Data Protection Complaints Policy
Introduction
This policy outlines how individuals or companies can raise concerns about the way HR Solutions handles personal data and how these concerns will be addressed in line with UK data protection legislation.
Business HR Solutions (Consultancy) Limited (trading as HR Solutions) is a company registered in England and Wales (company number 09457772) with a registered office at 2nd Floor, 20 Grosvenor Place, London, England, SW1X 7HN. Our team have an office based at Unit 6, Brooklands Court, Kettering, Northants, NN15 6FD.
HR Solutions is the data controller of personal information we collect and use. HR Solutions is registered with the Information Commissioner’s Office as a data controller under reference ZA139867.
Scope
This policy applies to any personal identifiable data we are processing as a data controller. This will include the personal data of the following categories of data subject:
- Prospects, including their representatives and employees
- Clients, including their representatives, employees, and former employees
- Suppliers, including their representatives and employees
Complaints may relate to:
- Inaccurate or outdated personal information
- Unlawful data sharing
- Failure to respond to a data subject request, including Subject Access Requests (SARs) or Subject Erasure Requests (SERs)
- Excessive data retention
- Inappropriate use of profiling, automated decision making or artificial intelligence
- Breach of data protection rights
How to make a complaint
For any queries, concerns, or complaints you may have about how HR Solutions collects, uses or stores your personal information, you can contact our Data Protection Officer at [email protected]
Or you can write to:
Data Protection Officer
HR Solutions
Unit 6
Brooklands Court
Kettering
Northants
NN15 6FD
For ease of the investigation, please kindly provide the following information:
- Full name
- Contact details
- Description of your concerns
- Any supporting evidence
Without the above information, we may not be able to complete a full investigation or contact you for further information or with a response.
If the complaint is made on behalf of someone else, such as a solicitor on behalf of a client, proof of authority to act must be provided.
Identity verification
To protect personal data, HR Solutions may request ID verification before investigating a complaint.
Acknowledgement and response times
Complaints will be acknowledged within 14 calendar days.
A full response will be provided without undue delay within 30 calendar days, unless complexity requires more time.
If there is likely to be a delay, we will inform the complainant about our progress and ensure that we have a clear record of communication with the complainant.
Investigation process
The Data Protection Officer (DPO) will review the complaint. Relevant stakeholders at HR Solutions will be consulted as part of the investigation.
If the DPO is directly named in the complaint, the review will instead be undertaken by a named Director.
The complainant will be informed of the outcome and any remedial actions taken.
Escalation
If the complainant is dissatisfied with the outcome, they may escalate the matter to the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
ICO helpline number: 0303 123 1113
ICO website: ico.org.uk
Record keeping
All complaints and outcomes will be logged securely and retained in line with HR Solutions’ existing retention for complaints.
Review
This policy will be reviewed annually or upon significant and relevant legislative changes.