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Data Protection Complaints Policy and Notice

This policy sets out how Sam Barratt Business Solutions handles complaints relating to data protection and the processing of personal data. It fulfils the requirement under the Data (Use and Access) Act 2025 for organisations to have a formal data protection complaints process in place. Sam Barratt Business Solutions is committed to handling personal data responsibly and transparently. If you believe we have not met that standard, this policy explains your rights and how we will respond.

This policy applies to: 
  • any individual whose personal data Sam Barratt Business Solutions processes, including website visitors, enquirers, clients, and contacts 
  • complaints about how personal data has been collected, stored, used, shared, or deleted 
  • complaints about how a subject access request or other data rights request has been handled 
  • complaints about any breach of UK GDPR, the Data Protection Act 2018, or the Data (Use and Access) Act 2025
 
To raise a data protection complaint with Sam Barratt Business Solutions, please contact us by email using the details below. You do not need to use a formal form or specific wording. Simply describe your concern clearly and include your contact details so we can respond.   
Subject line Data protection complaint 
Include in your email Your name, contact details, and a description of your concern   
You may raise a complaint on behalf of someone else if you have their written authority to do so.

We will handle all data protection complaints in accordance with the following process:   
Stage 1 We acknowledge receipt of your complaint in writing.
Timescale - Within 30 days of receipt 
Stage 2 We investigate your complaint. This may involve reviewing records, systems, or third-party processors where relevant. Timescale - As soon as reasonably practicable 
Stage 3 We provide you with a written outcome, including what we found and any steps we are taking as a result. 
Timescale - Without undue delay following the investigation 
Stage 4 If you are not satisfied with our response, we will advise you of your right to escalate to the ICO. 
Timescale - Included in our final response   

We aim to resolve all complaints as promptly as possible. Where an investigation is complex or requires third-party input, we will keep you informed of progress and provide an estimated timescale for resolution.

If you are not satisfied with how we have handled your complaint, or if your complaint has not been resolved within a reasonable timeframe, you have the right to escalate to the Information Commissioner's Office (ICO).   
Organisation Information Commissioner's Office 
Address Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF 
Helpline 0303 123 1113 

You also have the right to seek judicial remedy through the courts if you believe your data protection rights have been infringed.  

Sam Barratt Business Solutions maintains a complaints log to record all data protection complaints received. The log captures: 
  • the date the complaint was received 
  • the nature of the complaint 
  • the date acknowledgement was sent 
  • the steps taken during investigation 
  • the outcome and date of final response   
Complaints records are retained for six years from the date of final resolution, in line with standard UK limitation periods. Records are kept securely and accessed only where necessary. 
This log is available to the ICO on request.  

Where a complaint identifies a gap in our processes, systems, or documentation, we will take appropriate corrective action. This may include updating our privacy notice, reviewing third-party data processor arrangements, or amending internal procedures.

ICO registration number: ZB594987

This policy will be reviewed annually or sooner if there are changes to data protection law, ICO guidance, or our business processes. 

The current version was last reviewed in June 2026.
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