Contents
If you’re an organisation governed by the provisions of the Data Protection Act 2018 and the UK GDPR, it remains essential in 2025 to have a robust Privacy Complaint Handling Procedure in place.
An organisation is covered by the Data Protection Act 2018 if it is a UK government agency or collects and processes the personal information of its clients. This framework ensures that individuals’ data is handled fairly and responsibly.
A Privacy Complaint Handling Procedure is a set of guidelines that outlines the process for managing and resolving complaints in relation to privacy matters and the handling of personal information.
This procedure should clearly explain how a complaint can be made, identify the person or team within your organisation to whom the complaint should be directed, detail the internal process for handling it, and specify any potential external measures for redress.
What’s The Process?
If your business is covered by the Data Protection Act 2018, it is vital that you afford individuals’ complaints the time and attention they deserve. In 2025, with data security and privacy concerns at an all‐time high, addressing such issues promptly can protect your reputation and build trust.
Individuals are encouraged to approach your business directly to resolve the matter internally. An effective and efficient complaint handling process not only saves time and money but also demonstrates your commitment to transparency and accountability.
If individuals are not satisfied with your business’s response, they may escalate their complaint via a recognised external dispute resolution scheme.
Ultimately, a complainant may take their grievance to the ICO (the Information Commissioner’s Office – the regulatory body overseeing privacy matters in the UK).
Allowing a complaint to escalate beyond your organisation can lead to significant reputational damage and erode public trust, which is why it is paramount to resolve issues internally wherever possible.
With the increasing public scrutiny over data usage and security in 2025, having a clear and up-to-date procedure is more important than ever.
Things To Consider When Handling Privacy Complaints
When drafting your Privacy Complaint Handling Procedure, it is highly recommended that you consider the following aspects:
- How easy it is for individuals to submit a complaint-for example, ensuring that the contact details of the responsible person or team are prominently displayed.
- How readily feedback or complaints can be provided, whether electronically or in print.
- Whether the designated staff members are sufficiently trained and knowledgeable about the Data Protection Act 2018 and current data protection practices.
- If your business facilitates informal resolution methods, such as direct communication to provide explanations or an apology, thereby potentially resolving issues without formal escalation.
- Whether regular internal reviews and updates of your complaint handling procedures take place to remain aligned with evolving standards.
- Whether your organisation has effective Data Breach Response Plans or related policies in place.
The ICO offers a checklist and further guidance on your obligations in the event of personal data breaches that may lead to privacy complaints.
Additional Considerations for 2025
In 2025, regulatory expectations continue to evolve, so it is advisable to regularly review and update your Privacy Complaint Handling Procedures. Incorporating periodic staff training and compliance audits can further ensure that your team is well-equipped to manage privacy complaints effectively. For more detailed support, you may wish to explore our Contract Drafting Services and review our Privacy Policy guidelines, which provide valuable insights into maintaining comprehensive data protection practices.
Our extensive collection of legal guides and our dedicated Employment Law Services also offer practical advice on how to handle internal disputes and safeguard your business from reputational risks associated with unresolved privacy issues.
Need Help?
Navigating privacy procedures-such as Privacy Complaint Handling Procedures-can be a complex task, particularly when non-compliance may detrimentally impact your business’s reputation. In today’s fast-changing regulatory landscape, it is crucial to have these guidelines clearly documented and regularly updated.
To ensure that your business handles complaints in a consistent and efficient manner, consider enlisting professional assistance. Our team at Sprintlaw is here to help tailor your internal procedures to meet the latest standards. For further support on legal compliance and data protection, be sure to visit our guides section for up-to-date advice.
Get in touch with us at [email protected] if you have any questions regarding Privacy Complaint Handling Procedures or your obligations under the Data Protection Act 2018.
Meet some of our Data & Privacy Lawyers
Get in touch now!
We'll get back to you within 1 business day.
Top 3 Legal Mistakes
Book in a free consultation with us to discuss your legal needs.
0 Comments on "Worried About Privacy Complaints? How To Make Sure Your Business Is Prepared (2025 Updated)"