Data Protection Complaints Policy & Procedure

This Data Protection Complaints Policy and Procedure is designed to help organisations receive, manage, investigate, and respond to complaints from individuals about the handling of their personal data.

The template provides a practical internal policy and step-by-step procedure for staff, managers, data protection leads, and data protection officers. It supports compliance with UK data protection law, including the new right for individuals to complain directly to organisations about the processing of their personal data.

When Should This Template Be Used?

This template should be used by organisations that collect, hold, use, or otherwise process personal data and need a clear internal process for dealing with data protection complaints.

It is suitable for use where an individual complains about issues such as how their personal data has been collected, used, stored, shared, retained, deleted, or protected. It may also be used where a complaint relates to a data subject rights request, direct marketing, inaccurate personal data, or concerns about transparency, security, or fairness.

What Does This Template Cover?

This Data Protection Complaints Policy and Procedure covers the key stages of handling a data protection complaint, from initial receipt through to investigation, response, and record keeping:

• Receiving data protection complaints
• Acknowledging complaints
• Clarifying complaints, identity, and authority
• Investigating and responding to complaints
• Outcomes, reviews, and the right to complain to the ICO
• Records and accountability

Legal and Compliant

This Data Protection Complaints Policy and Procedure 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 respond appropriately to the right (introduced by the DUAA 2025) for individuals to complain directly to controllers about the handling of their personal data, while also supporting broader accountability, transparency, and good governance.

How Should This Template Be Used?

This template should be adapted to reflect the organisation’s structure, contact details, roles and responsibilities, complaints handling arrangements, review process, and record keeping requirements.

It should be used alongside other relevant data protection documents, such as a Data Protection Policy, Data Subject Access Request Policy, Privacy Notice, Data Breach Policy, and the accompanying data protection complaints forms and letter templates.

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 Policy & Procedure is part of Business . Just £38.50 + VAT provides unlimited downloads from Business for 1 year.