DATA PROTECTION COMPLAINTS NOTICE


Purpose of this Policy


We are committed to treating personal data with respect, transparency and care. This policy explains how you can raise a concern about the way your personal data has been handled and how we will respond. It applies to all data protection complaints made under UK GDPR, the Data Protection Act 2018 and the Data (Use and Access) Act 2025.


What Counts as a Data Protection Complaint?

A data protection complaint is any expression of dissatisfaction about how we have collected, used, shared, stored, or protected your personal data. You do not need to use legal language. If something worries you, you can tell us in your own words.

How You Can Make a Complaint

You can make a complaint in any format – email, phone, letter, or in person.

Please contact Jo Martin - Forest PA at jo@forestpa.co.uk including a brief description of what has happened and why you are concerned. You do not need to cite legislation or provide evidence at this stage.
 

What Happens Next


Step 1 – Acknowledgement
 

We will acknowledge your complaint within 30 days, as required by the Data (Use and Access) Act 2025. Our acknowledgement will confirm that we have received your complaint and explain what will happen next.


Step 2 – Investigation


We will investigate your complaint without undue delay. This may include:
 

  • reviewing the information you have provided
  • checking our records and systems
  • speaking to relevant staff
  • assessing whether our data handling complied with the law


Step 3 – Keeping You Informed


If the investigation takes time, we will keep you updated so you know what is happening and when you can expect a full response.


Step 4 – Outcome


We will communicate the outcome without undue delay.
Our response will explain:
 

  • what we found
  • any steps we have taken or will take
  • any changes we will make to improve our practices


Where appropriate, this may include correcting or deleting data, updating our processes, or offering an apology.


If You’re Not Satisfied with our response


If you remain unhappy after we have responded - or at any point during our process - you have the right to refer the matter to the Information Commissioner's Office (ICO), the UK's independent data protection regulator. You do not have to wait for us to finish before contacting the ICO and you do not have to raise your concern with us first, though we would always appreciate the opportunity to put things right.


Forest PA is registered with the Information Commissioner's Office under registration number ZB046739.


Record‑Keeping and Learning

We keep a log of all data protection complaints, including the actions taken and outcomes reached. We use this information to improve our processes and strengthen our data protection practices.


Review of This Policy

We review this policy regularly to ensure it remains accurate, accessible and compliant with current legislation and ICO guidance.