New data protection complaints process now live
A new data protection complaints process has been introduced by the Legal and Compliance team to provide a clear and consistent approach to handling complaints relating to the use of personal data.
This process aligns with the requirements set out in the Data Use and Access Act 2025 (DUAA) and is now live for use across the University.
What this means for staff
The new process ensures that:
- Complaints relating specifically to personal data handling are managed consistently
- There is a clear route for escalation and resolution
- The University can respond effectively and in line with regulatory expectations
Staff are encouraged to familiarise themselves with the process and make use of it where relevant.
How to raise a complaint
An electronic complaints form is now available and should be used to submit data protection-related concerns.
For further guidance, colleagues can also refer to the Information Commissioner’s Office (ICO) guidance on handling data protection complaints. How to deal with data protection complaints | ICO
What to do if you receive a complaint
If you receive a complaint that includes issues relating to personal data:
- The data protection element must be referred to the Legal and Compliance team
- This should be done as soon as possible without undue delay
- Please email: infocompliance@warwick.ac.uk and mark as urgent
The Legal and Compliance team will coordinate on the data protection aspect and work collaboratively with relevant teams where broader issues are involved.
Working together
This new process is designed to support a more coordinated and efficient approach to complaints handling across the University.
By ensuring that data protection concerns are routed through the correct channels, we can:
- Improve response times
- Ensure compliance with legal requirements
- Maintain trust in how we handle personal data
Next steps
Colleagues are encouraged to:
- Share this update within their teams
- Use the complaints process where appropriate
- Contact the Legal and Compliance team with any questions
Handling personal data responsibly is everyone’s responsibility; this new process helps ensure we do it consistently and effectively.
Need more information?
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