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Data Protection Complaint Policy

 

 

Data Complaint Policy

 

  1. 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.

  1. 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.

  1. How You Can Make a Complaint

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

Please contact: [email protected]

Include 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.

  1. 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:

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:

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

  1. If You’re Not Satisfied

If you are unhappy with our response or how we have handled your complaint, you can escalate your concern to the Information Commissioner’s Office (ICO):
www.ico.org.uk

You do not need to come back to us first, but we encourage you to give us the opportunity to resolve the issue.

  1. 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.

  1. Review of This Policy

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

Psych VA

Gemma

Virtual Assistant

With over 15 years of combined experience in healthcare and administration, Gemma brings a unique blend of expertise to Psych VA. Her journey spans from financial services to frontline healthcare, encompassing roles as a qualified dental nurse, podiatrist, and, most recently, a medical doctor.

Gemma’s background as a healthcare professional instills in her the value of compassion and empathy. Having worked with diverse individuals, including vulnerable populations, she prides herself on her exceptional communication skills and caring demeanor.

Her extensive tenure in both NHS and private healthcare settings has equipped her with a deep understanding of various healthcare computer systems and adeptness in medical administrative tasks. Gemma excels in managing sensitive matters with discretion and professionalism, handling confidential information with utmost care on a daily basis.

Gemma’s unique perspective, forged through her dual roles in administration and healthcare, enables her to ensure the seamless operation of healthcare services. At Psych VA, Gemma’s commitment to efficiency and her compassionate approach make her an invaluable asset to our team and clients alike.