may help the organisation investigate and respond. It is suitable for use alongside a Data Protection Complaints Policy and Procedure and related complaint response letters.

When Can This Form Be Used?

This form can be used where an individual wishes to complain about how an organisation has collected, used, stored, shared, retained, deleted, protected, or otherwise processed their personal data.

Complaints may relate to data subject rights, direct marketing, inaccurate personal data, lack of transparency, retention, data sharing, security concerns, or other issues relating to personal data processing.

The form makes clear that individuals do not have to use it in order to make a data protection complaint. Complaints may also be made using other contact methods made available by the organisation.

What Does This Form Cover?

This Data Protection Complaints Form is designed to collect the key information needed to understand and investigate a complaint:

• The individual’s details and contact preferences
• Details of the complaint
• Details of the individual’s desired outcome
• Provisions covering complaints made on another person’s behalf

Legal and Compliant

This Data Protection Complaints Form 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 organisations facilitate the new right for individuals to complain directly to controllers about the handling of their personal data. It also supports good complaints handling by encouraging clear communication, appropriate record keeping, and a structured investigation process.

How Should This Template Be Used?

This form should be adapted to include the organisation’s name, contact details, preferred complaints contact point, and any relevant instructions for submitting complaints.

Organisations should not require individuals to use this form as the only way to make a data protection complaint. The form should be offered as a helpful option, not as a mandatory requirement.

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 Complaints Form is part of Business . Just £38.50 + VAT provides unlimited downloads from Business for 1 year.