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Data Protection Complaints Procedure

Purpose of this Procedure

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This procedure explains how you can raise a complaint about the way Will Comply Ltd ('WillComply') handles your personal data, how we will respond, and your rights if you remain dissatisfied. It is designed to meet the requirements of the UK GDPR, the Data Protection Act 2018, and the Data (Use and Access) Act 2025.

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How to Raise a Data Protection Complaint

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If you are unhappy with how we have collected, used, or stored your personal data, you have the right to complain to us.

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You can do this by emailing: info@willcomply.co.uk

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Please include:

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  • Your name

  • The issue you are concerned about

  • Any relevant dates or evidence

  • What outcome you are seeking

 

You do not need to use a specific form, but providing clear information helps us investigate more quickly.

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What Happens After You Submit a Complaint

 

We will acknowledge your complaint within 30 days of receiving it. Our acknowledgement will confirm:​​

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  • The next steps in the process

  • The name of the person handling it

  • That we have received your complaint

 

We will investigate your complaint by:

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  • Reviewing the relevant data and records

  • Speaking to any staff involved (if applicable)

  • Checking our policies, procedures, and legal obligations

  • Assessing whether any data breach or non‑compliance has occurred

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We will respond without undue delay and will:

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  • Explain our findings

  • Confirm whether we believe a breach or error occurred

  • Set out any corrective actions we will take

  • Provide any relevant evidence or explanation

  • Explain your right to escalate the matter

 

If the investigation is complex and requires more time, we will keep you updated.

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Possible Outcomes

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Following our investigation, we may:

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  • Provide clarification or further information

  • Correct inaccurate data

  • Update or delete data where appropriate

  • Improve our internal processes

  • Offer an apology

  • Confirm that no breach has occurred

 

We will always explain the reasoning behind our decision.

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If You Are Not Satisfied

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If you are unhappy with our response, you may escalate your complaint to the Information Commissioner’s Office (ICO) www.ico.org.uk

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The ICO will expect to see evidence that you have raised the matter with us first and given us the opportunity to resolve it.

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Record‑Keeping

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We keep a record of all data protection complaints, including:

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  • The nature of the complaint

  • The steps taken to investigate

  • The outcome

  • Any actions taken to prevent recurrence

 

These records help us monitor compliance and improve our processes.

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Updates to This Procedure

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We review this procedure regularly and update it to reflect changes in legislation, regulatory guidance, or our internal processes.

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