Data Protection Complaint Form

Overview

This editable form helps landlords and letting agents receive, investigate, and record complaints about how personal information has been handled.

GDPR Data protection law requires organisations to provide a clear way to complain, acknowledge a complaint within 30 days, investigate it appropriately, keep the complainant informed, and communicate the outcome without undue delay.

This form is optional. A person may make a data protection complaint through another reasonable channel and should not be required to complete the form before the complaint is accepted.

What the Form Covers

The form provides space to record:

the complainant’s details and preferred contact method;
details of anyone represented by the complainant and their authority to act;
what happened, when it happened, and what personal information was involved;
the outcome sought and supporting documents provided; and
the organisation’s acknowledgement, investigation, progress updates, findings, action, and outcome. This part does not have to be sent to the complainant and instead should be retained for your organisation to complete.

Before Using the Form

Add the email address or postal address that people should use to submit complaints. You should also add privacy information explaining who controls the information collected through the form, why it is used, the lawful basis, any sharing, retention, the person’s rights, and how to complain to the Information Commissioner’s Office.

Store completed forms and supporting information securely. Do not ask for more personal information than is needed to investigate and respond to the complaint.

For more information, see our guide to data protection complaint duties for landlords and letting agents.

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